Privacy Statement and Cookies Policy

This privacy statement sets out how Henley Women’s Regatta (HWR) Ltd collects, uses and protects your personal information while browsing or using our websites hwr.org.uk and henleywomensregatta.org.

Henley Women’s Regatta (HWR) Ltd is registered in England under Company Registration Number 9568093. HWR is a data controller for the purposes of any UK Data Protection Act, the General Data Protection Regulation, and all associated laws applicable in England and Wales, including the Privacy and Electronic Communications Regulations (Data Protection Law).

HWR is committed to ensuring that your privacy is protected. Should we ask you to provide information by which you can be identified when using our websites, then you can be assured that it will only be used in accordance with this privacy statement.

Henley Women’s Regatta (HWR) Ltd may change this policy from time to time by updating this page. You should check this page periodically to ensure that you are happy with any changes.

What data we collect

We may collect the following information:

• Name and contact details including email address.
• Product choices
• Demographic information such as preferences and interests.
• Other information relevant to customer surveys.
• Photos and video images, which may include panning shots of people in the regatta enclosure and in public areas.

Please note that all credit and debit card transactions are handled by our payment processor (PayPal), so we do not hold your card details.

How we collect this data

We collect your data in the following ways:

• When you actively provide us with that data. This includes but is not limited to contacting us directly, making an entry to HWR, applying for or purchasing products or services (including tickets), volunteering, completing a survey, and doing business with us.
• When you use our website/s, we collect anonymous information automatically about your visit. This information, such as demographic data and browsing patterns, is only used in aggregate form, i.e. your individual identity is not revealed. This can involve the use of Cookies. See below for our Cookie Policy.

How we use this data

We collect data from you for the following purposes:

• For the running of HWR including making you aware of services and events directly linked to the regatta
• To service your orders
• To send you newsletters that you have explicitly requested to receive requested or that are part of your Friends of HWR membership
• For market research purposes
• For website analytics purposes.

Your personal information will only be shared within the HWR organisation (including third party contractors) with individuals who have a legitimate need to have sight of it for specific purposes stated above.

We will never sell your data to a third party organisation.

Film and livestream

HWR may be filmed, including by drone cameras, so that video can be broadcast live and made available for later viewing on the internet.

Prior notice of the filming and broadcast is publicly advertised.

No individual is personally identified though athletes may be named in the racing commentary for which prior consent will have been obtained as part of the regatta entry process.

Embedded content from other websites

Pages on our websites may include embedded content (e.g. YouTube videos). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Links to other websites

Our websites may contain links to other websites of interest such as the car parking booking site. Please note that once you have clicked one of these links you will have left our site, and we do not have any control over that third party website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites, which are not governed by this privacy statement, but should publish their own privacy statement.

Controlling your personal information

You have the right to be forgotten or to change your mind about HWR holding your data and can instruct us to delete your records (or update the information as appropriate) by contacting the Chairman of HWR at the address below. Please note that we may have sound and compelling reasons to refuse specific requests to stop processing your data, or to amend or delete it, for example, because it is necessary for a legitimate purpose identified in this privacy statement.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable if you require a copy of the information we hold on you. Such requests can be made via the address below. We will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within statutory time-limits, which in the case of requests for access to information is one month.

Security

We are committed to ensuring that your information is secure.

Cookies Policy

What are cookies?

Cookies are small text files that are stored on your device that allow HWR or a third party to distinguish you from other users. Cookies might be used for the following purposes:

• To enable certain functions
• To provide analytics
• To store your preferences
• To enable ad delivery and behavioural advertising.

You can learn more about cookies on the following third party websites:

• How to Delete Cookies in Every Major Browser
• AllAboutCookies.org
• Network Advertising Initiative.

Types of cookies we use

• Necessary: These enable the basic features of this site, such as providing secure log-in or adjusting your consent preferences. These cookies do not store any personally identifiable data. We do not need to ask permission to use necessary cookies.
• Functional: These help to perform certain functionalities like sharing the content of the website on social media platforms, collecting feedback, and other third-party features.
• Analytical: These are used to understand how visitors interact with the website. These cookies help provide information on metrics such as the number of visitors, bounce rate, traffic source, etc.
• Performance: These are used to understand and analyse the key performance indexes of the website, which helps in delivering a better user experience for the visitors.
• Advertisement: These are used to provide visitors with customized advertisements based on the pages you visited previously and to analyze the effectiveness of the ad campaigns.

List of cookies used on www.hwr.org.uk

List of cookies used on henleywomensregatta.org

Managing cookies

You can control the use of cookies at the browser level. If you choose to reject cookies, you may still use our website, but your ability to use some features or areas of our website may be limited. Most browsers allow you to:

• Block third-party cookies.
• Delete cookies after you close the browser.
• Clear cookies stored on your device.

You can also decline non-necessary cookies via the cookies control panel.

How to contact us

General enquiries regarding this privacy statement, or our use of cookies, should be directed to:

Henley Women’s Regatta
The Old Waterboard House
Icknield Road
Goring
Reading
RG8 0DE.

Or by email to chairman@hwr.org.uk

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