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Privacy Policy

How we collect, store, and use your data.

How we use your data, and why we're allowed to

  • Checking you in and racing - your details, your waiver and who is racing, so we can check you in and put you in your race. This is the service you've asked for, so we don't ask for consent (GDPR Article 6(1)(b), a contract with you)
  • Your results email and your past races - we send you your results after your visit and show your past races on your account, because we think racers want to know how they did (our legitimate interest, GDPR Article 6(1)(f)). You can switch it off yourself at any time on your account page. If you race without checking in on our website, for example when our team adds you at the desk, we send your results to the email address on your racer record in ClubSpeed. To stop it, switch it off on your account page or email reception@kylemorekarting.ie
  • Offers by email or SMS - only if you've said yes (your consent, GDPR Article 6(1)(a)). You can withdraw it any time, on your account or with the unsubscribe link
  • Voucher purchases - to sell and redeem your voucher (a contract with you), and we keep the records for 6 years because tax law requires it (GDPR Article 6(1)(c))
  • Enquiries and the chat assistant - to answer what you've asked us (GDPR Article 6(1)(b), steps you've asked us to take)
  • If you'd rather not give your details online - you don't have to. You can check in and sign the waiver at reception instead

What we collect

  • Your account - your name, email address, mobile number and date of birth. You sign in with a code we email you, or with Google; if you use Google, we take only your name and email address from it
  • Your own children - if you add them to your account, their first name, surname and date of birth
  • Children you check in for the day, such as a party group - their first name, surname and date of birth, for that visit only. They aren't saved to your account
  • Your check-in - who is racing, the event code if you have one, and your waiver, signed by typing your name
  • Your race results - your lap times and positions, read from our timing system. Your first name and surname initial (a little more of your surname if two racers would otherwise look the same) appear in the results shown to the others in your race
  • Your photos - if you add photos to your account, the photos, the frame you chose and, if you add it, a card with one of your race results (not your name). Only you can see them, and we don't use them for anything else. We keep a fresh copy of each photo, which removes any location and other details your phone stored with it
  • Your offers choices - whether you've said yes to email offers and to SMS offers, when, and the exact wording you saw
  • Voucher purchases - recipient and sender name and email, and payment details (handled directly by our payment processor: we never see or store your card details)
  • Contact and enquiry form submissions - name, email and your message
  • Chatbot conversations - if you use the chat assistant

Who we share it with

  • ClubSpeed - our booking and timing system. It holds your racer record, your waiver and your results on our behalf
  • Dojo - processes voucher payments. We never see your full card details
  • Google - only if you choose to sign in with it
  • Anthropic - processes chatbot conversations to generate responses, under its own data-use terms
  • Tawk.to - powers live chat with our staff, when you choose to use it
  • Amazon Web Services (AWS) - hosts our website, stores your data securely and sends our emails, including sign-in codes and race results
  • We do not sell your data to anyone

Data sent outside the EU

  • Our website and its records are hosted by Amazon Web Services in Ireland
  • Anthropic - is in the United States. It protects the chat conversations it receives with the EU's standard contractual clauses
  • Tawk.to - is in the United States. It is certified under the EU-U.S. Data Privacy Framework

How long we keep it

  • Your account, including your own children - for the life of your account, deleted when you ask
  • Your racer record and waivers in ClubSpeed - kept while you race with us. If you ask us to delete them, we do so once the time to bring an injury claim has passed: 2 years after your last race for adults, and until a child's 20th birthday
  • Your photos - 12 months from when you add each one, then deleted automatically. You can delete any photo yourself at any time, and they're deleted with your account
  • Check-in records - 90 days after your race day, then deleted automatically. A check-in made without an event code waits up to 12 months for your race
  • Race results - kept with no end date, so your racing history stays on your account and on the page your results email links to. For each race we keep the track, the race name and start time, your ClubSpeed racer number, your position and your lap times. Your name is kept separately. To have it deleted, email reception@kylemorekarting.ie. Your results then show as "Racer"
  • Children checked in for the day - kept only with that day's check-in record, so deleted with it: 90 days after your race day, or up to 12 months for a check-in made without an event code
  • Backups of sign-in accounts - up to 6 months, then deleted automatically
  • Backups of our website's records - accounts, check-in records, vouchers, enquiries and chatbot transcripts, taken monthly and kept for 12 months, then deleted automatically. They're only used to recover the website after a disaster
  • Contact and enquiry form records - 90 days from submission, then deleted automatically
  • Voucher records - 6 years, in line with Irish tax record-keeping requirements (Section 886, Taxes Consolidation Act 1997)
  • Chatbot transcripts - 90 days from your last message, then deleted automatically

Children

  • We only take a child's details from a parent or guardian, or from an adult who has their permission, such as someone bringing a party group
  • We never email a child: their race results go to the adult who checked them in
  • When an adult checks a child in, we put the adult's mobile number on the child's racer record in ClubSpeed, so our staff can find the children that adult brought. It replaces any earlier adult's number, and stays until another adult checks the child in or the child's record is deleted

Emails we send

  • Results email - one email after your visit, with your results and a link to leave us a Google review. It doesn't depend on your offers choices. Switch it off any time on your account page, or email reception@kylemorekarting.ie
  • Offers - only if you've said yes. You can change your mind any time on your account or with the unsubscribe link in any offer

Your rights

You can ask to access, correct, or delete the personal data we hold about you at any time by contacting us via our contact form.

You can also object to us using your details for your results email, and ask us to restrict how we use them or send you a copy to take elsewhere.

If you're unhappy with how we handle your data, you can complain to the Data Protection Commission at dataprotection.ie.

Data protection contact

For any data protection query, contact us at info@kylemorekarting.ie.

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