Privacy Policy

Last updated: 21 October 2026

This policy explains what personal information RacingDatabase.com collects when you use the site, read The Syndicate Sheet or contact us, why we collect it, who helps us handle it and the choices you have. We've tried to keep it short and in plain English.

Who We Are

RacingDatabase.com is an independent directory of UK racehorse syndicates and racing clubs. RacingDatabase.com is the controller of the personal information described in this policy. Our postal address is:

The easiest way to reach us about anything in this policy is our contact form. You can also reply to any email we've sent you or write to the address above.

What We Collect And Why

The Syndicate Sheet Newsletter

When you sign up with any of the newsletter boxes on the site, your email address is sent straight to MailerLite, the email service we use to run The Syndicate Sheet. MailerLite also records when and how you signed up (the date and time, the signup form and your IP address) so we have a record of your consent. If you're asked to confirm your subscription by email, we only start sending once you click the confirmation link.

We use your email address to send The Syndicate Sheet, our weekly email about new shares, price changes and syndicate winners, plus a short welcome series when you first join. Like most newsletter services, MailerLite records whether our emails are opened and which links are clicked. We use this to see what's useful and to keep the list healthy, for example by removing addresses that never open anything. Every email has an unsubscribe link, and once you unsubscribe we stop sending.

Contact, Listing And Advertising Forms

Our contact form, claim or correct a listing form, advertising enquiry form and Premium application form ask for your name, email address and message. Depending on the form, they may also ask for a phone number (optional), the syndicate or company name, a website and your role. When you send a form, our site's server turns it into an email to our inbox. That email also includes the page you sent it from, the time, and the country your request came from (which our host Cloudflare works out from your IP address). We use it to reply to you and to deal with your request, for example correcting a listing.

The forms have simple spam checks (a hidden field and a check on how long the form was open). They don't use CAPTCHAs or tracking. We don't add anyone who uses these forms to the newsletter.

When a syndicate claims a listing or sends a correction, we may publish the syndicate information it sends, such as prices, shares and terms. We don't publish the name or email address of the person who sent it.

Enquiries To Premium Syndicates

Some syndicates pay for a Premium listing with an enquiry form on their page. If you send an enquiry, we pass your name, email address, phone number (if you give one) and message to that syndicate by email so they can reply to you directly. We keep a copy in our inbox as a record that it was delivered. Once the syndicate has your enquiry, it's responsible for how it uses your details. Please read its own privacy policy.

Premium Listings And Payments

Syndicates that take a Premium listing pay through Stripe's secure checkout, which is hosted by Stripe. Card details go straight to Stripe and we never see or store them. Stripe tells us the name, email address and billing details given at checkout and the status of the payment or subscription. We use this to set up the listing, send reminders and invoices and keep our accounts. Stripe also uses payment information to prevent fraud and meet its legal obligations, and does so as a controller under its own privacy policy.

Outbound Link Counts

The "Visit official website" buttons go through a short redirect on our site (links beginning /go/) before taking you to the syndicate's website. Each time one is used, we add one to a daily total for that syndicate. Enquiries and form submissions are counted the same way. We store only the date, the type of event, the syndicate and the running total: no IP address, cookie or anything else that identifies you. Obvious bots are left out. We use these totals to tell syndicates how much interest their listing gets.

Site Analytics

We use Cloudflare Web Analytics to count visits and see which pages are popular. It's cookieless, it doesn't use local storage, and it doesn't build a profile of you or follow you across other websites. It records things like the page you visited, the site that referred you, your browser, device type and country, and shows us only totals.

Hosting And Security

The site is hosted by Cloudflare. Like any web host, Cloudflare has to process your IP address and the technical details your browser sends (such as the page requested and your browser type) to deliver the site and protect it from attacks and abuse.

The Syndicate Matchmaker And Comparison Tools

Your Matchmaker answers, filters and side by side choices are worked out in your browser. They aren't sent to us or stored by us. If you share your matches, the link you share contains your answers.

Our Lawful Basis

UK data protection law (the UK GDPR and the Data Protection Act 2018) requires us to have a lawful basis for using your information.

• Consent: for sending The Syndicate Sheet and the welcome series. You can withdraw your consent at any time by unsubscribing.
• Legitimate interests: for replying to messages and enquiries, keeping listings accurate, passing enquiries to the syndicate you asked us to contact, cookieless analytics, counting outbound clicks in total, newsletter open and click statistics, and keeping the site secure. We've judged that these uses are expected, low impact and don't override your rights.
• Contract: for setting up and running a Premium listing a syndicate has asked for or paid for, including the steps before the contract.
• Legal obligation: for keeping payment and accounting records.

Who We Share It With

We don't sell or rent your personal information, and we don't share it with advertisers. We use these service providers (processors), which handle data for us under contracts that require them to keep it secure:

• MailerLite: newsletter signups and sending The Syndicate Sheet.
• Cloudflare: website hosting, security, Web Analytics, the outbound link counts and delivering form submissions to our inbox by email.
• Google (Gmail): our email inbox, where form submissions and your emails to us arrive.
• Stripe: Premium listing payments (see above for the parts Stripe handles as a controller).

We share enquiry details with a Premium syndicate only when you send it an enquiry. We may also disclose information if the law requires it, or to protect our rights or someone's safety.

International Transfers

MailerLite, Cloudflare, Google and Stripe run worldwide, so your information may be processed outside the UK, including in the European Economic Area and the United States. Where that happens, the transfer is protected by recognised safeguards: UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework, or standard contractual clauses with the UK International Data Transfer Addendum.

How Long We Keep It

• Newsletter: while you're subscribed. If you unsubscribe, MailerLite keeps your email address on a suppression list so you aren't emailed again by mistake. If you'd rather we deleted it completely, just ask.
• Form messages and enquiry copies: as long as we need them to deal with your request and any follow-up, and no longer than two years after our last contact with you.
• Premium and payment records: for as long as the listing runs, then six years for tax and accounting.
• Outbound link counts and analytics: these are totals that don't identify you. Cloudflare keeps its own short-term technical logs under its own retention periods.

Cookies And Local Storage

We don't use advertising or tracking cookies, and we don't set any cookies of our own. To keep The Syndicate Sheet pop-up from nagging you, the site saves a few small notes in your browser's storage. They never leave your device:

• rd_nl_signed (local storage): the time you signed up on this browser, so the pop-up doesn't appear again.
• rd_nl_dismissed (local storage): the time you closed the pop-up, so it stays hidden for 30 days.
• rd_nl_shown (session storage): stops the pop-up appearing more than once per visit. It's cleared when you close the tab.

You can clear these at any time in your browser settings. Our host Cloudflare may sometimes set a strictly necessary security cookie (such as __cf_bm) to tell people from bots. It isn't used for tracking or advertising.

Videos and links to other sites: Premium syndicates can add a video to their page. YouTube videos use YouTube's privacy-enhanced mode (youtube-nocookie.com), and Vimeo videos come from Vimeo. Both load only on the page that shows them, and YouTube or Vimeo may set cookies once you play the video. Links and share buttons for X, Facebook, Pinterest, YouTube, WhatsApp and syndicate websites are ordinary links, so nothing loads from those sites until you click. Other websites have their own privacy policies.

Your Rights

Under UK data protection law you have the right to:

• Access: ask for a copy of the personal information we hold about you.
• Rectification: ask us to correct anything that's wrong or incomplete.
• Erasure: ask us to delete your information.
• Restriction: ask us to limit how we use it.
• Objection: object to our use based on legitimate interests. You can always object to direct marketing, and we'll stop.
• Portability: ask for information you gave us in a common, machine-readable format.
• Withdraw consent: unsubscribe from The Syndicate Sheet at any time with the link in every email, or ask us to remove you.

To use any of these rights, contact us using the details below. We'll reply within one month and won't normally charge. We may need to check who you are first. If you're unhappy with how we've handled your information, please tell us so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk or on 0303 123 1113.

Children

RacingDatabase.com is for adults thinking about racehorse ownership. It isn't aimed at children, and we don't knowingly collect personal information from anyone under 18. If you think a child has sent us their details, contact us and we'll delete them.

Changes To This Policy

We'll update this page if we change how we use personal information, for example if we add a new service. The "Last updated" date at the top shows when it last changed. If a change is significant, we'll tell newsletter subscribers in The Syndicate Sheet.

Contact Us

For questions about this policy or your information, or to use your rights, send us a message through our contact form (choose "Other"), reply to any email from us, or write to: