1. Who we are
1.1. We are W Series Limited (“W Series”, “we” and/or “us”). We are a women-only motor racing championship registered in England and Wales, with company number 10692502. For the purposes of applicable data protection law, we are a data controller because we collect, process and store personal data about individuals.
1.2. W Series is committed to complying with data protection laws, ensuring the confidentiality, integrity and availability of your personal data, while respecting your privacy. The commitments described here uphold W Series’ values and principles of action, and comply with applicable UK and European legislation.
Contact us:
| Contact: | Data Protection Team |
| Email: | [email protected] |
| Telephone: | +44 20 3978 2810 |
| Address: | W Series Limited, Unit 11, The Office Village, North Road, Loughborough, Leicestershire, LE11 1QJ, United Kingdom |
2. What this privacy notice tells you
2.1. This Privacy Notice applies to individuals (“you”) that access and interact with the W Series website and other online platforms.
2.2. This Privacy Notice tells you about the types of personal data we may collect, how that data will be processed, the third parties with whom it may be shared and how long we will keep it. It also explains your rights with respect to that personal data. If you have any questions or concerns about the contents of this Privacy Notice, please contact us as set out above.
2.3. W Series Limited reserves the right to amend this Privacy Notice from time to time in accordance with new or improved data processing activities and/or applicable data protection legislation. Changes to this Notice shall be underlined. It is your responsibility to ensure you are familiar with the terms of this Notice.
3. Information collected
3.1. We collect your personal information when you access and interact with the W Series website and other W Series online platforms and when you sign up to receive W Series news, publications and offers.
3.2. We collect the following personal data in the following circumstances:
3.2.1. When you interact with our website and online platforms
- device identifiers including IP address;
- browser type and operating system;
- your journey through the W Series website, including which links (including adverts) you click on and any searches you make;
- your subscription status (if any);
- whether you wish to receive news and marketing from W Series.
3.2.2. When you sign up to receive emails from us including W Series news, press releases and offers
- full name and title;
- email address;
- country of residence;
- subscription preferences (if any).
We add open pixels to W Series emails which collect the recipient’s IP address, device ID, and timestamp and we use these data sets to see who is and is not opening our emails and clicking through links and to better understand website visits and device preferences.
Further information on our email policy can be found at www.wseries.com/privacy-policy-email-database/. If you wish to opt-out of email marketing or open pixel tracking, please email [email protected].
3.2.3. When you enter one of our prize giveaways
- your name;
- your social media account name or contact details; and
- any other information you provide to us directly as part of your entry
For more information on what information we collect for prize giveaway entries, please read the Terms and Conditions applicable to that prize giveaway.
3.2.4. When you communicate with us via social media (Instagram; Facebook, Twitter etc)
- information that you disclose to us when you communicate with us;
- your social media account name and other profile information that is displayed publicly on your account, including your display picture and any “bio” information.
4. Where we store your personal information
4.1. Generally, your personal data is stored on our cloud services, Sharepoint and One Drive, which are hosted by Microsoft 365. We may also store limited personal data in hardcopy form at our head office in London.
4.2. W Series implements reasonable technical and organisational measures to maintain the security of your personal data, to protect against alteration and loss and to safeguard confidentiality, integrity and availability. This includes by implementing multi-factor authentication processes and internal permission levels for access to the cloud services. If you would like any more information about these measures, please contact us.
5. Who we share your personal information with
5.1. Social Media: We use a third-party provider, currently Falcon.io (owned by Cision), to manage our social-media interactions. If you send us a private or direct message via social media, it will be stored by Falcon.io who acts as our data processor and only on our instruction.
5.2. Email management: We currently use MailChimp for email database management, email marketing and data analysis services. Your email and marketing subscription preferences are stored by us on MailChimp.
5.3. Tracking and analytics: We use a third-party processor to track and analyse user interaction with the W Series website and our email distribution list. We do this to better target our audience with relevant information from W Series but also to help us identify potential sponsors and partnerships based on engagement from our fans and stakeholders. Please see the section on “Cookies” below for more information.
5.4. We may also share your personal data with third parties if required to do so by law, for example (without limitation) with an investigatory authority pursuant to legal proceedings.
5.5. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or acquired in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those staff and service suppliers who have a business need to know. They shall only process your personal data on our instructions for specified purposes and they are all subject to a duty of confidentiality. We do not allow our third-party service providers to use your personal data for their own purposes.
5.6. If we are required to share your personal data with third parties outside the UK and the European Economic Area, we will make sure appropriate safeguards are in place to ensure compliance with applicable data protection laws. That may be by relying on standard contractual clauses or an applicable adequacy decision.
6. Data retention
6.1. We will only retain your personal data for as long as is necessary for the purposes it was collected in accordance with this Privacy Notice, and in any event, no longer than 2 years after you stop engaging with us (engagement means opening or clinking on a website link or an email).
6.2. If you have subscribed to our newsletters or marketing materials, we will ask you to refresh your consent every 2 years. If you do not consent you shall be removed from our mailing list and shall be permanently deleted from our records. You may also unsubscribe from our communications at any time using the “unsubscribe” function. If you unsubscribe, an encrypted version of your email address will be stored on our database to ensure we can honour your request to be removed.
7. Cookies
We use a third party processor (Halfspace Ltd) and their sub processor (Lotame Solutions Inc) to enable cookies and other identifiers to track online behavioural, demographic and technographic data from W Series users. These processors do not collect data like your name or email address that would allow them to directly identify you, meaning that this data is not considered personal data under applicable data protection law. But in any event, the collection of such data is subject to your express consent / opt-in.
We may also use and disclose your information in aggregate for marketing purposes such as remarketing and for strategic development purposes and identifying potential sponsors and commercial partnerships. In this instance a cookie may be placed on your machine so that adverts may be served and tailored to you when you are on other websites, based on the content you have browsed on our websites (or if you have engaged with previous adverts presented to you). This cookie will not in any way identify you individually. More information can be found on our Cookie Policy page. If we do combine data collected through such cookies with personal data that can directly or indirectly identify a person, we treat the combined data as personal data and it will be processed in accordance with this privacy notice.
8. Targeted Audiences
Through the use of cookies, tracking and analytics we match data collected by our processors with data already held by us to create audience and user profiles that inform our design and delivery of customised advertising campaigns and other relevant content for our fans and stakeholders. These cookies will only track your data if you expressly consent to the use of such cookies on the W Series website. You may also opt-out of targeted advertising at any time.
Please note that choosing not to opt-in, or opting-out of targeted advertising does not mean that you will no longer receive online advertising. It does mean that we will no longer deliver interest-based ads to you on a particular browser or device. Note that if you use a different device or a different browser, or if you delete browser cookies, you may need to repeat the opt-out process for that particular device or browser.
9. Other websites
Our website may contain links to other websites which are outside our control and are not covered by this privacy notice. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy. You should familiarise yourself with those privacy policies separately.
10. Your rights
10.1. You have a number of rights in respect of your personal data. These include: the right to be informed, the right of access, the right of rectification, the right to erasure, the right to restrict processing, the right to data portability, and the right to object.
10.2. Further information and advice about your rights can be obtained from the data protection regulator in your country.
10.3. You can exercise these rights, subject to certain conditions and exceptions, by contacting us in writing via our contact details at section 1 above. We will endeavour to respond within one month from receipt of your request but, if the request is going to take longer to deal with, we will let you know.
10.4. Where your request is excessive or baseless, we may be within our rights to reject your request or charge a reasonable fee to cover our costs in actioning your request. W Series may refuse, restrict or defer the provision of information when it has the right to do so under current data protection legislation.
10.5. If you would like to make a complaint about WSL’s handling of your personal data, you can contact the Information Commissioner’s Office (UK supervisory authority) by visiting the ICO website here.