The Race Hut GDPR Policy

The Racehut has always believed in being open about what data we collect from our members and clients of Racehut and what we do with it. New EU legislation called the GDPR now sets out comprehensive requirements for all companies handling the personal data of EU citizens. This includes a number of things we must tell you of when we collect data from you. We have provided all the information you need as simply and clearly as possible through this Privacy Policy using a question-and-answer format.


What data do you hold about me?


We hold the following details for people (clients) who have made bookings with us or enquired about making a booking or have taken part in events with us:

  • Address and contact details.
  • Records of your interactions with Racehut e.g. previous bookings
  • Records of email exchanges
  • Details of financial transactions

What do you use my data for?

We use your data to provide any services you request from us and also pursue legitimate interests in promoting Racehut.

Specific activities include:

  • Providing a quotation should you make an enquiry to hold an event.
  • Organising any events should you make a booking.
  • Facilitating future bookings by being able to refer back to past bookings and enquiries.
  • Contacting you to tell you about new offer and updates.
  • Evaluate the success of business initiatives and design future offers.Who is responsible for my data?Any data collected about you on any of the Racehut web sites or in house booking will be kept under The Race Huts control.Postal: The Race Hut, Brush House, Pony Road, Oxford, OX4 2RD
    Email oxford@theracehut.comHow long will you keep my data for?We keep details of bookings for seven years for tax and accounting reasons.
    We will keep your contact details for 3 years after the date of your last enquiry in case you want to make another booking.We will keep your email address until you unsubscribe from the mailing list – you can do this at any time using the unsubscribe link at the bottom of every email we send you.Where will my data be stored?

    Your data will be stored on The Race Huts own internal systems in our office in Oxford.

    We also use cloud based services to store and process data about members. In these cases the providers are certified under the EU-US privacy shield framework (see https://www.privacyshield.gov/welcome ). In addition to this our contracts with these providers include clauses which guarantee that they provide the same safeguards for the data and rights to our members as if the data were stored in the EU. More information about the security measures put in place by these providers is linked to below.

    We may choose to use other service providers in future, if we do they will be bound by the same strict rules which guarantee that the same safeguards are in place, and your rights remain the same. If we change our service providers then we will update the details on this page so you can always return to this page to see where your data is being stored.

    Here is a list of the current cloud based service providers we share your data with:

Booking Hound
Booking Hound, is the online booking system we use to enable customers to book online. We also use the same system in house when customers place orders over the phone.

What Data: Name , Email, Telephone, transactions

Purpose: To have a record of future and past transactions and bookings

Data Location: UK

Mail Chimp

What data: Just name and email address

Purpose: Keeping in touch with clients via email

Data location: USA

More infohttps://mailchimp.com/about/security/


Trip Advisor

We use Trip advisor as a portal to gain feedback from customers who have visited the venue. Trip Advisor do not store our customers contact information.

What data: None Stored

Purpose: We use as portal to gain feedback

Data location: USA

Email from Trip advisor dated 18thJuly 2018


Hi, David.
This is regarding the question that you had about review express. TripAdvisor does not keep the customer’s data. We are only used as a portal to send the emails to the customers. Once that’s done, we remove the information from our database.

I hope I was able to assist you properly. Let me know if there’s anything else I can help you with.
Best regards, 
TripAdvisor Support Team

You will also be able to see this in our terms and conditions for ‘Review Express’ through this link:



Who will have access to my data?

Events organisers in the Racehut office.

Other events staff in Racehut office.

Will you pass my data to anyone else?

Absolutely not. Never have and never will!

What is GDPR?

GDPR stands for General Data Protection Regulation. This is a pan-european law which replaces previous national data protection legislation and gives all EU citizens common rights. The full text of the GDPR can be found here:


What rights does GDPR give me?

Full details of your rights are available in the text of the GDPR (see http://eur-lex.europa.eu/legal-content/EN/TXT/?uri=uriserv:OJ.L.2016.119.01.0001.01.ENG&toc=OJ:L:2016:119:TOC), but here is a quick summary of the main provisions which are relevant to the type of data we hold about you:

  • Access: You have the right to view the data we hold about you and to receive copies of this data in digital format.
  • Accuracy: If any of the data we hold about you is incorrect or incomplete then you can provide the correct or complete data and we must update the data we hold.
  • Erasure: You can request that we erase all the data we hold about you.
  • Restriction of processing: In some cases you can ask us to retain your data but not do anything with it.How do I exercise my GDPR rights?If you want to exercise any of your rights in relation to data Racehut  holds about you then please email or write to the Data Controller at the address given above (see “Who is responsible for my data?”)Please provide details in your email/letter of what actions you would like us to take. Depending on the nature of the request and whether or not your request comes from the email address we have on file for you, we may need to verify your identity so that we don’t give out information to the wrong person. In most cases it helps if you are able to provide a contact phone number so that we can validate your identify and discuss the request with you.What if I have a complaint?If you are concerned about how we manage your data, or how we have handled a request to exercise your rights, then please get in touch with us to discuss it. To do this please send an email detailing your concernto oxford@theracehut.comIf you are still not satisfied with the response you can take your concern to the Information Commissioner’s Office. For details of how to do this please refer to the ICO web site:https://ico.org.uk/