Privacy Policy

Last updated: August 2026

Race Ready Travel Ltd is committed to protecting your personal data and respecting your

privacy. This Privacy Policy explains how we collect, use, store and share your personal

information when you interact with us — including when you register your interest, make a

booking or visit our website at racereadytravel.com.

We are the data controller for the personal information we hold about you. This policy is

compliant with the UK General Data Protection Regulation (UK GDPR) and the Data

Protection Act 2018. Please read this policy carefully. We keep it under regular review and

will update it when necessary — the most recent version will always be published on our

website.

1. About Us

Race Ready Travel Ltd is a company registered in England and Wales.

Email: racereadytravel@gmail.com

Website: www.racereadytravel.com

If you have any questions about this Privacy Policy or how we handle your data, please

2. What Data We Collect

The type of information we collect depends on how you interact with us. We may collect any

of the following:

• Full name

• Email address

• Contact telephone number

• Date of birth (where required by race organisers)

• Passport and travel document details (where required for race registration)

• Emergency contact details — name and telephone number

• Payment information (processed securely via third party payment providers)

• Medical conditions or dietary requirements where you choose to provide them

• Clothing size or other event-specific details where required by race organisers

• Any additional information you choose to provide when completing our interest or

booking forms

3. How We Collect Your Data

We collect your personal data when you:

• Complete our interest registration form via Typeform

• Make a booking or pay a deposit

• Contact us by email, phone or direct message

• Visit and interact with our website at racereadytravel.com

4. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Performance of a contract — to process and manage your booking and deliver the

services you have purchased

• Legitimate interests — to operate and improve our business, communicate with you

about your booking, and to protect against fraud

• Consent — to send you marketing communications where you have indicated you

are happy to receive them

• Legal obligation — where we are required to retain or process data by law, for

example for accounting and tax purposes

Where we collect sensitive personal data such as health or medical information, we will only

do so with your explicit consent and will limit its use to what is necessary.

5. How We Use Your Data

We use your personal data to:

• Process and manage your booking

• Register you for your race and communicate your details to the race organiser

• Book your accommodation and share relevant details with the hotel

• Arrange transfers and other elements of your package

• Send you trip information, updates and itinerary details

• Respond to your enquiries and provide customer support

• Send you marketing communications about upcoming trips and Race Ready Travel

news, where you have consented to receive these

• Comply with our legal and accounting obligations

6. Who We Share Your Data With

We may share your personal data with the following third parties where necessary to fulfil

your booking:

• Race organisers, for the purpose of race registration and bib allocation

• Hotels and accommodation providers, for the purpose of making your reservation

• Transfer and transport providers, where applicable

• Payment processing providers, for the purpose of taking secure payments

• Marketing and email platforms we use to communicate with you

• Law enforcement or regulatory authorities where we are legally required to do so

• Payments are processed securely via a third-party payment provider

• Interest and booking forms are processed securely via a third-party form provider

• If you choose to join one of our WhatsApp community groups, your name and phone

number will be visible to other members of that group. Joining is optional and at your

discretion.

We do not sell your personal data to any third party. We will never share your data for

marketing purposes without your explicit consent.

7. International Data Transfers

As we organise trips abroad, we will need to transfer some of your personal data to suppliers

in other countries — for example, hotels and race organisers in Spain. Where we transfer

your data internationally, we take steps to ensure it is adequately protected in accordance

with UK GDPR, including:

• Only sharing data with suppliers who agree to maintain appropriate data security

standards

• Using contractual protections where required to ensure your data receives the same

level of protection as under UK law

• Providing only the minimum data necessary for suppliers to fulfil their role in your

booking

8. Data Security

We take the security of your personal data seriously. We use appropriate technical and

organisational measures to protect your data against unauthorised access, loss or misuse.

This includes:

• Storing digital data on secure systems with appropriate access controls

• Using encrypted communication channels where possible

• Limiting access to your personal data to those who need it to fulfil your booking

• Ensuring third party suppliers maintain appropriate security standards

In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will

notify the Information Commissioner's Office (ICO) and any affected individuals as required

by law.

9. Sensitive Personal Data

In some circumstances we may collect sensitive personal data such as health or medical

information — for example if you inform us of a medical condition that may affect your

participation. We will only collect this information with your explicit consent and will use it

solely to ensure your safety and wellbeing during the trip. This information may be shared

with relevant medical personnel or suppliers where necessary.

10. Marketing Communications

We will only send you marketing communications if you have indicated you are happy to

receive them — for example by registering your interest via our form and consenting to be

contacted. You can opt out of marketing communications at any time by:

• Emailing us at racereadytravel@gmail.com

Please note that opting out of marketing does not affect communications related to your

booking, which we will continue to send as necessary.

11. How Long We Keep Your Data

• If you registered interest but did not make a booking, we will retain your data for up to

12 months unless you ask us to delete it sooner.

• If you made a booking, we will retain your data for up to 6 years for accounting and

legal purposes in line with HMRC requirements.

• If you unsubscribe from marketing, we will retain a record of your opt-out to ensure

we do not contact you again.

• After the relevant retention period, your data will be securely deleted.

12. Children

This website is not intended for children. We do not knowingly accept bookings from anyone

under the age of 18. It is the responsibility of the lead booker to obtain consent from all

members of their party to share their data with us.

13. Correcting Your Data

It is important that the information we hold about you is accurate, particularly for race

registration and hotel bookings. If you notice any inaccuracies in your booking details, please

and inform any relevant suppliers. Please note that amendment charges may apply to

booking changes — see our Terms and Conditions for details.

14. Your Rights

Under UK GDPR you have the following rights regarding your personal data:

• The right to access the personal data we hold about you

• The right to correct any inaccurate or incomplete data

• The right to request deletion of your data, subject to any legal obligations we have to

retain it

• The right to object to our processing your data on the basis of legitimate interests

• The right to restrict how we process your data in certain circumstances

• The right to receive your data in a portable format

• The right to withdraw consent to marketing communications at any time

• The right to lodge a complaint with the Information Commissioner's Office (ICO) at

ico.org.uk

To exercise any of these rights please contact us at rracereadytravel@gmail.com. We will

respond to your request within one month. We may need to verify your identity before

processing your request.

15. ICO Registration

Race Ready Travel Ltd is registered with the Information Commissioner's Office (ICO) as a

data controller. If you have concerns about how we handle your data that we are unable to

resolve, you can contact the ICO at ico.org.uk. We would however appreciate the

opportunity to address your concerns before you approach the ICO.

16. Cookies

Our website may use cookies to improve your browsing experience. Cookies are small files

stored on your device that help us understand how visitors use our site. You can control

cookie settings through your browser. We do not use cookies to collect personal data for

marketing purposes without your consent.

17. Third Party Links

Our website may contain links to third party websites including race organiser websites and

booking platforms. We are not responsible for the privacy practices of those websites and

encourage you to read their privacy policies when you visit them.

18. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or

legal requirements. Any changes will be posted on our website with an updated date. We

encourage you to review this policy periodically.

19. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please

Race Ready Travel Ltd

Email: racereadytravel@gmail.com

Website: www.racereadytravel.com