Privacy Notice

GSR Moto provides private motocross and off-road motorcycle coaching.

GSR Moto is responsible for deciding how and why personal information is collected and used.

If you have questions about how we use your information, or about your data protection rights, please contact:

• GSR Moto
• Email: info@gsrmx.co.uk
• Data Protection Lead: Claire Roper

Depending on the services you use, we may collect and process:

• Name, date of birth and age.
• Address, telephone number and email address.
• Parent/guardian details where the participant is under 18.
• Emergency contact details.
• Relevant medical information, including medical conditions, injuries, allergies, medication and additional needs.
• Information relating to bookings, attendance, participation, accidents or incidents.
• Photographs or video where the appropriate consent has been given.
• Payment and invoicing information where required.

GSR Moto seeks to collect only information that is relevant and necessary for the service being provided.

Personal information may be used to:

• Arrange and provide motocross coaching.
• Contact participants, parents/guardians and emergency contacts.
• Assess information relevant to safe participation.
• Manage health and safety.
• Respond to accidents or emergencies.
• Maintain appropriate coaching, attendance and incident records.
• Process bookings and payments.
• Communicate about sessions and changes to arrangements.
• Meet legal, insurance or other regulatory requirements.
• Manage and improve our services.
• Respond to enquiries and requests.

GSR Moto will not sell personal information or share it with third parties for their own marketing purposes without an appropriate lawful basis.

GSR Moto will only process personal data where there is a lawful basis for doing so. Depending on the circumstances, this may include:

• Consent – where you have specifically chosen to give consent, such as for promotional photography/video or marketing communications.
• Contract – where processing is necessary to provide the coaching service you have booked or to take steps at your request before providing the service.
• Legitimate interests – where processing is necessary for legitimate business purposes, such as administering and improving our services, provided those interests do not override the individual's rights and freedoms.
• Legal obligation – where GSR Moto is required to process information to comply with a legal requirement.
• Vital interests – where necessary in an emergency to protect an individual's life or wellbeing.

Where consent is relied upon, it will be voluntary, informed and capable of being withdrawn.

GSR Moto may need to process special category personal data, particularly health and medical information, where this is necessary to provide safe and appropriate coaching.

Examples may include:

• Allergies.
• Injuries.
• Relevant medical conditions.
• Medication or information required in an emergency.
• Other health information relevant to participation or safety.

Such information will only be collected and used where necessary and appropriate. Access will be restricted to people who need the information for safety, coaching or another legitimate purpose.

Health information will not be collected simply because it may be useful. The information requested will be proportionate to the risks and requirements of the service being provided.

Where health information is processed, GSR Moto will apply the additional safeguards required for special category data and the appropriate UK GDPR conditions.

GSR Moto provides coaching to children and young people and recognises the importance of protecting their personal information.

Information relating to young people will be collected, used and shared only where necessary for the delivery of coaching, health and safety, safeguarding, administration or other lawful purposes.

Where appropriate, parents or legal guardians will be involved in the provision and management of personal information. GSR Moto will also consider the age, understanding and circumstances of the young person when providing privacy information and managing their rights.

Information relating to children and young people will be handled with particular care and only accessed by people who have a legitimate need to access it.

Photographs or video may be taken during GSR Moto activities.

Photography or video used for promotional purposes, including social media and testimonials, will only be used where the participant or their parent/guardian has provided the relevant consent.

Photography/video consent is optional and is not a requirement for participating in GSR Moto coaching. Consent can be withdrawn at any time for future use.

Where you have opted in to receive marketing communications, GSR Moto may send occasional updates, information and offers by email.

Marketing consent is optional and is not required to participate in coaching. You can withdraw your consent at any time by contacting info@gsrmx.co.uk or using an unsubscribe option where provided.

GSR Moto takes appropriate technical and organisational measures to protect personal information from loss, misuse, unauthorised access or disclosure.

Personal information is stored:

• In a locked filing cabinet when held in physical paper records.
• Within a password-protected online filing system when held electronically.

Access to personal information is restricted to individuals who require it for their role. Personal information will be securely deleted, destroyed or shredded when no longer required.

Where GSR Moto uses external systems or service providers to process personal data, appropriate consideration will be given to their security and data protection arrangements.

GSR Moto will retain personal information only for as long as it is necessary for the purpose for which it was collected or where retention is required by legal, regulatory, insurance or other legitimate requirements.

Retention arrangements will take account of the nature and purpose of the records. This may include participant and attendance records, consent and contact information, health and medical information, accident and incident records, and financial or contractual records.

When information is no longer required, it will be securely deleted, destroyed or shredded.

GSR Moto may share personal information where this is lawful, necessary and proportionate.

Depending on the circumstances, information may be shared with:

• Parents or legal guardians, where appropriate.
• Emergency services where necessary for safety or welfare.
• Insurers or professional advisers where necessary.
• Service providers who assist GSR Moto in operating its business.
• Relevant authorities where GSR Moto is legally required to do so.

Before sharing information, GSR Moto will consider why the information needs to be shared, whether sharing is necessary and proportionate, whether there is a lawful basis, what information is necessary and who needs to receive it. Only the minimum appropriate information will be shared.

Individuals have rights in relation to their personal data, subject to applicable legal requirements and exemptions. These may include the right to:

• Request access to personal data.
• Request correction of inaccurate or incomplete information.
• Request deletion where applicable.
• Withdraw consent where consent is the lawful basis for processing.
• Object to certain processing.
• Request restriction of processing in appropriate circumstances.
• Request data portability where applicable.
• Complain to the Information Commissioner's Office (ICO) if they believe their data has been mishandled.

Requests can be made in writing to:

• Email: info@gsrmx.co.uk

GSR Moto will respond to requests within the timescales required by applicable data protection legislation.

A personal data breach may include the accidental or unlawful loss, destruction, alteration, disclosure of or access to personal information.

If a suspected data breach occurs, GSR Moto will take appropriate steps to contain the incident, assess the nature and extent of the breach, identify affected information and individuals, assess risk, record the incident and take any required notification or remedial action.

Where notification to the ICO is legally required, GSR Moto will make the notification without undue delay and, where applicable, within 72 hours of becoming aware of the breach.

The Data Protection Lead is responsible for overseeing compliance with this Privacy Notice and managing data protection requests and concerns.

• Data Protection Lead: Claire Roper
• Email: info@gsrmx.co.uk

GSR Moto will take particular care when handling information relating to children, young people and health.

If you have concerns about how GSR Moto has handled your personal information, please contact us first at info@gsrmx.co.uk.

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been handled unlawfully.

This Privacy Notice will be reviewed annually or sooner where required because of changes to legislation, regulatory guidance, GSR Moto's services or working practices, or significant changes to the way personal information is collected, stored or processed.

Next scheduled review: September 2027