Privacy & Data Handling Policy

 

Autism in Racing CIC Privacy Notice

Autism in Racing takes compliance with the Data Protection Act seriously and have made sure that personal information provided for the purposes of registering to attend an Autism Friendly Event in racing complies with The Data Protection Act 2018 which controls how your personal information is used by organisations, businesses or the government.

The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR).

Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’. They must make sure the information is:

  • used fairly, lawfully and transparently

  • used for specified, explicit purposes

  • used in a way that is adequate, relevant and limited to only what is necessary

  • accurate and, where necessary, kept up to date

  • kept for no longer than is necessary

  • handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage

This privacy notice tells you what to expect AIR to do with your personal information.

Company number 15444023

Our contact details

Email: office@autisminracing.com

Address: Suite G04 1 Quality Court, Chancery Lane, London, England, WC2A 1HR

What information we collect, use, and why

We collect or use the following information for corresponding with people who register to attend an Autism Friendly racing event in accordance with their explicit permission when they register via an online registration tool: Survey Monkey.

AIR collects

  • Names and contact details such as email address and telephone number

  • Records of consent to use their information for the purposes of helping them to attend a racecourse or other host for an event.

We collect or use the following information to

  • process registrations to attend an event

  • seek their feedback after the event

  • keep a record of registrations the purposes of analysis uptake. Any such analysis is anonymized before sharing or publishing.

  • keeping in touch with people who have registered by email should they send in questions or queries.

Lawful bases

Our lawful bases for collecting or using personal information and to process registrations are are:

  • Consent

We ask for explicit consent to use the data provided in the registration process for the purposes of processing the tickets to attend the event via the racecourse or other event host.

  • Legitimate interest:

We collect information about the person for the purposes of collecting information about who attends AF events and how they hear about AIR.

Where we get personal information from

  • Applicants to the events provide their information via the online registration process. In certain circumstances, the contact details that they provide may be personal information such as an email address or telephone number.

How long we keep information

Autism in Racing CiC retains the information provided for no longer than 7 years.

We will only retain personal data for as long as reasonably necessary to fulfil the purposes we collected if for, including the purposes of satisfying any legal, regulatory, accounting or reporting requirements.

To determine the appropriate retention period, we will consider the amount, nature and sensitivity of the personal data, the potential risk of harm from un-authorised use or disclosure, the purposes for which we process your personal data and whether we can achieve those purposes through other means.

We will take reasonable steps to destroy or anonymise personal information at the end of the retention period.

Who we share information with

Data processors: Racecourses and event hosts. These data processors make arrangements for tickets to be sent to registrants with other instructions about the venue and accessibility.

Under data protection law, you have rights including:

  • Your right of access - You have the right to ask us for copies of your personal data.

  • Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

  • Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.

  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

  • Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

  • Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated: 29 May 2025