Privacy notice

Last updated 24 September 2026

This notice explains what Portalworks Ltd ("we") does with personal information when you use racingplanner.co.uk or Racing Planner. We are the data controller.

What we collect, and why

• If you ask to see your yard (the form on our homepage): your name, yard, email and, if you give it, phone number, plus the sending IP address, browser and country. We use these to reply to you and to build the dashboard you asked for. Lawful basis: our legitimate interest in answering an enquiry you made.
• If you become a customer: the email addresses you nominate to log in, your contact details, and correspondence with you. Lawful basis: performing our agreement with you.
• Your yard's data (horses, marks, entries, settings) concerns horses, not people, and is used only to run your dashboard. We never share one yard's information with another or with anyone else. If you link your Racing Admin account we hold a short-lived session that expires by itself; we never store your Racing Admin password.

Who else touches it

We use these providers to run the service, all under contract and, where data leaves the UK, under appropriate safeguards:

• Cloudflare (hosting, login gate, enquiry storage, email routing)
• DigitalOcean (our nightly processing server, London)
• The Racing API (racing form and programme data - receives no personal data from us)
• Telegram (a private alert to us when an enquiry arrives)

We do not sell personal information and we do not use it for advertising.

How long we keep it

Enquiries: up to 12 months, then deleted unless you have become a customer. Customer account details: for the life of the agreement and up to 6 years afterwards for our legal and accounting obligations. Yard data: deleted within 30 days of an agreement ending, on request sooner.

Your rights

You can ask us for a copy of your personal information, ask us to correct or delete it, object to our use of it, or complain to the Information Commissioner's Office (ico.org.uk). To do any of these, email [email protected]. We respond within a month.

Cookies

racingplanner.co.uk sets no tracking or advertising cookies. Customer dashboards use a login cookie set by Cloudflare Access and a small amount of browser storage to remember your settings on your own device.

Contact

Portalworks Ltd, C/O ATR Accountancy & Bookkeeping Ltd, Imperial House, 79-81 Hornby Street, Bury, BL9 5BN. [email protected].