Revised Dec 2024
The Scottish Off Road Club Ltd (SORC Ltd) respects your privacy and we will only use
information given to us in the way we describe in this document.
When using your information we aim to be fair and transparent and to follow our obligations
under the UK data protection regulations.
Your data will be used for the administration of club membership, activities and
competitions.
SORC Ltd is the data controller for the purpose of GDPR and the Data Protection Act 2018.
Our club contact for privacy and data is Helen Gentleman and the contact details are
gdpr@sorc.org.uk.
Collecting your information
We collect your information when you fill in a membership application/ renewal form and
competition entry forms. You may give us your information using paper forms or online
forms. The information you give us may include your contact details (name, address, phone
number, email address) personal information and identifiers (DoB, membership number,
competition licence number) and other information (vehicle details).
When you give us information about another person, such as a child, parent, guardian or
emergency contact you should let that person know that you have given us the information.
If you are under 18 years old, we will also ask for information from your parent or guardian.
Using your information
We use your information when you first apply to become a member of the club and then to
administer and renew your club membership and provide you with member benefits. We will
also use your information when you enter club events. For competitions, we may use some of
your information in the results which will be in the public domain. Your information is used
in theses ways to fulfil our contract with you.
We may ask you for emergency contact and next of kin details which will only be used in an
emergency, which is use for a legitimate interest. You should let the contact and next of kin
know that you have given this information to us.
We might use your information to send you event information by email but only if you have
agreed that we can do this by giving us your clear consent – and you can change your mind at
any time just by contacting us.
We will not sell your information to another organisation.
To support your lifetime relationship with motorsport and SORC Ltd, we keep your
information indefinitely. Unless we are required to retain information by relevant legislation,
we will, at your request, delete your personal data from our system.
Sharing your information
We may share your information with Motorsport UK as required by its General Regulations for
governing motorsport, with other Motorsport UK Registered clubs, with medical personnel, or any
other person if we have to comply with a legal obligation.
We may also share your information with service providers, for example to print programs.
Our Website
When you use the club website we may collect information about you, in particular your IP
address, by using cookies. We use this information to improve your web experience. Cookies
also help us to recognise you when you return to the web site, and they may also help you to
login securely to our web based services, including online entry and payment.
The club website may contain links to other websites such as online entry and payment sites,
partners and advertisers. If you follow links to other websites please review the privacy
policy for each site because we are not responsible for information you share on those sites.
Security for your information
Your information is held securely by us. We have taken all reasonable steps and have in place
appropriate security measures to protect your information. Your information is not transferred
outside the European Economic Area
Your rights:
• You may ask us not to process your information for marketing purposes
• You are entitled to a copy of the information we hold about you and to ask us to
correct inaccuracies
• You may ask us to stop using your information and to delete it although we may
maintain a skeleton set of your information. If you ask us to do this, we will not be
able to continue our contact with you.
• You may make a complaint to the Information Commissioner (www.ico.org.uk)
This privacy document was last updated Dec 2024 and any changes will be posted on the
club website.
