Horsforth and District Motor Club Ltd (HDMC)

GDPR Data Protection & Privacy Policy

The HDMC is a non-profit company limited by guarantee

Its function is to promote Sporting Motorcycle trials in Horsforth and the surrounding areas

It is affiliated to and abides by the rules of the Auto Cycle Union (ACU) the governing body of
motorcycle sport in England

Personal Data is held by HDMC only for the purpose of promoting motorcycle trials for its
members and eligible riders, assistants and officials and conforming to the relevant legislative,
insurance and other requirements specified by the ACU

Personal Data held is limited to that which is provided by the Data Subject on:-

Paper Forms ie Club Membership, Parental Permission, Trial Entry, ACU day Licence.
(See HDMC website ‘Forms’)

Electronic Transfer of Forms above provided by email or via data provided to the ACU who in turn pass on such information to HDMC for the purpose of Club Membership, ACU Affiliation and ensuring compliance with ACU requirements.

Any additional information acquired by HDMC in the course of its business, including member or supplier payments, will be used only for the purpose intended and will not be held.

In the process of holding events, results data will be generated which will be published in the
public domain. A statement to this effect appears on Entry Forms 

Data Storage

Paper Forms are used for a single purpose after which they are stored.  They are held for not more than 3 years as prescribed by the ACU. In the event of an Incident at an event this becomes 4 years. In the case of an Incident involving a minor which may require being held for more than 4 years the data will be passed to the ACU for holding.

Data held electronically conforms to the same timescales

Data Security

Paper Forms are held in a single secure location.

Electronic Data is held on a single PC with separate back up storage and is both encrypted and password protected.

All Data is administered by the Data Controller (See HDMC website ‘Contacts’)

Data Removal

After the prescribed period paper forms are securely shredded and electronic data is deleted from the PC files and back up by the Data Controller

Data Accessibility and Sharing

HDMC officers (see HDMC website ‘Contacts’) in the course of administering events, ACU
Affiliation, HDMC Membership or similar official duties may have access to personal data. These officers may therefore act as Data Processors and are aware of and are obliged to adhere to the HDMC Data and Privacy Policy

Data may also be shared under the following limited circumstances of training and competition entry;-

Share data with club coaches or officials to administer training sessions

Share data with other ACU clubs to enter events

Share data with facility providers to manage access to events

Share data with ACU for Championship events

Share data with other organisations for funding and reporting purposes e.g. Anonymised data shared with a funding partner as condition of grant funding eg local authority or anonymised data analysed to monitor motor club trends

HDMC do not share personal data for marketing

Subject Access Requests  ie requests for copies of personal data from individual club members. These should be submitted in writing to the Data Controller (see HDMC website ‘Contacts’) who will respond within one calendar month.