BMMC Privacy Notice

British Motorsports Marshals’ Club (BMMC) Privacy Notice

BMMC respects your privacy and we will only use your information in the way we describe in this notice. This notice aims to give you information on how BMMC collects and processes your personal data. When using your information we aim to be fair and transparent, and follow our obligations under UK data protection laws. Your information is used for administering BMMC membership, activities, event volunteering and information communication in line with your expectations.

BMMC is the Data Controller for the purposes of General Data Protection Regulations and the Data Protection Act 2018. Our Registered Office address is Alpha House, 4 Greek Street, Stockport, SK3 8AB. This also extends to groups operating as part of the BMMC, including the British Rally Marshals Club (BRMC).

BMMC is not required to appoint a designated Data Protection Officer (DPO) under the General Data Protection Regulation. However, the National Secretary is responsible for privacy and data.

If you have any questions about this privacy notice, including any requests to exercise your legal rights as set out below, please contact the National Secretary.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues ( We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your membership. This can be done by writing to us, e-mailing any of the individuals referred to above or by logging into the membership section of our website and updating your own details.

The UK General Data Protection Regulations

The guiding principles of GDPR that BMMC follow are that personal data must be:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. Accurate and up to date.
  5. Kept as long as necessary for the purposes we have told you about.
  6. Kept securely.

Collecting your information

We collect your information at various times, including when:

  • Asking for further information about marshalling.
  • Signing up for a taster day.
  • Completing a membership application form or renewal form.
  • Completing a Direct Debit form.
  • Processing a Personal Record Card for grading purposes.
  • Providing details for a BMMC regalia order.
  • Applying for a BMMC role.
  • Updating your own details on our database.
  • Contacting us with any queries.
  • Using our website.
  • Taking part in any BMMC organised activity.
  • Contracting with us, for example to provide us with a service.

The information you give us may include your contact details (name, address, telephone number, email address), personal information and identifiers (date of birth, membership number, Motorsport UK licence number), and other information such as next of kin details (for emergency use if required in your vital interests).

When you use our website we collect technical data and usage data which may include internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access BMMC’s website together with usage data including information about how you use BMMC’s website.

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 have set out below a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Please note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact the National Secretary at if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

  1. Data about our members.

1.1 As part of membership of BMMC you will be required to complete a BMMC Membership Application form containing essential personal data and certain declarations. We hold this information to perform a contract with you. We may also capture payment information from you, for the purpose of your payment for membership. Payment card data is securely processed and transaction details are retained but not the card number. Bank details for direct debits will be kept on file as long as you remain in membership, and shared with our bank and Direct Debit processing agency. We hold this information to perform a contract with you. The application form is a contractual agreement between you and BMMC and is retained as a permanent record for your period of membership.

1.2 When a person joins the Club they also become a member by guarantee of British Motorsports Marshals’ Club Ltd, and Companies Act 2006 requires that we maintain a list of members’ names & addresses and retain these for a period of 10 years after they cease to be a member. We hold and process this information on the basis of legal obligation. In addition, there are communications which we are legally obliged to send to you, including notices of General Meetings, and we process this data in fulfilment of a contract with you.

1.3 We may collect photographs of our members, either because you offer photos for publication or use on social media, or because we have taken photographs of marshals at motorsport or other events. We do this because it is in our legitimate interest to promote and market the work of our Club. As a member of BMMC you agree to photos of this nature being used to market and promote the work of the club. If there is a legitimate reason for you to object to being photographed, e.g. the nature of your employment, then please register your objection at the time the photograph is taken as well as contacting your regional secretary afterwards. BMMC will then take all reasonable steps to act according to your wishes.

1.4 BMMC provides a service to members allowing them to register as a volunteer for any listed motorsports events. We do this in fulfilment of part of our contract with you as a member. When you express an interest in volunteering at a particular event as a Marshal, your contact data, and that of your next of kin contact, is transferred to the relevant event organisers, and/or their appointed officials who then become Data Controllers in their own right. This is so that those organisers and/or their appointed officials may contact you to make the necessary arrangements to marshal at events. By following the volunteering process, you agree to this data transfer.

1.5 We will send you newsletters and other communications to keep you up to date on key work of the Club. We will send you these as a membership benefit, and therefore we do this to fulfil our contract with you. You can choose to opt out from these communications. Communications related to 1.2 will still be sent to you, as required by law.

1.6 We will gather data from you in order to support your grading through Motorsport UK. We will share this data with Motorsport UK, as this is part of our service to you, and therefore fulfils part of our contract with you as a member.

1.7 Members can apply for reimbursement of certain expenses. Where this takes place, we hold data about your purchase and bank details in order to refund these items. Once the refund has been made, bank details are deleted at the end of each financial year, and records held for seven years. We do this in order to fulfil our contract with you as a member.

1.8 We provide members insurance as set out within our Club Rules on membership benefits. We will share relevant information, including your name and contact details, with our insurance brokers and insurers, and we do this in fulfilment of a contract with you.

  1. Data about next of kin contacts.

Where you provide us with your “next of kin” details, we hold this information because we believe it is in your interest for us to be able to assist, if requested, with contacting your “next of kin” in such circumstances.

  1. Data about customers purchasing goods from us.

When you purchase goods e.g. regalia, we hold data about this in order to fulfil our contract to provide these. The information we deal with may include (for example) contact details and details of the purchase and payment details. Once the purchase has been made, bank details are redacted, and records held for seven years. We do this in order to fulfil our contract with you as a member.

  1. Data about participants in BMMC organised events.

When we hold an event, we may collect data relevant to that event. Where you have paid to participate, we hold this to fulfil a contract with you. Where you have not paid, we hold this on the basis of legitimate interest. We will hold this data to facilitate the successful running of the event.

  1. Data about prospective members and members of the public interested in marshalling.

5.1 We collect data from people who are interested in joining the BMMC, in ‘taster days’ or similar events, or people who request information about becoming a marshal. The data includes those who complete our online form, who we meet in-person, or who get in touch for this purpose through any other method. We process your name and contact details so that we can send you information, and we do this because it is in our and your legitimate interests to share the information you have requested.

5.2 If you sign up for a taster day, we will share your name and contact details with the event organisers. By signing up, you are agreeing to us making this data transfer. We process this information on the basis of legitimate interest.

5.3 We will hold your data for up to twelve months, to send you information about marshalling opportunities and the work of the BMMC. You can opt out of this. We do this on the basis of legitimate interest, because it is in our interests to promote the work of the BMMC.

  1. National Coordinators and Regional Committee Members (Role Holders).

6.1 The BMMC is run by volunteers. If you apply to hold a role, we may hold additional details that you have shared with us such as your marshalling experience, and professional competence where applicable e.g. National Treasurer role. We will hold this because it is in our legitimate interest to ensure that role holders have the skills and experience required to help manage the activities of the Club.

6.2 If you apply for a role and are unsuccessful, the data you have provided will not be retained for longer than necessary for your application or election, except where biographical data has been made available to members.

  1. Data about suppliers.

7.1 We deal with information relating to suppliers for the Club (including employees at suppliers), for the purposes of administering contracts for supplies of products, goods and services to the Club. We do this because we have a contract with those suppliers. The information we deal with may include (for example) contact details, insurance details and financial details.

7.2 We also deal with information relating to suppliers and potential suppliers (and individual employees at suppliers) for the purpose of maintaining contact lists of people BMMC can call on to supply the Club. We do this because it is in our legitimate interests to maximise the availability of suppliers to the club. The information we deal for this purpose are names and contact details.

  1. Data about partners including motorsport clubs and venues.

8.1 We deal with information relating to our partners, including other motorsport clubs and venues. We do this because we have informal agreements for marshals to volunteer at events, including motorsport events, and it is in our mutual legitimate interests to hold data about individuals at these partner organisations. The information we deal with may include (for example) contact details and insurance details.

8.2 We deal with information relating to regulatory bodies and other stakeholders, because it is in our legitimate interest to further the objects of our Club. The information we deal with may include individual employees’ contact details.

  1. Data about stakeholders who contact us for any other reason.

If you contact us, we will hold your contact details and any details you have shared about yourself within that correspondence. We hold this because of legitimate interests, to deal with your enquiry.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, then please contact one of the club officers as listed above.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Sharing your information

We may share your information with Motorsport UK, as required by its General Regulations for governing motor sport and for grading, other Motorsport UK registered clubs, our insurance Companies / Underwriters or Brokers, as set out above – or any organisation if we have to comply with a legal obligation.

When you use the volunteering system we will pass your information to Chief Marshals or representatives of the organising clubs for those events you have selected for the provision of tickets and essential event information. The information we provide may include emergency contact and next of kin details that will be used only in the event of an emergency. You should let the contact and next of kin know that you have given this information to us.

Specifically, we will not share your information with any person or organisation for the purposes of marketing their services or products.

Our website

When you use the BMMC website we may collect information about you, in particular your IP (internet protocol) address, by using cookies. We use this information to improve your web experience. Cookies help us to recognise you when you return to the website, and they may also help you login securely to our web-based services. A copy of our Cookies Policy is available at If you do not wish to have cookies placed on your computer, you can disable cookies within your Internet browser. Turning them off, however, might mean that you will not be able to use the BMMC website to its fullest.

The BMMC website might contain links to other websites such as online volunteering and payment sites and our partners and sponsors. 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

We will take all reasonable steps, and have in place appropriate security measures, to protect your information.

The BMMC website ( has security measures in place to protect against loss, misuse and alteration of your personal information under the BMMC’s control. However, no data transmission over the Internet can be guaranteed to be 100% secure and, whilst the BMMC strives to protect your personal information, it cannot guarantee the security of any information you transmit, and you do so at your own risk. Once the BMMC receives the transmission, it will use its best efforts to ensure the security of the system.

Security access to BMMC systems is managed by the appointed BMMC IT Co-ordinator. All access, usernames and passwords are reviewed on a regular basis. Access is only provided to these systems to BMMC officers or third-party officers who have an appropriate interest in the data and where it offers an operational benefit to members of the BMMC.

Your rights

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data BMMC holds about you and to check that we are lawfully processing it.

Request correction of the personal data that BMMC holds about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though BMMC may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask BMMC to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask BMMC to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that BMMC may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where BMMC are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where BMMC are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that BMMC has compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask BMMC to suspend the processing of your personal data in the following scenarios: (a) if you want BMMC to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to BMMC’s use of your data but we need to verify whether we have overriding legitimate grounds to use it,

Request the transfer of your personal data to you or to a third party. BMMC will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where BMMC are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, BMMC may not be able to provide certain products or services to you. BMMC will advise you if this is the case at the time you withdraw your consent.

Future Changes

Any changes we may make to our privacy policy in the future will be posted on this page and you should check this page to make sure that you have seen the latest version.