Privacy Notice

Formula Fast Ltd operates
Formula Fast Karting, Cipher Escape Rooms, Axecelerate Axe Throwing, and The Clay Lounge.

We take your privacy seriously and handle all personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

“Formula Fast”, “we”, “us”, “our” means Formula Fast Ltd, Bond Estate, Bond Avenue, Milton Keynes, MK1 1JJ.

Our Data Protection Representative is Phil Stanley (contact: sales@formulafast.co.uk).

1. What this notice covers

1.1. This Privacy Notice explains how we collect, store and use your personal data.
1.2. It applies to:
Participants and spectators in activities hosted or managed by us.
Visitors to our venue or site (including those captured by CCTV).
People who book, enquire, or communicate with us.
Visitors to our website and digital services.

2. How we collect your data

2.1. We collect personal data in the following ways:
Registration forms: Online or at our in-venue kiosks before participation.
Bookings & enquiries: Through our website forms, phone calls, or emails.
Payments: Via our booking or payment systems when you complete a purchase.
CCTV & video: Throughout our venue for safety, security and incident investigation.
Analytics & cookies: Automatically via our website and digital platforms.
Phone systems: Via calls with our team, which may be recorded.

3. What data we collect

3.1. Depending on your interaction, we may collect:
Name, contact details (email, phone, address).
Date of birth, emergency contact, and consent (for under-18s).
Booking and payment details.
Participation records, timings, scores and performance data.
CCTV footage and images recorded onsite.
Marketing preferences and communication history.
Any other information you choose to share with us.

4. Why we use your data

Purpose	Example Lawful Basis (UK GDPR)
To register and verify participants	Contract / Legal Obligation
To operate and administer bookings	Contract
To ensure safety, insurance and compliance	Legal Obligation / Legitimate Interest
To contact you about your booking or enquiry	Contract
To prevent and detect fraud or misuse	Legitimate Interest
To improve our services and site analytics	Legitimate Interest / Consent
To send marketing you’ve opted into	Consent
To handle complaints or incidents	Legal Obligation / Legitimate interest
To provide insurers or regulators with accurate records in case of an accident, claim, or inspection	Legal Obligation / Legitimate Interest
To review calls for training, quality control, and dispute resolution	Legitimate Interest

5. Marketing Communications

5.1. We may contact you about offers, updates or activities we think you’ll enjoy — but only if:
You have given explicit consent; or
You have a legitimate interest (e.g. previous booking or enquiry)
5.2. You can unsubscribe or update preferences at any time using the link in any marketing email or by contacting us directly.
5.3. Opting out of marketing does not affect service-related communications about your bookings.

6. CCCTV & Video Recordings

6.1. We use CCTV in public and operational areas for safety, security, and to investigate incidents.
6.2. Footage is normally retained for 30 days, unless required for investigation or legal purposes.
6.3. Video or photographic material may be used for promotional purposes only with your explicit consent.

7. Data Retention

Data Type	Retention Period
Participant registrations	3 years (insurance & safety record)
CCTV footage	30 days (unless under investigation)
Booking & payment records	6 years (financial compliance)
Marketing data	Until you withdraw consent

8. Data Sharing

8.1. We only share your data when necessary for legitimate business or legal reasons, for example:
Insurers and legal advisors (for accident reporting, liability claims or compliance purposes).
Payment and booking system providers
IT, website, phone system and email service providers.
Regulatory or law enforcement bodies where required.
8.2. We do not sell or rent your data to third parties.
8.3. Any third parties we work with are required to comply with UK GDPR and use your data only as instructed.

9. International Transfers

10. Your Rights

10.1. You have the following rights under UK GDPR:
Access – request a copy of the data we hold about you.
Rectification – request correction of inaccurate data.
Erasure – request deletion of your data where appropriate.
Restriction – limit how we process your data.
Objection – to certain types of processing (e.g., marketing).
Portability – request your data be transferred to another controller.
10.2. To exercise any of these rights, contact us at sales@formulafast.co.uk
10.3. If you’re not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk

11. Cookies

11.1. Our website uses cookies to make your experience better.
11.2. We use:
Essential cookies – to make the site work.
Analytics cookies – to understand visitor behaviour (used only with your consent).
11.3. You can control cookies via your browser settings or our cookie banner. For more information about cookies, visit www.aboutcookies.org

12. Updates to this Notice

Collection of Personal Details

Who do collect data from?

How is this data collected?

For drivers/participants, via our ‘Online Registration’ form on our website or using our in-house Registration Kiosks, and via on-site CCTV and video recording
For people who have booked or enquired with us, via our online enquiry forms on our website, or through direct correspondence over phone or email
For Online Booking, via our online booking portal
For our website, using analytic tools to analyse trends, administer the site, track anonymous users’ movements and gather broad demographic information for aggregate use. IP addresses are not linked to individuals.

What is this data used for?

To ensure that we have a definitive record of who has read and completed our ‘Terms & Conditions’ and ‘Release & Waiver of Liability, Assumption of Risk and Indemnity’ before being allowed to drive on the circuit or participate in events held at/by Cipher and Formula Fast.
To keep an accurate record of drivers/participants in race events, for the purposes of race timing and classification
To publish detailed race data to our online scoreboards, leaderboards and race result database
To provide insurers an accurate record of who has participated, their details, and the date/time and nature of the activity
To communicate with people regarding their booking or enquiry, before and after their event
To facilitate payments so that we can complete a booking or order
To ensure that drivers/participants meet the criteria for taking part in our race events, such as minimum age and parental/guardian consent
To protect our business, employees and the public from fraudulent or criminal activity
To provide tailored marketing communications to people with a legitimate interest in our products and services.

Marketing

We only send marketing information – offers and details of things we think you might find interesting – to people with a legitimate interest in our products and services, for example those who have participated, booked or enquired with us. Our data collection points (detailed above) may optionally allow you to enter additional details or opt in so that you can receive marketing information from us.
You can choose to only enter the basic details required by that collection point – opting in to marketing communications is always optional.
You can update your preferences, opt-out or unsubscribe from marketing communications at any time. The option to do this will be available on all communications.

Storage of Data

All data will be kept in accordance with GDPR best practice and is reviewed periodically (at least annually) to ensure that we still need your data for the purposes outlined above.
Any data no longer required will be removed. We may export your data outside the European Union, but only to ensure that we have a secure backup of said data.
We will only export your data outside the European Union as long as we can be sure that your data is being held securely in a territory where there is mandatory protection of your data rights to a similar level that applies in the UK and European Union.
Before providing any third parties with access to any data, we always ensure that the provision of such data is necessary and appropriate and always require that such third parties confirm their compliance with GDPR and that their use of and storage of data complies with GDPR and with our own Privacy Policy.
For the purposes of fraud prevention, it may be necessary for us to temporarily retain your payment details under secure storage when you book with us. These are automatically deleted after 30 days. We do not share your financial details with any 3rd parties.

Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. For further information on cookies please visit www.aboutcookies.org.
Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.