What we do with your details

Buildshield Ltd (company number 17063657), registered at Unit 5 Lovecotes Lodge, Chickney Road, Henham, Essex, CM22 6BH, runs the Pitlane Card & Car Show and decides what happens to the details on this site. In data-protection language we are the controller.

Email hello@pitlaneshows.co.uk about anything on this page. Vendors and food traders can also use vendors@pitlaneshows.co.uk; either reaches the same people.

We only collect what a form asks for. Nothing on this site tracks you around the web, and there is no account to create.

• ·Booking a table: your trading name and website, your name, phone and email, your vehicle registration, your public liability policy number, anything you write in the notes box, and the dates, tier and number of tables you chose.
• ·Booking a food pitch: the same trading details, plus your vehicle registration, insurance policy number, food hygiene rating, the council that rates you, how long you have been trading, two recent events and a description of what you serve.
• ·Sponsorship, booked or enquired about: your company name, what you do, a contact name, email and phone, a website or social link, and your notes.
• ·Applying to display a car: the car’s make, model, year, colour, registration and club, your name, phone, email and social handle, the story you write, and up to four photographs you upload.
• ·Asking a question on the home page: your name, your organisation if you give one, your email, your phone if you give one, what it is about and your message.
• ·Show updates by email: your email address, and nothing else.
• ·With every form: the time you sent it, and a one-way scrambled fingerprint of your internet connection, used only to stop one address flooding a form. We do not keep the address itself and cannot work it back out.

UK data protection law asks us to name a lawful basis for each use. Ours are:

• ·To sell you a pitch and run the day you booked — a contract with you. Without these details we cannot allocate a table, place you in the room or let you in.
• ·To organise the show — our legitimate interests: floor plans and pitch numbers, checking insurance and hygiene ratings, forecourt access, safety, and keeping a record of who traded on which day.
• ·To consider a car display application — our legitimate interests. There is no contract and no money; you are asking to be invited, and we are deciding.
• ·To send show updates by email — your consent, given by typing your address into that box. Every one of those emails has an unsubscribe link.
• ·To keep our accounts straight — a legal obligation. HMRC requires records of what was sold and to whom.

If you have traded with us, we may email you about future Pitlane shows. Every one of those emails has an unsubscribe link, and you can tell us to stop at any time. We do not do this with visitors’ details, or with a car display application on its own.

We never see them. Payment is taken on Stripe’s own checkout page, and your card number, expiry and security code go to Stripe, not to us. What comes back to us is that the payment succeeded, how much it was for, and a reference.

Stripe holds card data as a controller in its own right, under its own privacy policy, and is regulated to do so.

A short list, and no one is on it who does not have to be. These companies process your details on our instructions, under contract, and may not use them for anything of their own.

• ·Google (Firebase) — the database and the photo storage behind this site, held in Google’s London region.
• ·Stripe — payments and refunds, as above.
• ·Resend — sends your confirmation email and our own alerts.
• ·Vercel — hosts the website and serves these pages.
• ·Eventbrite — public tickets only. That is Eventbrite’s own form on Eventbrite’s own site, and their privacy policy covers it; a ticket is nothing to do with a trade booking.
• ·WhatsApp (Meta) — the read-only vendor updates group. Joining is your choice, and if you join, Meta sees your number the way it does in any group.

The database and the photographs are stored in the United Kingdom. Some of the companies above are American and may handle data outside the UK; where they do, the transfer is covered by the UK’s approved safeguards — an adequacy decision or the UK’s standard contractual terms — which is what allows us to use them.

Longer than we need is as bad as losing it, so:

• ·Bookings and anything with money attached: seven years after the end of the tax year they fall in, because HMRC requires us to keep the accounts they belong to, and we cannot delete them sooner even if you ask.
• ·Enquiries, sponsorship enquiries and car display applications: two years, so we can pick a conversation back up next season.
• ·Show updates by email: until you unsubscribe, and then we delete the address rather than suppress it. Every one of those emails has a link that does it in one click, with no sign-in.
• ·Photographs taken at a show: until the end of the season they were used to promote.
• ·The record of who changed the show settings and when: two years.
• ·If you have traded with us, we keep a short trading contact list — your name, business, email, phone and which shows you traded — for as long as the show runs, so we can tell you about new dates. Ask us to stop and you come off it. The rest of a booking’s detail still goes at seven years.

We photograph every show and use those pictures to promote the next one, here and on social media. That is our legitimate interest in running the show, and it is the ordinary expectation at a public event.

If you would rather your stand, your car or you were not photographed, tell us on the day and we will keep you out of it. If a picture is already published and you want it down, email us and we will take it down.

We do not sell your details. We do not share them with anyone for their own marketing. We do not build a profile of you, and nothing on this site decides anything about you automatically.

Your trading name appears in the show guide and on this site, because that is the point of booking a table. Nothing else about you is published.

The public pages of this site set no cookies. There is nothing to accept and no banner, because there is nothing to consent to.

We count page views and a handful of actions — a booking paid for, an enquiry sent — with Vercel Analytics, which does this without cookies, without an identifier for you, and without any of the details you typed. It tells us how many, never who.

The one cookie on the whole site is the sign-in cookie on the organiser’s own settings page, which only the organiser ever sees.

You can ask for a copy of what we hold about you, ask us to correct it, ask us to delete it, ask us to stop or limit a particular use, ask for it in a portable form, or withdraw consent to the newsletter. Email hello@pitlaneshows.co.uk and we will answer within a month, and it costs nothing.

Some of it we cannot delete on request — an invoice inside the seven years HMRC requires, for instance — and if that is the case we will say so and say why.

If we get it wrong, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would rather you told us first so we can fix it.

The date at the top is when this last changed. If we change anything that matters — a new processor, a new use, a different retention — we will change that date and, where it affects a booking you have already made, tell you by email.