RaceShare privacy notice - prize money withdrawal requests



Our contact details

Name: DLF Holdings Limited T/A RaceShare
Address: Lushington House, 119 High Street, Newmarket, CB8 9AE
Phone Number: 020 3649 4546
E-mail: info@raceshare.com

Data controller:

RaceShare

We are the Data Controller for your data. As the Controller we are responsible for implementing appropriate technical and organisational measures to ensure compliance with the data protection principles detailed below.

Anyone who works for the Company, whether or not they are employees, must read, understand and comply with this document when processing personal data. Any breach of the rules contained within this policy may result in disciplinary action.

Data minimisation

The data that we collect and process must be limited to what is strictly necessary and relevant for the intended purposes. When any data is no longer needed for these purposes, we will delete it.

Data Protection principles

We adhere to the principles relating to the processing of personal data, as set out in the GDPR. These require personal data to be:

  • Comply with data protection law and follow good practice;
  • Protect the rights of team members, customers and partners;
  • Are transparent about how we store and process individuals’ data;
  • Are protected from the risks of a data breach.
  • Processed lawfully, fairly and in a transparent manner;
  • Collected only for specified, explicit and legitimate purposes (“purpose limitation”);
  • Adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed (“data minimisation”);
  • Accurate, and where necessary, kept up to date (“accuracy”);
  • Not kept in a form which permits identification of data subjects for longer than is necessary (“storage limitation”);
  • Processed in a way which ensures its security, using appropriate technical and organisational measures to protect against unauthorised or unlawful processing, and against accidental loss, destruction or damage (“integrity and confidentiality”).


Data Processor:

James Ford Design Limited

As the Data Processor, James Ford Design:

  • Follow instructions from the Data Controller regarding the processing of personal data.
  • We were given the personal data by a customer or similar third party, or told what data to collect.
  • do not decide to collect personal data from individuals.
  • do not decide what personal data should be collected from individuals.
  • do not decide the lawful basis for the use of that data.
  • do not decide what purpose or purposes the data will be used for.
  • do not decide whether to disclose the data, or to whom.
  • do not decide how long to retain the data.
  • may make some decisions on how data is processed, but implement these decisions under a contract with someone else.
  • are not interested in the end result of the processing.


The type of personal information collected and processed

We will collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Bank account details - account number and sort code - only when a customer who is a registered owner, requests to withdraw prize money funds at the end of a syndicate.


How we get the personal information and why we have it

The personal information we process is provided to us directly by you for the following reasons:.

  • To process a bank payment of prize money owed to you at the end of a syndicate term, from our bank account to your bank account.

We use the information that you have given us in order to pay you the money owed from prize money won by your horse(s), which you have requested. We share the information you have provided with Weatherbys Bank in order to make the requested bank transfer of funds.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting us at info@raceshare.com
(b) We have a contractual obligation.
(c) We need it to perform a task you have requested.


How we store your personal information when processing prize money withdrawal requests:

  • Your information is securely stored and encrypted for a maximum of seven days by the Data Processor.
  • This information is processed securely by the Data Controller, on a regular basis
  • At the point that the data is exported, the data is permanently removed from the Data Processor’s system.
  • Within 60 minutes of being exported by the Data Controller:
    • The data is sent to Weatherbys Bank password protected, who immediately upload the data and make the relevant bank transfer.
    • The Data Controller will dispose of your data within the 60 minute window, as soon as the data has been sent to Weatherbys Bank, by permanently deleting it from our system.


Your data protection rights

Under data protection law, you have rights including:

  • Your right of access - You have the right to ask us for copies of your personal information.
  • Your right to rectification - You have the right to ask us to rectify personal information 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 information in certain circumstances.
  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.


Please contact us at the below details if you wish to make a request:

DLF Holdings Limited T/A RaceShare
Lushington House, 119 High Street, Newmarket, CB8 9AE
020 3649 4546
info@raceshare.com

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at:

DLF Holdings Limited T/A RaceShare
Lushington House, 119 High Street, Newmarket, CB8 9AE
020 3649 4546
info@raceshare.com

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk