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Sailracer Privacy Policy

  1. About this Policy

    1. This policy explains when and why we collect personal information, how we use it and how we keep it secure and your rights in relation to it.

    2. We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.

    3. We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website http://SailRacer.org.

    4. We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

  2. Who are we?

    1. ASTROM COMPUTING LIMITED, registered in England & Wales (registered number 02823461) of 28 Holly Hill Lane, Sarisbury Green, Southampton, Hampshire, SO31 7AD trading as “SailRacer” of www.sailracer.org (“SailRacer”)

    2. What we do - SailRacer provides online services for sailing events : online entry, event websites, GPS tracking, handicap systems and results processing. SailRacer also provides organisation, media support and promotion for events such as the SailJuice Winter Series.

  3. What information we collect and why.

Type of information


Legal basis of processing

Entrant’s name, address, telephone numbers, e-mail


Providing the host club with sufficient details of the entrants to compile an entry list and sufficient details of participants

Performing the Host Club’s contract with the entrant as outlined in the event NOR.

For the purposes of legitimate

interests in operating the event.

Emergency contact details

Allowing host club to contact next of kin in the event of emergency

Protecting the Entrant’s vital interests and those of their


Date of birth / age related information

Managing competitor categories which are age related eg youth prizes

Performing the Host Club’s contract with the entrant.


Managing competitor categories which are gender related

Performing the Host Club’s contract with the entrant.

The Entrant’s name, boat name, class type and sail number

Managing race entries, race results and GPS tracking.

For the purposes of our legitimate interests in supporting races for the benefit of entrants

Sharing race results with other clubs, class associations, and the RYA, and providing race results to local and national media.

For the purposes of our legitimate interests in promoting the events we support.

Photos and videos of

Putting on the event’s and SailRacer’s

As per the details outlined in the individual Notice of Races.

entrants and their

website and social


media pages and using

For the purposes of our legitimate interests in promoting the events we support.

in press releases.

The Member’s name and e-mail address

Communicating information about events and SailRacer newsletter .

The entrant may withdraw their consent at any time by contacting us by e-mail or letter to tell us that they no longer wish to receive newsletters.

Results supplied by clubs and classes

Forming a searchable database of past results

For the purposes of our legitimate interests in promoting sailing

  1. How we protect your personal data

    1. We will not transfer your personal data outside the EU without your consent.

    2. We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.

    3. Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

    4. For any payments which we take from you online we will use a recognised online secure payment system.

    5. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

  1. Who else has access to the information you provide us?

    1. We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraphs 5.2 and 5.3 below.

    2. We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the Club and for performing our contract with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub- processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.

  1. How long do we keep your information?

    1. We will hold your personal data relating to event entry on our systems for as long as you are actively entering events SailRacer is supporting up to a period of seven years as part of legitimate accounting obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims. Minimal data used in results and GPS tracking will be kept indefinitely unless requested to remove for legitimate and reasonable reasons.

    2. We securely destroy all financial information once we have used it and no longer need it.

  2. Your rights

    1. You have rights under the GDPR:

      1. to access your personal data

      2. to be provided with information about how your personal data is processed

      3. to have your personal data corrected

      4. to have your personal data erased in certain circumstances

      5. to object to or restrict how your personal data is processed

      1. to have your personal data transferred to yourself or to another business in certain circumstances.

    1. You have the right to take any complaints about how we process your personal data to the Information Commissioner:


0303 123 1113.

Information Commissioner's Office Wycliffe House

Data processing officer : Simon Lovesey, simon.lovesey@sailracer.co.uk


We use cookies to help improve the user experience when entering events. We also use cookies to how many people are visiting our website, and these are anonymous. Nearly all websites use cookies these days, but you can disable them in your browser's advanced settings if you do not wish to allow cookies. We use two other services which rely on cookies: Google Analytics (where data is anonymous), Disqus and Facebook Comments (which is optional).

Other third party processing partners include PayPal and GoCardless for secure online processing via their secure platforms and external to SailRacer. TackTracker provide the GPS tracking platform.


For the purposes of this Schedule:

“Data” means the personal information (as defined by the Data protection Act 1998) in relation to competitors collected and processed by SailRacer on behalf of the Customer

SailRacer will not make any use of the Data or allow any use of the Data except for the purpose of providing the Service or on the instructions of the Customer.

SailRacer adheres to the principles and lawful basis of processing data under the General Data Protection Regulation (GDPR). For the purpose of GPS tracking SailRacer will use the name of the competing sailor, boat name, sail number, class of boat and club as part of online displays depicting the racing, results, analytics and in media reports distributed to appropriate publications and regular social media platforms.

SailRacer will hold the Data in confidence and will not publish or otherwise disclose or allow the disclosure of any part of the Data, save (i) as permitted in paragraph 6 below to any third party without the Customer’s prior written consent; or (ii) to the extent that the Data is already in the public domain at the time of publication or disclosure by SailRacer otherwise than as a result of SailRacer being in breach of this Schedule 2.

SailRacer will restrict access to the Data to such employees of SailRacer as SailRacer deems necessary to have access for the purpose of the provision of the Services and SailRacer will impose upon all such persons obligations of confidentiality equivalent to those contained in this Schedule and SailRacer will be responsible for ensuring that all such persons comply with these obligations.

SailRacer will use all reasonable endeavours to safeguard the Data from unauthorised or unlawful processing or accidental loss, destruction or damage and acknowledges that it has implemented or will implement the following technical and organisational measures to prevent unauthorised or unlawful processing or accidental loss or destruction of the Data;

SailRacer shall ensure by written contract that any agent or subcontractor engaged by SailRacer to process Data to which this Agreement relates also: provides SailRacer with a plan of the technical and organisational means it has adopted to prevent unauthorised or unlawful processing of or accidental loss of or destruction of the Data and; confirms to the Customer the implementation of those means and; enters into a contract with SailRacer containing data security obligations which are no less onerous than those set out in this Schedule.

May 2018