Privacy Policy

(Last updated: December 2025)

1. Who we are

This Privacy Policy explains how Bute Motorsport Limited (“Bute Motorsport”, “we”, “us”, “our”) collects and uses your personal data when you use our websites and online services.

Bute Motorsport Limited is a company registered in England and Wales with company number 06437078.

Registered office:
Albert Goodman, Lupin Way, Yeovil, BA22 8WW, United Kingdom

We are the data controller for the purposes of UK data protection law.

You can contact us about data protection at:
[email protected]

This Privacy Policy should be read together with our Terms of Service, available at:
https://www.gtcup.co.uk/terms-of-service

2. What this policy covers

This Policy applies to:

use of https://www.gtcup.co.uk and any subdomains; and
any other Bute Motorsport websites that link to this Privacy Policy (together, the “Website”).

It covers personal data we collect when you:

browse the Website;
contact us (e.g. by email, phone or website form);
sign up to newsletters or marketing;
submit online entry or enquiry forms relating to the GT Cup Championship or other events we organise; or
interact with us via the Website in any other way.

It does not cover:

third-party websites we link to (social media, partners, circuits, ticketing, etc.); or
how teams, circuits or other partners use your data when you deal with them directly.

Please read the privacy notices of those third parties separately.

3. Personal data we collect

Depending on how you use the Website, we may collect and process the following categories of data:

Identity and contact details

Name, title
Date of birth (e.g. where required for competition entry)
Contact details (email address, phone number, postal address)

Racing / participation information

Information you provide when enquiring about or applying to compete in the GT Cup or other events (e.g. race experience, licence information, car details, team details)
Emergency contact information where provided on forms

Professional information

Job title, role, team or organisation (e.g. for teams, sponsors, media, suppliers, corporate guests)

Payment and transaction data

Details of payments you make to us (e.g. entry fees, hospitality, merchandise), including payment method and transaction information
We do not store full card details on our own systems; these are handled by our payment provider(s)

Marketing and communication preferences

Your preferences for receiving news, marketing and event information from us
Records of consent or opt-out

Technical and usage data

IP address
Browser type and version
Device and operating system
Time zone setting and approximate location
Pages visited, clickstream data, and how you navigate and interact with the Website
Cookie and similar technology data (see section 8 below)

We may also collect any other information you choose to send us in forms, emails or messages (for example, queries, feedback or complaints).

4. How we collect your data

We collect personal data in three main ways:

a) Directly from you, for example when you:

fill in a contact form or entry form on the Website;
email, phone or write to us;
sign up to receive newsletters or marketing;
enter a competition or promotion we run;
respond to a survey or provide feedback;
interact with us at an event and choose to be added to our mailing lists.

b) Automatically, when you use the Website

When you visit and browse the Website, we automatically collect certain technical and usage data using cookies and similar technologies (see section 8).

c) From third parties

We may receive limited personal data about you from:

your team or organisation (e.g. if they register you as a driver, guest or contact);
event partners (such as circuits or timing providers), where necessary for championship or event administration;
our website, analytics, email and payment service providers, where this is needed to provide our services or understand how the Website is used.

5. How we use your data and our lawful bases

We must have a lawful basis under UK data protection law to process your personal data. We rely on the following:

Performance of a contract – where we need your data to provide services you’ve requested (e.g. processing entries, managing your participation in an event, handling your booking or enquiry).
Legitimate interests – where processing is necessary for our legitimate business interests (for example, running and improving the GT Cup and our Website) and your interests and rights do not override those interests.
Consent – where you have given clear consent (for example, for email marketing or non-essential cookies).
Legal obligation – where we need to comply with a legal or regulatory requirement (for example, accounting and tax laws, or safety reporting obligations).

We use your data for the following purposes:

To operate and administer the Website

To provide access to the Website and its features
To ensure the Website is secure and functions correctly
To understand how the Website is used and improve content and layout

Lawful basis: legitimate interests.

To respond to enquiries and provide customer support

To respond to questions, requests or complaints you send us
To manage relationships with drivers, teams, sponsors, media and guests

Lawful basis: performance of a contract / steps before entering a contract; legitimate interests.

To manage entries, events and participation

To process online entry forms, applications or registration of interest
To administer your participation in events or championships we organise
To manage event logistics, safety and coordination with circuits and partners

Lawful basis: performance of a contract; legitimate interests; legal obligation in some safety/incident contexts.

To process payments and manage accounts

To take payment for entries, hospitality or other services
To handle refunds and account queries
To maintain financial records

Lawful basis: performance of a contract; legal obligation.

To send you news, updates and marketing

To send you email newsletters, updates about the GT Cup and related events, partner offers and other information we think may interest you
To manage your subscriptions and preferences

Lawful basis: consent (where required by law); legitimate interests for “soft opt-in” where you are an existing customer and we are promoting similar services, in line with marketing rules.

You can opt out of marketing communications at any time (see section 11).

To comply with legal and regulatory obligations

To comply with data protection, tax, safety and other applicable laws
To respond to requests from authorities where we are legally required to do so

Lawful basis: legal obligation; legitimate interests (protecting our rights and handling disputes).

6. Who we share your data with

We may share your personal data with:

Our employees and key personnel who need access to run the GT Cup, manage events, entries and administration.
Service providers, for example:
- website hosting and development providers;
- email and newsletter platforms;
- payment processors;
- IT support and security providers;
- analytics services.
Event partners and suppliers where required to run events safely and effectively (for example, circuits, timing providers, medical or safety services, hospitality suppliers).
Professional advisers such as accountants, insurers and legal advisers.
Regulators and authorities where we are legally required to do so or to protect our rights.

We do not sell your personal data to third parties.

7. International data transfers

Some of our service providers may store or process your personal data outside the UK (for example, in the European Economic Area or other countries).

Where this occurs, we ensure appropriate safeguards are in place, such as:

an adequacy decision by the UK government; or
standard contractual clauses approved for use in the UK, plus any additional safeguards required.

You can contact us for more information: [email protected].

8. Cookies and similar technologies

Cookies are small text files placed on your device when you visit a website.

We use cookies and similar technologies to:

make the Website work and keep it secure;
remember your preferences;
help us understand how the Website is used so we can improve it.

Cookies we use fall into these general categories:

Strictly necessary cookies – required for the Website to function (e.g. security, session management). These do not require consent, but we still tell you about them.
Analytics / performance cookies – help us understand how visitors use the Website (for example, which pages are most popular). These are not strictly necessary, so we only use them with your consent.
Functionality cookies – remember choices you make (such as language or region).
Advertising or social media cookies – used to deliver targeted advertising or enable sharing on social platforms (if used).

When you first visit the Website, you will see a cookie banner explaining that we use cookies and giving you options to:

accept all non-essential cookies;
reject non-essential cookies; or
manage settings by category.

You can change your cookie preferences at any time using your browser settings or our cookie tools (where available). If you disable certain cookies, some Website features may not work as intended.

If we provide a separate Cookies Policy, it will give more detail about specific cookies used.

9. How we keep your data secure

We take appropriate technical and organisational measures to protect your personal data, including:

limiting access to personal data to those who need to know it;
using secure servers and appropriate access controls;
encrypting data in transit where appropriate (such as SSL/TLS);
regularly reviewing our security measures.

Although we do our best to protect your personal data, no system can be completely secure. If you suspect any misuse of your data or unauthorised access, please contact us immediately at [email protected].

10. How long we keep your data

We keep personal data only for as long as reasonably necessary for the purposes set out in this Policy, including to satisfy legal, accounting or reporting requirements.

Typical retention periods include:

General enquiries and routine correspondence: usually up to 2 years from last contact.
Entry / event participation data: for the duration of the relevant season and for a reasonable period afterwards (often up to 7 years) where needed for legal, safety, accounting or record-keeping purposes.
Marketing data: until you unsubscribe or object, or after a period of inactivity, subject to periodic review.
Financial records and invoices: normally 7 years to comply with tax and accounting rules.

We may retain anonymised or aggregated data (which does not identify you) for longer.

11. Your rights

Under UK data protection law, you have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to have inaccurate or incomplete data corrected.
Right to erasure – to ask us to delete your personal data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain circumstances.
Right to data portability – to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to ask us to transfer it to another organisation (where technically feasible and where processing is based on consent or contract).
Right to object – to object to our processing where we rely on legitimate interests, and to object at any time to processing for direct marketing.
Right to withdraw consent – where we process your data based on consent (for example, email marketing or certain cookies), you can withdraw that consent at any time.

To exercise any of these rights, please contact us at:
[email protected]

We may need to verify your identity before responding. There is usually no fee, unless your request is manifestly unfounded or excessive.

12. Complaints

If you have concerns about how we use your personal data, please contact us first so we can try to resolve the issue:

[email protected]

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK data protection regulator. Further information is available at https://ico.org.uk/ or by calling 0303 123 1113.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will change the “Last updated” date at the top of this page and, where appropriate, notify you via the Website or by email.

Your continued use of the Website after any changes are made will be treated as acceptance of the updated Privacy Policy.

14. Contact us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

Bute Motorsport Limited
[email protected]
Albert Goodman, Lupin Way, Yeovil, BA22 8WW, United Kingdom