Privacy policy
Last updated: 3 November 2026
This policy explains what personal information RaceLine IT collects, why, how long we keep it and what your rights are. It covers this website (racelineit.com), our client support desk (support.racelineit.com) and our Cyber Essentials questionnaire (ce.racelineit.com). RaceLine IT is the data controller for this information.
If your organisation is a RaceLine IT client, our contract with your organisation also explains how we handle information while providing IT services, including any information in your systems that we can see while supporting them.
What we collect
Website forms
When you use our contact, support or IT health check forms, we collect the details you give us: your name, email address, and optionally your phone number and organisation, along with your message. For the IT health check, we also receive your answers and the details you give about your organisation, and use them only to give you advice. If you ask for a copy of your health check results, we email them to the address you give.
Support desk
When you email our support or enquiries addresses, or send a support request through the website, it becomes a ticket in our support desk. We keep your name, email address, your messages and any attachments, our replies, and notes our team adds while dealing with the request. You'll get emails from us when a ticket is opened, updated or closed.
Cyber Essentials questionnaire
If we're helping your organisation prepare for Cyber Essentials, we may send you a link and access code for our online questionnaire. We record:
- the name and email address of your main contact, and the name you enter when you sign in, so we know who gave each answer
- your answers, which describe your organisation's IT: for example devices, software, cloud services and security settings, and sometimes the names of people responsible for IT
- any comments you leave for us, and the notes our team adds
Please don't enter passwords or other secrets into the questionnaire. We don't need them.
Security logs
Our servers keep standard logs, including IP addresses, browser details and the pages requested, to keep our systems secure and to investigate problems. We also record failed sign-in attempts so we can block password-guessing.
Cookies
We only use cookies that are needed for our sites to work, such as keeping you signed in. We don't use advertising or analytics cookies, and we don't track you across other websites. Our cookie policy lists them.
How we use it, and our lawful basis
| What for | Lawful basis |
|---|---|
| Replying to enquiries and health check submissions, and discussing our services with you | Our legitimate interest in responding to people who contact us, or steps you've asked us to take before entering into a contract |
| Providing support and IT services to clients, including Cyber Essentials preparation | Performing our contract with your organisation, and our legitimate interest in providing a good service to the people who work there |
| Keeping our websites and systems secure | Our legitimate interest in protecting our systems and the information in them |
| Keeping records we're required to by law, such as for tax | Legal obligation |
We don't use your information for marketing unless you've asked us to, and we don't make automated decisions about you. The questionnaire's automatic "would fail" checks are there to help you, and a member of our team reviews every assessment.
How long we keep it
- Enquiries and health check submissions: as long as needed to deal with them and any follow-up, and no longer than 24 months unless you become a client.
- Support tickets: for the length of our contract with your organisation, and up to 12 months after it ends.
- Cyber Essentials questionnaires: while we're helping your organisation with Cyber Essentials, and up to 24 months after the last update, so we can help with your yearly renewal. Questionnaire access codes stop working automatically, usually after 30 days. We'll delete an assessment sooner if you ask.
- Security logs: a limited period, normally no more than 90 days.
Who we share it with
We don't sell your information or share it for marketing. We use these providers, who process it on our behalf under contract:
- Microsoft (Microsoft 365) for our email
- the provider of our internet connection and server hosting
Our websites, support desk and questionnaire run on servers we manage ourselves. We don't send your Cyber Essentials answers to IASME or anyone else. Your organisation submits its own assessment, or we do it on your behalf only when you've asked us to. We'll share information if the law requires it.
Microsoft may process information outside the UK. Where it does, it's protected by the safeguards UK law requires, such as approved contract terms.
How we protect it
All our sites use encrypted connections (HTTPS). Staff accounts need strong passwords and sign-in attempts are limited. Our staff can only see the Cyber Essentials assessments they're working on, and questionnaire access codes are stored in a form that can't be read back. We keep our systems up to date and backed up.
Your rights
Under UK data protection law you can ask to see the information we hold about you, have it corrected or deleted, object to how we use it, or restrict its use. To make a request, contact us or call 01993 256044. We'll respond within one month.
If you're unhappy with how we've handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk.
Changes to this policy
We'll update this page if the way we handle information changes. The date at the top shows when it was last changed.