Privacy Notice

 Engineering in Motion Limited is responsible in the UK for the running of F1 in Schools, Land Rover 4x4 in Schools and the Jaguar Primary School Challenge.

This Privacy Notice is for the following websites:

www.f1inschools.co.uk - hosted by get.weebly.com

www.f1inschools.com - hosted by Fantastic media

www.4x4inschools.co.uk - hosted by Fantastic Media

www.4x4inschools.com - hosted by Fantastic Media

www.primaryschoolchallenge.com - hosted by Fantastic Media

Purpose of this Privacy Notice 

This Privacy Notice aims to give you information on how Engineering in Motion Limited collects and processes your personal data through your interactions with us and through your use of this website, including any data you may provide when you leave a message, sign up for a newsletter or enter a challenge.

We have appointed a Privacy Manager who is responsible for overseeing questions in relation to this Privacy Notice. If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact the Privacy Manager using the details set out below. 

Contact details 

Full name of legal entity: Engineering in Motion Limited

Correspondence should be addressed to the Privacy Manager

Email address: dataprivacy@engineeringinmotion.org.uk

Postal address: Armytage Road, Brighouse, West Yorkshire, England HD6 1QF 

How we use personal data

Engineering in Motion LTD shall only use personal data collected during your use of this website in accordance with all relevant UK Data Protection legislation and European General Data Protection Regulations [GDPR].

How is your personal data collected?

We may collect personal information submitted to us including name, gender, mailing address, email address, telephone number and any other information specifically sent to us.  As you interact with our websites, we may automatically collect information about your website browsing actions and patterns. We collect this personal data by using cookies. Please see our Cookie Policy. 

Engineering in Motion Limited does not collect sensitive data, such as race, religion, or political affiliations via its websites. 

Where a user is under the age of 13, the information will only be obtained from a parent/guardian or teacher and cannot be provided by the young person.

How we use your personal data

Any personal data supplied to us may be used to communicate with you or your team / teacher to let you know about changes to the challenge, offerings from Engineering in Motion Limited and our partners or for market research purposes.  If you do not wish us to contact you for these purposes, please email us at dataprivacy@engineeringinmotion.org.uk or follow the unsubscribe links in our email communications.

Disclosures of your personal data

We will not sell, share, trade or license any of your personal information to others without your express consent. However, we reserve the right to disclose your information if requested by the Police or Government authority in connection with any investigations concerning your activities while visiting the site.

Data Security

We will make all reasonable efforts to safeguard the security of your information but please be aware that we cannot guarantee the security or transmission of data over the internet.  Engineering in Motion Limited takes every precaution to protect users' information from unauthorised access, use or disclosure in accordance with the data protection Act.  Access to personal information is given to our employees where necessary in the execution of their duties and all employees who have access to personal data or are associated with the handling of that data are obliged to respect the confidentiality of that data. 

Data Storage 

Some or all of your data may be stored outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). You are deemed to accept and agree to this by using our site and submitting information to us. If we do store data outside the EEA, we will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the General Data Protection Regulations. 

Third Party data processors

We use the following third-party data processors: 

Customer Relationship Management Software (CRM)

We use a CRM database to manage all personal data we hold.  The software we used is called Maximixer CRM Live.  This software is cloud based and accessed by our staff via an individual password protected user log in.  Only staff that need to process data have access and have been fully trained with our personal data policy.  If you have signed up for our newsletters, registered for our competitions via our websites or handed us your contact card, your details will be securely stored on our CRM database. 

Maximixer CRM Live is GDPR compliant and their privacy policy can be found at:

www.maximizer.com/legal/privacy-policy/ 

Email Services

We use Microsoft cloud and Microsoft Exchange on-line for our standard email communications.  This software is cloud based and accessed by our staff via an individual password protected user log in. 

Microsoft cloud and Microsoft Exchange on-line are GDPR compliant and their privacy policy can be found at:

https://privacy.microsoft.com/en-GB/ 

Dotmailer

When we communicate with you electronically we use an email mailing list program.  The provider we use is Dotmailer.  Contact details stored on our CRM are migrated to Dotmailer which then handles our messaging.  Users can unsubscribe at any time through an automated online service, or if not available, other means as detailed in the footer of sent marketing messages. 

This software is accessed via an individual password protected user log in.  Only staff that need to process data have access and have been fully trained with our personal data policy. 

Email marketing messages may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of subscriber data relating to engagement, geographic, demographics and already stored subscriber data. 

Dotmailer is GDPR compliant and their privacy policy can be found at:

www.dotmailer.com/terms/privacy-policy/ 

Smartsheet.com

We use smartsheets.com as our primary data capture solution for event specific data capture.  Once submitted, data is transferred into our CRM database.  Data is only held on smartsheet.com for as long as necessary in relevance to the specific reason it was submitted.  

This software is accessed via an individual password protected user log in.  Only staff that need to process data have access and have been fully trained with our personal data policy. 

Smartsheet.com is GDPR compliant and their privacy policy can be found at

www.smartsheet.com/legal/privacy

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please see below under “Your Legal Rights” to find out more about these rights.

If you wish to exercise any of the rights set out below, please contact us using the details given above.

You have the right to ask for a copy of any of your personal data held by us (where such data is held).  You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response 

Time limit to respond 

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

 Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about cookies we use, please see our cookie policy. [Click Here]

Third-party links to related sites

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third-parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Downloads & Media Files

Any downloadable documents, files or media made available on this website are provided to users at their own risk. While all precautions have been undertaken to ensure only genuine downloads are available users are advised to verify their authenticity using third party anti-virus software or similar applications.

We accept no responsibility for third party downloads and downloads provided by external third party websites and we advise users to verify their authenticity using third party anti-virus software or similar applications.

Social Media Policy & Usage

We adopt a Social Media Policy to ensure our business and our staff conduct themselves accordingly online. While we may have official profiles on social media platforms users are advised to verify authenticity of such profiles before engaging with, or sharing information with such profiles. We will never ask for user passwords or personal details on social media platforms. Users are advised to conduct themselves appropriately when engaging with us on social media.

There may be instances where our website features social sharing buttons, which help share web content directly from web pages to the respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page.

Changes to the Privacy Notice and your duty to inform us of changes

This version was introduced on 25th May 2018 and historic versions can be obtained by contacting us.  It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

YOUR LEGAL RIGHTS

You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. 

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.