Introduction

Ascot Racecourse Ltd (“we”, “us”, “Ascot”) are committed to protecting your personal information and web-based data in accordance with applicable data protection laws, including the General Data Protection Regulation (the “GDPR”). This includes any information you tell us about yourself, as well as anything we learn by having you as a customer. The choices you make about the marketing you wish to receive from us and the personal information we collect help us to understand how best to keep you up-to-date with relevant and current products and services now and in the future.

Our aim is to use any data to help us provide you with the best possible experience, both in advance of and on an event day.  We want to make it easy for you to be aware of events you may not know about, and to invite you to attend fixtures you may not have been to before.

The Ascot Racecourse Ltd Privacy Policy (the “Policy”) explains what personal data we collect about you when you use our website and how we use that personal data. It also explains the rights you have in relation to that personal data.

For the purposes of the GDPR, the data controller is Ascot Racecourse Ltd, a private limited company registered in England and Wales under company number 04320977 with its registered and main trading office at Ascot Racecourse, Ascot, Berkshire, SL5 7JX, United Kingdom. This means that we are responsible for deciding how we hold, use and keep personal data secure. It also means we are responsible for responding to requests you make in relation to how your personal data is used.

How do we collect personal data

We will collect personal data from a number of sources. These include:

v Directly from you: when you set up an account with us, purchase services from us, complete forms we provide to you, make a report or notification about our services, contact us by phone, email, or communicate with us directly in some other way (such as social media).

v Our website: we also collect information about how you use our website.

v Third party data: we collect some names and address details from third parties. For example when running competitions in conjunction with trusted stakeholders such as sponsors, partners or licensees. A list can be viewed here https://www.ascot.com/partners-suppliers by clicking ‘Explore’. This information is used for communicating about forthcoming events.

Your Personal Details

Your privacy is important to us and as such we will not release your personal details to any organisation outside Ascot for their mailing or marketing purposes. We do however reserve the right to disclose this information in the circumstances set out below under ‘Who has access to your personal data’. We treat all of your personal information as confidential and as such it is held on a secure server.

What Personal Data Do We Collect?

Ascot collects both personal and anonymous data when you send us information or visit our website. In general, you may visit the website without telling us who you are, or revealing any personally identifiable information about yourself. However, when we do collect data it falls within the categories outlined below:

We collect the following types of personal data from you:

Contact details: This is personal data that can identify you as an individual. In particular these include, title, first name, surname, email address and telephone number, and in some cases date of birth. Please note this information is not collected unless it is provided voluntarily for registration or participation in any available online interactive activities, for example by entering a competition.

Purchase and payment details: When purchasing an item through ascot.co.uk we will keep a record of your name, address and email details as well as the first and last four digits of the payment card. This is to allow us to process refunds if necessary but does not allow us to take any further payment.

Information about other data subjects: Sometimes we may offer you the chance to invite a family member or friend to enjoy a particular service, event or experience. At this point we would only collect the essential personal information such as first name, surname and email address.

We collect the following type of anonymised data from you:

Device Event Information: This is anonymous data that will not identify you as a person, but with each of your visits to our website we automatically collect the following information: IP address of device(s) used, crashes, system activity, hardware settings, browser type, browser language, operating system, device type, the date and time of your request and referral, location in terms of country and telephone code. We also collect the web pages you have viewed, domain type, search terms and the URL you came from. The data is collected to measure the number of visits, average time spent on the website and pages viewed etc. This information is used to measure the use of ascot.co.uk and improve the content and online services.

How We Use Your Information

In the below description, we describe:

·      the purposes for which we collect your personal data;

·      the categories of personal data we process for that purpose;

·      the legal basis that allows us to process your personal data; and

how long we will keep your personal data for.

 

Provisions of the Service

v Purpose of processing: We use your information to communicate with you and to carry out actions you request on the Site, such as requesting transactions. This is also for internal business administration and operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.

v Categories of data processed: We use all of your personal information relevant for carrying out the actions you request as well as for internal business administration and operations.

v Legal basis of processing: Our legal basis for collecting this information from you is that it is in our legitimate interest to use your personal information to ensure we are providing you with a service that is the best and most relevant for you as well as to respond to any requests you make or feedback provided about the service that we deliver.

v Data storage period: We review data annually to ensure that it is still relevant and necessary. Data shall be kept for no longer than is necessary for the purposes for which it is being processed.

Understand the Website User Journey and Make Improvements

v Purpose of processing: By monitoring and analysing trends it allows us to better understand how users interact with our website, which in turn helps us improve your experience. For example by adding new features we think you will enjoy or making existing ones easier to use.

v Categories of data processed: Domain name, operating system, browser, IP address of device(s) used, crashes, system activity, hardware settings, browser type, browser language, operating system, device type, the date and time of your request and referral, location in terms of country and telephone code, the web pages you have viewed, domain type, search terms and the URL you came from.

v Legal basis of processing: Our legal basis for processing this information is that it is in our legitimate interest to improve your website experience.

v Data storage period: We review data annually to ensure that it is still relevant and necessary. Data shall be kept for no longer than is necessary for the purposes for which it is being processed.

To Fulfil Prizes

v Purpose of processing: When you have entered a competition, if you win a prize we will use the information you have provided us with to inform you of this.

v Categories of data processed: We use your contact and address details.

v Legal basis of processing: Our legal basis for processing this information is based on your consent to be contacted about a competition prize. You can remove your consent at any time via contacting us, the details of which are provided in the contact section, or via our website at https://www.ascot.com/contact-us.

v Data storage period: We review data annually to ensure that it is still relevant and necessary. Data shall be kept for no longer than is necessary for the purposes for which it is being processed.

To Respond to Specific Requests from Visitors

v Purpose of processing: Our service contains various user interfaces, which allow visitors to request more information about our products and services, contact information may be used to get back to you and obtain further details.

v Categories of data processed: We use all of your personal information relevant for carrying out the actions you request.

v Legal basis of processing: Our legal basis for collecting this information from you is that it is in our legitimate interest to use your personal information to ensure we are responding to your specific request in a way that is the best and most relevant for you.

v Data storage period: We review data annually to ensure that it is still relevant and necessary. Data shall be kept for no longer than is necessary for the purposes for which it is being processed.

Surveys

v Purpose of processing: Surveys may be sent to you requesting anonymous feedback regarding our products and services to better understand the needs and profiles of our visitors.

v Categories of data processed: We use your contact details, and specifically your email address.

v Legal basis of processing: Our legal basis for processing this information is based on your consent to receive communications from us by email and to participate in surveys. When you have opted in to receive communications from us by email, phone and post, and you volunteer to participate, we may collect personal information about you to administer the survey and analyse these results. We will let you know how we will use the information at the time we collect the information. If you have provided consent, you can remove your consent at any time via contacting us, the details of which are provided in the contact section, or via our website at https://www.ascot.com/contact-us.

v Data storage period: We review data annually to ensure that it is still relevant and necessary. Data shall be kept for no longer than is necessary for the purposes for which it is being processed.

Marketing and Profiling

v Purpose of processing: In general we promote and market products to you to provide you with information about other events or opportunities that are similar to those you have already purchased, special offers or other products or services we feel may be of interest to you. We profile your information to ensure that we promote the most suitable products to you. You can choose how we can get in touch with you at the time you provide us with the personal information as well as being able to change this by contacting us.

v If you do not wish to receive these solicitations from us using your personal identifiable information, please notify us.

You are able to change your preference regarding the use of your information at any time, either on the website, by logging in to your account https://tickets.ascot.co.uk/connect/WebPages/EntaWebLogon/LogonEmail.aspx or by calling the Ascot office on 0344 346 3000.

Both the website and the telephone ticket booking process require you to ‘opt-in’ to receive marketing information.

By opting-in you agree to be contacted for marketing purposes by email, telephone and post.

If you unsubscribe to marketing emails, you will continue to receive service (informative) emails.

v Categories of data processed: We use your contact details and your transaction history with us.  

v Legal basis of processing: Our legal basis for processing this information is based on your consent to be subject to profiling and receive marketing communications from us, or where Ascot has another lawful right to do so. You can remove your consent at any time via contacting us, the details of which are provided in the contact section, or via our website at https://www.ascot.com/contact-us.

v Data storage period: We review data annually to ensure that it is still relevant and necessary. Data shall be kept for no longer than is necessary for the purposes for which it is being processed.

Security

v Purpose of processing: We may process your data to protect the security or integrity of our website when necessary, detect and prevent fraudulent transactions and other illegal activities, fight spam, protect the rights and property of Ascot.

v Categories of data processed: We use all of your personal information relevant to protecting the security or integrity of our website.

v Legal basis of processing: Our legal basis for processing this information is that it is in our legitimate interest to protect the security or integrity of our website.

v Data storage period: We review data annually to ensure that it is still relevant and necessary. Data shall be kept for no longer than is necessary for the purposes for which it is being processed.

Ascot App

v Purposes of processing: If you use the Ascot App, we collect your data, which we use to learn about our visitors to improve our app.

v Categories of data processed: We will only process your device ID and your location (if you chose to accept this request).

v Legal basis of processing: Our legal basis for processing this information is that it is in our legitimate interest to improve our App.

v Data storage period: We review data annually to ensure that it is still relevant and necessary. Data shall be kept for no longer than is necessary for the purposes for which it is being processed.

Your consent

Where our use of your personal information requires your consent, you can provide consent:

v At the time we collect your information following the instructions provided; or

v By informing us using the contact details set out in this Policy.

You can choose how we can get in touch with you at the time you provide us with the personal information as well as being able to change this by contacting us. You may withdraw your consent at any time. You will not suffer any detriment for withdrawing your consent. If you withdraw your consent, this will not make processing which we undertook before you withdrew your consent unlawful.

Who has access to your personal data

We share personal information with the following:

·      Our staff: your personal data will be accessed by our staff but only where this is necessary for their job role.

·      Credit reference agencies: so that we can verify your identity, and to provide information missed or late payments or other activity which may affect your credit score.

·      Other service providers and advisors: such as companies that support our IT, help us analyse the data we hold, process payments, send communications to our customers, provide us with legal or financial advice and help us deliver our services to you.

·      In some instances, on behalf of sponsors, we will contact you with offers on their behalf but we do not share your data with any third parties for marketing purposes. For instance, we will share your [contact and purchase details] with Marketing and Data Consultancy and Two Circles, who support us in the aggregation, reporting and analysis of the data we receive to enable us to promote relevant marketing and product information to our customers.

·      The government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives, including the Information Commissioner’s Office.

·      Police and law enforcement: to assist with the investigation and prevention of crime.

We will never sell your personal information on to any third parties. Unless otherwise disclosed during the collection, personally identifiable information that we may have collected in connection with visitors to this site is retained by ascot.co.uk to help us communicate our products and services to you. 

Ascot.co.uk do not transfer or otherwise disclose this personally identifiable information outside this company, except where disclosure is required by law;

Cookies

A technology called "cookies" may be used to provide you with tailored information. A "cookie" is a tiny element of data that a website can send to your browser, which may then be stored on your hard drive so we can recognize you when you return. You may be able to set your browser to notify you when you receive a cookie. Our cookies collect the operating system and browser that a visitor is using. The cookie settings on this website are set to 'allow all cookies' to give you the very best experience. If you continue without changing these settings, you consent to this.

Other Websites

Ascot.co.uk may display advertisements from third parties and other content that links to third party websites. We cannot control or be held responsible for third parties’ content or privacy practices. Please read their privacy policies to find out how they collect and process your personal information. This Policy applies solely to personal information collected by us through our website.

Your rights

You have the following rights in relation to the personal information we hold about you:

Your right of access
If you ask us, we will confirm whether we are processing your personal information and, if so, provide you with a copy of that personal information.

Your right to rectification
If the personal information we hold about you is inaccurate or incomplete, you are entitled to have it rectified.

Your right to erasure
You can ask us to delete or remove your personal information where there is no good reason for us continuing to process it, you withdraw your consent, we are unlawfully holding your personal data or we should erase your personal data to comply with applicable EU law. If we have shared your personal information with our analysts, referenced in ‘Who has access to personal data’ above, we will let them know about the erasure where possible.

Your right to restrict processing
You can ask us to ‘block’ or suppress the processing of your personal information, for example, where you contest the accuracy of that personal information or object to us processing it. If we have shared your personal information with others, we will let them know about the restriction where possible.

Your right to data portability
You have the right to obtain personal information you have provided us with (in a structured, commonly used and machine readable format) and to reuse it elsewhere or ask us to transfer this to a third party of your choice.

Your right to object
You can ask us to stop processing your personal information, and we will do so, if we are:

v relying on our own or someone else’s legitimate interests to process your personal information except if we can demonstrate compelling legal grounds for the processing;

v processing your personal information for direct marketing; or

v processing your personal information for research unless such processing is necessary for the performance of a task carried out in the public interest.

Your rights in relation to automated decision-making and profiling
Automated-decision making is when a company uses software to make decisions based on information that has been programmed into software. With automated decision-making, there is usually no human involvement in the decision making process.

Profiling is where algorithms and software are used to analyse personal characteristics to identify trends in behaviour or choices.

You have the right not to be subject to a decision when it is based on automatic processing, including profiling, and it produces a legal effect or similarly significantly affects you unless such profiling is necessary for entering into, or the performance of, a contract between you and us. The purpose, categories, legal basis and retention period of such data is detailed in the Marketing and Profiling section above.

Your right to lodge a complaint with the supervisory authority
If you have a concern about any aspect of our privacy practices, including the way we have handled your personal information, you can report it to the UK Information Commissioner’s Office (ICO). You can find details about how to do this on the ICO website at https://ico.org.uk/concerns/.

Direct marketing

Depending on the marketing preferences that you indicated to us at the time we collect your personal data, we may contact you via postal letter, telephone or electronic means for the purposes indicated to you at the time.

If you have previously indicated to us that you are happy to receive marketing information for the purposes described above but change your mind, you can opt-out. If you do not wish to receive these solicitations from us using your personal identifiable information, please notify us.

You are able to change your preference regarding the use of your information at any time, either on the website, by logging in to your account https://tickets.ascot.co.uk/connect/WebPages/EntaWebLogon/LogonEmail.aspx or by calling the Ascot office on 0344 346 3000.

Both the website and the telephone ticket booking process require you to ‘opt-in’ to receive marketing information.

If you unsubscribe to marketing emails, you will continue to receive service (informative) emails.

How to Access Your Information and Your Rights

Please write to us at the following address to obtain a copy of the personal information Ascot Racecourse holds about you:

The Marketing Department

Ascot Racecourse

Ascot, Berkshire

SL5 7JX

You can also contact us using the details below:

Phone: 0344 346 3000

Email: [email protected]

We will require that you satisfactorily identify yourself to demonstrate your entitlement to view this information. Requests will be fulfilled within 30 days of receiving them. If you require additional copies, we may need to charge a reasonable fee. This period may be extended by two further months where necessary, taking into account the complexity and number of requests. We shall inform you of any such extension within one month of receipt of the request, together with the reasons for the delay. In the event that we decide to not take action on the request, we will inform you of the reasons for not taking action.

If you require additional copies, we may need to charge a reasonable fee.

Questions Regarding This Privacy Policy

If you have any comments or questions related to this Policy please email [email protected] and we will respond as promptly as we can.

Changes to This Privacy Policy

This Policy will be amended from time-to-time if we make any important changes in the way we collect, store and use personal data. We recommend that you check for updates to this Policy from time to time but we will notify you directly about changes to this Policy or the way we use your personal data when we are legally required to do so.