Introduction

Plymouth Race Week is organised and run by the Royal Western Yacht Club in Plymouth every year. Racing takes place in Plymouth Sound and surrounding area, usually in the month of July. As a responsible active organisation, the Plymouth Race Week Regatta Committee (PRWRC) needs to process and manage certain data in a reasoned manner that all involved understand and permit.

Who are we?

The organising authority (PRWRC) is a committee drawn from the Royal Western Yacht Club, which is affiliated to the Royal Yachting Association.  The PRWRC has a website provided for the benefit of competitors and through which entries may be submitted.

When do we collect your personal information?

The PRWRC collects information at different times. These include:

  • When you apply to enter the regatta
  • When you advise us that you have changed your boat or its location or your own contact details
  • When you volunteer to be a race official in any capacity during a regatta.

What type of data do we collect?

Common information we keep includes:

  • Names, addresses, email addresses and phone numbers so that you can be contacted
  • Details of the boat entered and the boat’s mooring place during the regatta
  • Details of boat ownership if different to entrant.

We do not hold– Financially sensitive information such as bank or credit card details.

Why do we collect this data?

To fulfil its aims in organising the Regatta, the PRWRC has a legitimate interest in processing and maintaining data, so that competitors can enjoy sail racing and all involved can keep updated prior to, during and after the Regatta.  Without this information the PRWRC would be unable to fulfil its aims.

All data is collected by ‘opt-in’ consent.

When do we share this data?

 An entrant’s yacht name and type/class, plus owner’s name will be visible on the PRWRC website.

The PRWRC will never provide information to third parties, for instance, for commercial gain.  The PRWRC may share the information collected with the Royal Yachting Association and with World Sailing as required under the Racing Rules of Sailing.  In addition, information may be shared with law enforcement agencies when it is necessary to comply with our legal obligations.

Where do we store your personal information?

The data collected is held on a stand-alone computer maintained by the PRWRC Secretary on its behalf.

How long do we keep this information?

We may keep and process your personal information for as long as necessary to fulfil the purposes for which we collected it, or for as long as necessary to do so for legal reasons. The data is reviewed by the PRWRC following each Regatta to establish whether we are still entitled to process it or no longer entitled to hold it.  If at any time you request it, your data will be securely deleted.

Your rights

You have the following rights in relation to the personal information we hold about you:

  • to access your personal information
  • to be provided with information about how your information is processed
  • to have your information corrected or updated
  • to have your personal information erased, though this may exclude you from entering the regatta
  • to prevent outright or to restrict how your personal information is processed.

If you wish to exercise these rights, please contact the PRWRC Secretary.

Plymouth Race Week Regatta Committee

July 2024