Privacy Policy

Effective 23rd May 2018

‍This privacy policy sets out how Alpha Business Systems Limited (“Alpha Timing”) uses and protects any information that you give Alpha Timing when you use this website, Alpha Race Pro Online Entry System, Alpha Flow booking system, Alpha Timing System, Alpha Scanning System, Alpha Live Timing, Alpha Live Streaming or Alpha Results web applications (the "Services"). Alpha Timing is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Data We Collect

‍Alpha Timing may collect the following data on behalf of our clients:

  • Name
  • Address
  • Date of birth
  • Email address
  • National governing body licence number(s) (e.g. Motorsport UK licence number)
  • Telephone / mobile phone numbers
  • Parent / Guardian's name, address, telephone numbers and national governing body licence numbers
  • Emergency contact name, address and telephone numbers
  • Race entry information such as race number, team name, entrant name and details about your vehicle(s)
  • Social media identifiers (such as Facebook or Twitter handles)
  • Photos uploaded by users of our services

What Do We Use Your Data For?

We look after the above data on behalf of our clients so that they can manage their race entries, bookings, event administration, communications with their clients, timing of events, the publication of event results online, for reporting and for safe storage of the data in order that our clients can meet their contractual and legal obligations.

Legal basis for procesing (EEA individuals only)

If you are from the European Economic Area, our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

However, we will normally collect personal information from you only where we have your consent to do so, or where the processing is in our, or our customers’, legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect the personal information in question. If we ask you to provide personal information to comply with a legal requirement, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide Your personal information).

Similarly, if we collect and use your personal information in reliance on our or our customers’ legitimate interests and those interests are not already listed above (in the "What do we use your data for?" section), we will make clear to you at the relevant time what those legitimate interests are.

How Long Do We Keep Your Data?

We keep your data for as long as our clients instruct us to. We automatically delete data in accordance with the instructions provided by our clients. For example if one of our clients instructs us to delete data after 2 years after the date of your last entry or booking then our systems will perform that function automatically.

Special Processing for Race and Event Results

Our clients may use our timing system for the purposes of timing their events. Our timing system may use the following information provided by you via our online entry system on behalf of our clients: Name, Race Number, Class, Town, Club, Engine Name, Chassis Name. Our timing system software will generate information such as position, lap times, session results, overall event results and championship tables. All of this generated data plus any of the information that you have provided listed above is likely be published online in the public domain on behalf of our clients. This information (race and event results) will be published online for an indefinite amount of time due to the public and historical interest in the results.

Special Processing for Barcode Scanning

Our clients may use our barcode scanning system for the purposes of keeping track of tyre, chassis, engine and other equipment item usage at their events. Barcodes on the side of tyres, engines or chassis may be logged against your name, licence number, race number and class at venues / championships which use our barcoding software. This information may be shared with the Motorsport UK in order to provide aggregated information about tyre usage across the UK.

Sharing Your Information With Us and Others

As a user of the Services, you may be offered the chance to login to the Services with your Facebook account. You do not have to login with your Facebook account in order to use the Services. As a registered Facebook user, you are also subject to Facebook's privacy policy. Please check your Facebook account privacy settings for further information.

When you first login with Facebook to any of the Services you will be presented with a Facebook permissions page, which will advise you about the Facebook information you will be sharing with Alpha Timing and other Facebook users. You can then decide whether or not to share your Facebook information by the Services

By granting permission you will be agreeing to share your Facebook user details (including your name, profile picture, networks, user ID and any other information you choose to share according to your Facebook account settings) as well as the user details of your Facebook friends, and information about your interactions with the Services such as when you have registered for an event, for example.

If you decide not to share information with your Facebook friends about an event you have registered for you can make your reading private using the "remove from timeline" facility at the top of the article page.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How We Use Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to Other Websites

Our Services may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Your Data Protection Rights Under the General Data Protection Regulation (GDPR)

If you are a resident of the EEA, you have the following data protection rights:

  • If you wish to access, correct, update, or request deletion of your personal information, you can do so at any time by emailing support@alphatiming.co.uk under the Data Protection Act 1998. A small fee may be payable. If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible and we will correct any information found to be incorrect as soon a reasonably practicable.
  • In addition, you can object to the processing of your personal information, ask us to restrict the processing of your personal information, or request portability of your personal information. Again, you can exercise these rights by emailing support@alphatiming.co.uk.
  • You have the right to opt-out of marketing communications we send you at any time. You can exercise this right by clicking on the "unsubscribe" or "opt-out" link in the marketing emails we send you.
  • Similarly, if we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
  • You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

Changes To This Privacy Policy

This policy may be modified from time to time, so please review it frequently. Changes to this policy will be posted on our website. If we materially change the ways in which we use or share personal information previously collected from you with our customers, we will notify you by email or other communication