Privacy Notice

Last updated: 29 August 2026

The SailJuice Winter Series respects your privacy and is committed to protecting your personal information.

This notice explains what information we collect, why we use it, where it comes from, who we may share it with and the rights you have under UK data protection law.

1. Who we are

The SailJuice Winter Series is a UK dinghy racing series. The website at sailracer.info is operated with SailRacer to provide event information, results, rankings, photography, GPS tracking, news and communications relating to the Series.

For the purposes of UK data protection law, the data controller is:

[Insert legal name or organisation responsible for SailJuice]
Email: [insert privacy contact email]
Postal address: [insert postal address]

2. Information we may collect

Depending on how you participate in the Series or use this website, we may process:

• Your name, email address, telephone number and postal address;
• Sailing club, class association and other affiliations;
• Sail number, boat class, boat name and crew details;
• Age, date of birth or age category where required for event entry, eligibility or prize categories;
• Gender or competition category where supplied for results and prize purposes;
• Event entries, race results, rankings, prizes and participation history;
• Photographs, videos, interviews and event reports;
• GPS tracking information, including boat position, speed, course and race history;
• Messages, enquiries, survey answers and feedback you send to us;
• Email subscription, delivery, opening and link-click information;
• Website usage information, including IP address, browser, device, pages visited and cookie identifiers;
• Payment or transaction information where you purchase or enter something through us. Payment-card details are normally handled directly by the relevant payment provider and are not stored by us; and
• Any other information you voluntarily provide.

We do not intentionally collect health or other special-category information through the public website unless it is necessary for a specific event, safety or accessibility purpose. Where this is required, you will be given further information when the data is collected.

3. Where information comes from

We may receive information:

• Directly from you;
• From a parent, guardian, helm, crew member or person entering on your behalf;
• From participating clubs, event organisers, class associations and race officials;
• From entry, scoring, results and GPS tracking systems;
• From publicly available sailing results and event records;
• From photographers, videographers and media contributors;
• Through your use of this website, including cookies and analytics services; and
• From our service providers where necessary to operate the Series and website.

If you provide information about another person, such as a crew member, you should make sure they know that their information will be used as described in this notice.

4. How and why we use your information

We may use personal information to:

• Administer events and Series participation;
• Publish race results, overall rankings, participation records and historical archives;
• Calculate awards, prizes and eligibility categories;
• Identify sailors, boats and classes across different events and seasons;
• Provide personalised results, performance summaries, photographs and event information;
• Operate GPS race tracking, replay and performance-analysis services;
• Publish event photography, video, news reports and promotional coverage;
• Respond to questions, requests and corrections;
• Send important information about events in which you have entered or participated;
• Send newsletters and promotional communications where permitted;
• Measure email delivery, opening and link engagement;
• Understand how the website is used and improve its content and performance;
• Protect the website, participants and our systems from misuse or security threats;
• Maintain appropriate financial and administrative records; and
• Meet our legal, regulatory, insurance and safeguarding obligations.

5. Our lawful bases

We process personal information only where we have a lawful basis to do so. Depending on the circumstances, we rely on:

Contract: where processing is necessary to administer an event, entry, purchase or service you have requested.

Legitimate interests: where processing is reasonably necessary to organise, record, report and promote the SailJuice Winter Series, maintain an accurate sporting archive, communicate relevant event information, improve our services and protect our systems. We consider the likely effect on participants before relying on this basis.

Our legitimate interests include:

• Operating and promoting amateur sailing events;
• Publishing accurate sporting results and rankings;
• Maintaining the historical record of the Series;
• Providing participants and the sailing community with relevant coverage and information;
• Analysing participation and performance;
• Protecting the security and integrity of our services; and
• Supporting sponsors whose contribution helps make the Series possible.

Consent: where you have actively agreed to receive optional marketing communications, accept non-essential cookies or take part in another optional activity that requires consent. You may withdraw consent at any time.

Legal obligation: where we must process or retain information to comply with the law.

Vital interests: in exceptional circumstances where information is needed to protect someone’s life or safety.

6. Results and historical records

Sailing is a public competitive sport. Competitor names, boat classes, sail numbers, clubs, race scores, rankings, prizes and participation records may therefore be published on this website and shared with participating clubs, governing bodies, the media and results services.

We normally rely on legitimate interests when publishing and retaining this information. Results may remain available as part of the permanent historical record of the SailJuice Winter Series.

You may ask us to correct inaccurate information or object to its publication. We will consider requests individually, taking account of your privacy, the integrity of the sporting record and the interests of other competitors.

7. Photography and video

Photography and filming may take place at SailJuice events. Images and recordings may be used for:

• Event reporting and news;
• Results and competitor profiles;
• The SailJuice and SailRacer websites;
• Social-media channels;
• Printed and digital promotional material;
• Sponsor reports and Series promotion; and
• The historical archive.

We generally rely on legitimate interests for ordinary event and crowd photography. Where an individual is the principal subject of planned promotional content, we may seek specific consent where appropriate.

If you have a particular concern about an image of you or a child for whom you are responsible, please contact us. We will assess reasonable removal or restricted-use requests, although removal may not always be possible where material has already been printed, legitimately published or shared by third parties.

8. GPS tracking

Some events may use GPS trackers to provide live race coverage and post-race replay.

Tracking data may include a boat’s location, speed, direction, elapsed time and course history. It may be linked with the boat, sail number, helm, crew and race results and may be displayed publicly during or after an event.

Tracking information may be retained as part of the race record and used for event administration, safety, performance analysis, reporting and promotion. Event-specific information will be provided where tracking is mandatory or where additional consent is required.

GPS tracking is intended to show the position of a competing boat, not to monitor competitors away from the relevant event. Trackers should be returned or switched off as directed by the event organiser.

9. Children and young people

The Series includes competitors under 18. Their names, clubs, boat details, age categories, results and event images may be processed where necessary to administer and report on the competition.

We take additional care when handling children’s information. We do not knowingly publish their personal contact details or use their information for unrelated direct marketing.

Parents and guardians may contact us about the information of a child for whom they are responsible. Some competition results may need to remain in the historical sporting record even after a participant reaches adulthood or asks for other account information to be removed.

10. Email communications

We may send:

• Operational messages about an event, entry, result or service;
• Personalised links to your results, rankings, photographs or performance information;
• Series news, forthcoming-event information and promotional communications; and
• Information from Series sponsors or partners where permitted.

Marketing emails will contain an unsubscribe link. You may unsubscribe at any time. Unsubscribing from marketing will not prevent us from sending essential messages about an entry, transaction or event in which you are participating.

We may record whether an email was delivered, opened or clicked. This helps us monitor delivery, avoid repeatedly sending the same campaign and understand which information is useful. Where required, this tracking will depend on your cookie, privacy or email settings.

We do not sell our mailing list.

11. Cookies and analytics

The website may use cookies and similar technologies to:

• Make the website function correctly;
• Remember preferences;
• Maintain security;
• Measure traffic and website performance;
• Understand which pages and features are used; and
• Measure campaign and advertising performance.

Non-essential cookies, including analytics or advertising cookies, will be used only where permitted and, where required, after you have given consent through the cookie settings.

Further information should be provided in the website’s Cookie Policy or cookie-preference panel.

12. Who we share information with

Where necessary, information may be shared with:

• Participating sailing clubs and event organisers;
• Race officers, results teams and Series administrators;
• Governing bodies and class associations;
• Entry, results, timing and GPS tracking providers;
• Website hosting, database, email and IT-service providers;
• Analytics, security and technical-support providers;
• Photographers, videographers and media partners;
• Sponsors where this is necessary for an agreed competition, prize or campaign;
• Payment and accounting providers;
• Professional advisers, insurers and regulators; and
• Law-enforcement bodies or other authorities where required by law.

These organisations may act as processors on our instructions or as separate controllers responsible for their own use of the information.

We do not provide sponsors with participant contact details for their own unrelated marketing unless you have agreed to this or another lawful basis clearly applies.

13. International transfers

Some of our website, email, analytics, social-media, cloud-hosting or technical providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will use an appropriate legal safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses or another lawful transfer mechanism.

You may contact us for further information about the safeguards relevant to your information.

14. How long we keep information

We retain information only for as long as it is reasonably required for the purpose for which it was collected, including:

• Published race results, rankings, reports, photographs, videos and tracking records may be retained indefinitely as part of the Series’ sporting and historical archive;
• Event administration and entry records will normally be retained for up to seven years where needed for legal, financial, insurance or dispute purposes;
• Marketing information will be retained until you unsubscribe or we determine that it is no longer current or useful;
• Suppression records may be retained so that we remember not to send you further marketing;
• Website analytics information is retained according to the settings of the relevant analytics service; and
• Enquiries and correspondence will be retained for as long as reasonably necessary to deal with the matter and maintain an appropriate record.

We periodically review the information we hold and delete or anonymise it when it is no longer needed.

15. Security

We use reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

No internet service is completely secure. If you believe that personal information associated with the SailJuice website has been compromised, please contact us promptly.

16. Your rights

Depending on the circumstances and the lawful basis being used, you may have the right to:

• Ask for a copy of your personal information;
• Ask us to correct inaccurate or incomplete information;
• Ask us to erase information;
• Ask us to restrict how information is used;
• Object to particular uses of your information;
• Receive certain information in a portable format;
• Withdraw consent at any time where processing is based on consent; and
• Complain to the Information Commissioner’s Office.

These rights are not absolute. For example, we may need to retain information for legal reasons or to preserve an accurate public sporting record.

Your right to object

You have the right to object at any time to processing based on our legitimate interests. We will stop that processing unless we can demonstrate compelling legitimate grounds to continue or the information is required in connection with legal claims.

You also have an absolute right to object to the use of your personal information for direct marketing. You can do this by using the unsubscribe link in an email or contacting us.

To exercise a right, contact us at [insert privacy contact email]. We may need to confirm your identity before completing a request.

17. Complaints

Please contact us first if you have a concern so that we have an opportunity to resolve it.

You also have the right to complain to the UK Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: ico.org.uk/make-a-complaint

18. Third-party websites

This website may contain links to event-entry systems, sailing clubs, sponsors, shops, social-media platforms and other third-party websites.

Those organisations operate under their own privacy notices. We are not responsible for how an external website collects or uses personal information.

19. Changes to this notice

We may update this notice to reflect changes to the Series, website, services or legal requirements. The latest version will always be published on this page with its revision date.

20. Contact us

For privacy questions, correction requests or requests relating to your personal information, contact:

Email: info@sailracer.info
Postal address: [insert postal address]