Whatcombe Racing Privacy Statement
Whatcombe Racing endeavours to treat personal and confidential organisation
information with equal care and respect. To reflect this we are committed to
upholding the statements below.
What do we use information for?
We use the information that we collect for a number of purposes:
 To better understand the needs of our clients and how we can improve our
products and services.
 To provide information which may be of interest to you about services offered
by Whatcombe Racing.
 To answer requests that clients or potential clients may have
 To respond to those that might be interested in working for Whatcombe
We collect only the personal information required to provide services to our clients
and potential clients. This includes:
 Name
 Email
 Phone
Other information is collected by us but this is either anonymised (as in the case of IP
addresses) or is business information (such as Company, or Job Role).
Where we collect personal information, we do so on the basis that the individual has
specifically consented or on the basis that an individual has or is entering into a
contract with Whatcombe Racing or one of our BHA Registered Horseracing
If we do seek to collect personal information through our website, we will be up clear
and open about this. We will make it evident when we are collecting personal
information and will explain what we intend to do with it.
When you provide personal information, we will enter and store it in our database
and use it to contact you to continue to discuss business, services and products which
may be of mutual benefit.
Your rights
Your personal information is owned by you. If you have any questions or issues with
the way in which we are using your data you have the following rights:
 You can ask to see what data we hold on you (right of access)
 You can ask for information to be corrected
 You can ask to receive a copy of the data we hold on you (the right to
 You can ask us to delete any information we have about you (the right to be
 You can object to the way in which we use your information
 You can complain to the supervisory authority, the Information
Commissioner; the Information Commissioner’s contact details are shown
here https://ico.org.uk/
If you wish to enact any of these rights then you can do so by
emailing admin@paulcole.co.uk or by writing to the Data Controller, Whatcombe
House, Whatcombe, Wantage, OX12 9NW.

Retention and data storage
When we store data, reasonable measures are taken to protect personal information
from access by unauthorised persons. This information will be stored, archived and
backed up as part of internal systems which are hosted by Stable IT Systems Limited.
When we do store information, we keep it for the following periods:
1. Information gathered on our website for the purposes of promoting and
delivering our services is retained for 12 months from the date of consent
being provided.
2. Correspondence not relating to a contract will be retained for 1 year following
its creation.
3. Records and documents relating to contracts and insurance policies will be
retained for 7 years after the end of the contract or policy.
4. Information and documents relating to unsuccessful job applicants will be
retained for 6 months from date of notification to the candidate.
5. Other Information will be kept for periods as defined in our retention policies
which can be provided on request.
Where else does data go?
As a principle we do not share any of the personal information that we hold. However
in the course of running our business some data does get transferred outside of our
1. Aggregate information on the usage of our website may be passed to third
parties but this will not include data that can be used to identify a natural
2. Where we do collect personal information this will be stored on the systems
of our software providers Stable IT Systems Limited. We have checked and
will continue to check that these providers implement appropriate security
measures to protect this data.
If you need more information, here's who can help:
 Data Controller: Chantelle Still
 Data Protection Officer: Chantelle Still