Ascot Colts & Fillies Website Privacy Policy

We are Ascot Racecourse Ltd and we are committed to protecting your personal information and web-based data in accordance with data protection laws, including the General Data Protection Regulation (GDPR for short).
Our aim is to use any data to help us provide you with the best possible experience, both in advance of and on an event day. We want to make it easy for you to be aware of events you may not know about, and to invite you to attend fixtures you may not have been to before.
This is our Privacy Policy which explains how we obtain, use and keep your personal data safe in relation to the Colts & Fillies website. It also explains the rights you have in relation to that personal data.
For the purposes of the GDPR, the data controller is Ascot Racecourse Ltd, a private limited company registered in England and Wales under company number 04320977. You will find our contact details at the end of this policy.
If you do not understand something in this Privacy Policy, please show it to one of your parents or another adult, who will be able to help you understand.

How do we collect personal data?
Directly from you: when you fill out the online application or the membership form.

What personal data do we collect?
Contact details: This is personal data that can identify you. This includes: title, first name, surname, date of birth, age, address, telephone number and parent/guardian’s email address. Please note this information is not collected unless it is provided voluntarily for registration via the online application or membership form.

How do we use your information?
Communication: We use your contact information to identify you and to communicate with you via email regarding updates, events, trips and competitions. We use your address to send you your membership pack and any postal newsletters. We use your age and date of birth so we know when you become beyond the required age for membership of the club. We will sometimes display your first name and age on our website for a competition winner (e.g. James, Age 10). Make Improvements: By monitoring and analysing trends it allows us to better understand how you use our website, which helps us improve your experience. For example, by adding new features we think you will enjoy or making existing ones easier to use.

Who has access to your personal data?
Our staff: your personal data will be accessed by our staff but only where this is necessary for their job role. Other service providers and advisors: such as companies that support our IT, store our data, help us analyse the data we hold, send communications to our customers and help us deliver our services to you.
The government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives, including the Information Commissioner’s Office.
Police and law enforcement: to assist with the investigation and prevention of crime.
We will never sell your personal information to any third parties. Unless otherwise disclosed, your information that we may have collected in connection with visits to this site is kept by us to help us communicate our products and services to you.
We do not transfer or otherwise disclose this personally identifiable information outside this company, except where disclosure is legally required.
We will delete your personal data once you turn 18 and come out of the required age for membership.

Cookies
We do not use any cookies on this website.

Other websites
We sometimes have links to our main website, www.ascot.co.uk. This website has a slightly different Privacy Policy so please read the main website’s Privacy Policy to find out how data is collected and processed there.
We may have content with links to third party websites. We cannot control or be held responsible for third parties’ content or privacy practices. Please read their privacy policies to find out how they collect and process your personal information. This policy applies only to personal information collected by us through our website.

Your rights
Right of access: if you ask us, we will confirm whether we are processing your personal information and, if so, provide you with a copy of that personal information.
Right to rectification: if the personal information we hold about you is inaccurate or incomplete, you are entitled to have it rectified.
Right to erasure: you can ask us to delete or remove your personal information where there is no good reason for us continuing to process it, you withdraw your consent, we are unlawfully holding your personal data or we should erase your personal data to comply with applicable EU law. If we have shared your personal information with our analysts, referenced in ‘Who has access to personal data’ above, we will let them know about the erasure where possible.
Right to restrict processing: you can ask us to ‘block’ or suppress the processing of your personal information, for example, where you contest the accuracy of that personal information or object to us processing it. If we have shared your personal information with others, we will let them know about the restriction where possible. Right to data portability: you have the right to obtain personal information you have provided us with (in a structured, commonly used and machine readable format) and to reuse it elsewhere or ask us to transfer this to a third party of your choice.
Right to object: you can ask us to stop processing your personal information, and we will do so, if we are:
- relying on our own or someone else’s legitimate interests to process your personal information except if we can demonstrate compelling legal grounds for the processing;
- processing your personal information for direct marketing; or
- processing your personal information for research unless such processing is necessary for the performance of a task carried out in the public interest.
Rights in relation to automated decision-making and profiling: Automated-decision making is when a company uses software to make decisions based on information that has been programmed into software. With automated decision-making, there is usually no human involvement in the decision making process.
Profiling is where algorithms and software are used to analyse personal characteristics to identify trends in behaviour or choices.
You have the right not to be subject to a decision when it is based on automatic processing, including profiling, and it produces a legal effect or similarly significantly affects you unless such profiling is necessary for entering into, or the performance of, a contract between you and us. The purpose, categories, legal basis and retention period of such data is detailed in the Marketing and Profiling section above.
Right to lodge a complaint with the supervisory authority: If you have a concern about any aspect of our privacy practices, including the way we have handled your personal information, you can report it to the UK Information Commissioner’s Office (ICO). You can find details about how to do this on the ICO website at https://ico.org.uk/concerns/.

How to access your information and your rights
Please write to us at the following address to obtain a copy of the personal information Ascot Racecourse holds about you:
The Marketing Department
Ascot Racecourse
Ascot, Berkshire
SL5 7JX
You can also contact us using the details below:
Phone: 0344 346 3000
Email: [email protected]
We will require that you satisfactorily identify yourself to demonstrate your entitlement to view this information. Requests will be fulfilled within 30 days of receiving them. If you require additional copies, we may need to charge a reasonable fee. This period may be extended by two further months where necessary, taking into account the complexity and number of requests. We shall inform you of any such extension within one month of receipt of the request, together with the reasons for the delay. In the event that we decide to not take action on the request, we will inform you of the reasons for not taking action. If you require additional copies, we may need to charge a reasonable fee.

Questions regarding this Privacy Policy
If you have any comments or questions related to this Policy please email [email protected] and we will respond as promptly as we can.

Changes to this Privacy Policy
This Policy will be amended from time-to-time if we make any important changes in the way we collect, store and use personal data. We recommend that you check for updates to this Policy from time to time but we will notify you directly about changes to this Policy or the way we use your personal data when we are legally required to do so.