Legal
Privacy policy
Last updated: 5 November 2026
PLACEHOLDER: draft awaiting legal review. This policy follows standard UK practice and describes how this website works today, but it hasn't yet been reviewed by our legal adviser and may change.
This policy explains how Motorsport IT Systems Ltd ("we", "us") collects, uses and protects personal information when you visit this website, contact us, or deal with us as a customer, prospective customer or supplier. It is written to meet the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
Motorsport IT Systems Ltd is the controller of the personal information described in this policy. We are a private limited company registered in England and Wales, company number 17473117, based in London.
Information Commissioner's Office (ICO) registration number: PLACEHOLDER.
We are not required to appoint a data protection officer. For anything about this policy or your personal information, email enquiries@motorsport-it-systems.com.
The information we collect
Information you give us
- Enquiries: your name, email address, team or company, the topic you choose and your message when you use our contact form or email us, and anything you tell us in later correspondence or meetings, such as a demonstration of MAP.
- Quotations: the apps, number of users, term and options you choose in our pricing estimator if you send them to us with a quote request.
- Customers and suppliers: business contact details (name, job title, work email and phone number), and the details we need to agree, deliver, support and invoice a licence or a service.
Information collected automatically
- Technical information: like any website, the servers that deliver these pages receive the information your browser sends with each request, such as your IP address, browser type and the page requested, and may record it in operational logs.
- Spam protection: when you send the contact form, our form service uses your IP address to limit how many messages one address can send in a short time. It holds this in memory for up to ten minutes. If a message is blocked as spam or by that limit, the IP address may be recorded in the service's logs.
We don't use analytics, advertising or tracking tools, and we don't buy personal information from other companies.
How we use it, and our lawful basis
UK data protection law requires a lawful basis for each use of personal information.
| What we do | Lawful basis |
|---|---|
| Reply to your enquiry, arrange a demonstration and prepare a quotation | Steps you ask us to take before entering into a contract, and our legitimate interest in responding to business enquiries |
| Provide, support and invoice a MAP licence or service, and manage our relationship with customers and suppliers | Performance of a contract, and our legitimate interest in running our business |
| Keep financial and company records | Legal obligation |
| Keep the website and contact form secure and working, and stop spam and misuse | Legitimate interests |
| Establish, exercise or defend legal claims, and respond to lawful requests from authorities | Legitimate interests and legal obligation |
Where we rely on legitimate interests, we have weighed them against your rights and expectations, and you can object at any time (see your rights).
We don't send marketing emails unless you ask us to. If that changes, we will only email business contacts in line with the law, and every message will let you opt out.
We don't make decisions about you by automated means alone, and we don't profile you.
Cookies and similar technologies
This website doesn't set cookies for visitors and doesn't use analytics or advertising technologies, so we don't show a cookie banner. Two things are stored only because they are needed for something you or our staff ask for:
- If you choose light or dark mode, that choice is saved in your browser's local storage so the site remembers it. It stays on your device and isn't sent to us. You can clear it in your browser settings at any time.
- Members of our team can sign in to a staff-only area. That sign-in uses a cookie set by our hosting provider, and only people who sign in receive it.
The site's fonts and images are served from this website itself, so your browser doesn't contact other companies to display them.
Who we share it with
We don't sell personal information. We share it only with:
- Microsoft, which provides the hosting for this website (Azure Static Web Apps and Azure Functions), the service that delivers contact-form messages by email (Azure Communication Services) and our email (Microsoft 365). Microsoft processes personal information on our behalf, under contract and on our instructions.
- Professional advisers, such as our accountants, lawyers and insurers, where they need it to advise or protect us.
- Authorities, such as HM Revenue & Customs, regulators, courts or the police, where the law requires it.
- A buyer or successor, if all or part of our business is sold or restructured, under the same protections as this policy.
International transfers
The pages of this website are delivered from Microsoft's global network, usually from the location nearest to you. The service that receives contact-form messages runs in Microsoft Azure's Central US region, so your enquiry is processed in the United States on its way to us. Microsoft's email delivery service for those messages is set to a UK data location, and our email (Microsoft 365) is stored in Microsoft's UK South region.
When personal information is transferred outside the UK, we make sure it is protected as UK law requires. Microsoft is certified under the UK Extension to the EU-US Data Privacy Framework, and its data protection terms include the safeguards approved for transfers from the UK, such as the International Data Transfer Addendum.
How long we keep it
We keep personal information only for as long as we need it:
- Enquiries that don't lead to business: up to two years after our last contact with you, then deleted.
- Customer, supplier and contract records, including invoices: for the length of the relationship and six years after it ends, as UK company, tax and limitation rules require.
- Spam-protection data: IP addresses held in memory for up to ten minutes; operational logs kept by our hosting provider only for short periods.
We may keep information longer if the law requires it or we need it for a legal claim.
How we protect it
This website is served only over an encrypted connection (HTTPS). Our contact form doesn't store messages in a database; they go straight to our enquiries mailbox, which only the people who handle enquiries can open. We use reputable providers with strong security, and we review who has access to personal information.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you (access);
- ask us to correct information that is wrong or incomplete (rectification);
- ask us to delete your information (erasure);
- ask us to limit how we use it (restriction);
- object to our use of it where we rely on legitimate interests, and to any direct marketing at any time (objection);
- ask for information you gave us in a portable format (data portability); and
- withdraw consent at any time, where we rely on your consent.
Some rights apply only in certain circumstances. To use any of them, email enquiries@motorsport-it-systems.com. There's usually no charge. We may need to confirm your identity, and we will reply within one month, or tell you within that month if we need longer.
Complaints
If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:
- online at ico.org.uk/make-a-complaint
- by phone on 0303 123 1113
- by post to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Information inside MAP
This policy doesn't cover the information a customer keeps in its own MAP installation. The customer is the controller of that information. Where we host MAP for a customer (managed hosting) or help with support, we handle it on the customer's behalf under our agreement with them. Questions about it should go to the organisation that uses MAP.
Children
Our website and services are for businesses and aren't aimed at children. We don't knowingly collect information from anyone under 18.
Other websites
Our website may link to other websites, such as the ICO's. We aren't responsible for how they handle personal information, so please read their privacy policies.
Changes to this policy
We'll update this policy when how we handle personal information changes, and change the date at the top. If a change is significant, we'll tell people we're in contact with.
Contact us
Motorsport IT Systems Ltd, London, United Kingdom.
Email: enquiries@motorsport-it-systems.com