Couples Overnight Spa Escape at The Oxfordshire Golf Hotel and Spa Voucher

Any information provided on the TrackDays.co.uk site or on any literature you may receive is correct at the time of print, E & O.E; however, the content, format or price may be subject to change, especially during the out of season period (Oct - Feb). Due to the volume of bookings customers will not be updated of such changes, so for a full update on any experience or track day you have booked please view the website or call our customer service team. Please check details on your confirmation carefully upon receipt.

Any pictures or photography used on the Trackdays.co.uk site in conjunction with products, experiences or track days are used as an indication only. The vehicles and locations will vary within the range available and the exact specifications may not be exactly as portrayed on the website. Passenger rides on most of the Experiences will be in a sports saloon Car.

Trackdays.co.uk use a vast range of providers, venues, vehicles and locations. In the rare event of one of these becoming unavailable for reasons out of our control, such as breakdown/ weather or construction work, a suitable alternative/ replacement will be offered wherever possible. Please be aware that this could involve a change of venue, date, vehicle and itinerary. Some hosts may offer a damage or cancellation insurance waiver, which usually starts from around £20. Such waivers are generally optional and will not be offered to customers at the point of sale, but on the day. Not purchasing a damage or cancellation waiver does not prevent you from doing the Experience in most cases.

Any session lengths/ event times displayed with each experience or track day are approximate from the point of arrival to departure. Occasionally, an event format may need to be adjusted, for which you will be notified as soon as possible. The providers will always try to reduce your waiting time to a minimum. Most experiences usually run in groups; therefore, the itinerary in your confirmation is a guide and may be subject to changes.

Each provider will have their own height and weight restrictions for their vehicles and equipment. Mainly for comfort and safety, these are usually height between 4’11” – 6’6” and a weight below 18 stone. Unless on a Junior driving experience, the minimum age to be a passenger is 16. These will vary between providers and the different experiences, so please check before you book that the participant(s) meet the requirements. Trackdays.co.uk will not provide refunds for customers who forfeit their booking due to failing the restriction guidelines (this will be at the discretion of the provider on the day). Participants in any driving experience or car track day will need to produce their full, original, valid driving license before they can partake in an event, unless attending a junior, provisional-license, non-license or non-driving experience. For all Bike track days, riders must have a full, unrestricted license. Photocopies will not be accepted. Without producing the correct license, you will not be able to take part, and you will not be eligible for a refund. All vehicles on a track day will undergo a static and/or drive-by noise test. The majority of the track days we display on our calendar have the ‘static’ noise limit displayed. No refunds can be given if your vehicle fails the static or the drive-by noise limit on the day. Note that the drive-by noise limit will nearly always be less than the static limit. On a public track day, drivers/ riders will be required to bring their own helmets. These can usually be hired on the day; however, pre-booking is essential. For all Bike track days, as a minimum, all riders must wear 2-piece zip-together motorcycling leathers that zip 360 degrees around the waist. Full leathers are preferred. Back protectors and brake lever guards are mandatory on all bike track days. Other rules and regulations can be seen on the confirmation form once you have booked and will be reiterated during the safety briefing. Trackdays.co.uk will not refund or compensate any customer removed from the track for failing to abide by these rules.

Your event may be dependant on suitable weather conditions. If your event is cancelled or delayed due to the weather, prior to the event taking place, you usually will be able to re-book, but not in all cases. We advise you check the specific weather terms before booking. You’re re-booking remains subject to availability and weather conditions. Most track day events and driving experiences will only be cancelled in severe weather. You are bound by the terms and conditions of the event provider/ venue when it comes to weather affecting an event. If an event is cancelled, please assume that only credit for another event with the same organiser will be offered and not a refund. If it's possible for us to do a refund, we will.

All experiences and Track Day dates are offered subject to availability. The most recent information on dates when an event may be available can be checked by looking at the calendars on the website, or when you have activated and logged in with your voucher. Please note that not all spaces are shown online, so if you cannot see spaces for your event please call or email for dates. We will do our best to secure your preferred choice of event, venue and date, but to avoid disappointment book as early as possible, especially for peak times such as weekends and the summer months which book up very quickly. Do not purchase an experience for yourself or as a gift that has a choice of venues if you or the person it is for are only able to travel to one of the choices. Once you are booked, you are bound by the terms and conditions of the event host of which a copy can be made available upon request. In most circumstances, a cancellation cannot be made once a date has been booked.

When booking by phone or online you should not make arrangements in connection with an Event until you have received your final booking confirmation stating your date and time (this does not include the automatic purchase email you receive that confirms what you have just ordered). Your final confirmation will usually arrive within 48 hours of making the purchase. For voucher redemption see 'voucher conditions' below. Where specific elements of an Event such as vehicles or equipment are not available due to mechanical breakdown, we reserve the right to make reasonable substitutions on the day. If this is not possible we reserve the right to cancel the experience at short notice.

Customers are able to book with Trackdays.co.uk up until our phone lines close the day before an event (where available). In this situation, the essential details will be passed over the phone, as we cannot guarantee your confirmation will arrive in time. Experiences or track days bought under these conditions cannot be refunded or exchanged. The date and time under any conditions, once booked, cannot be changed.

We welcome your feedback on all of the experiences and track days you book via our website as well feedback on our own customer service. As calls are not always recorded, all complaints/ feedback will need to be submitted in writing via letter or email so we have a copy of all correspondence. If you have a problem or complaint on the day, you must bring it to the attention of the organiser event staff at the venue as soon as possible so they have a chance to put matters right. As there will not be a representative from trackdays.co.uk on the day it is vital your complaint is logged and you take the name of the member of staff you dealt with. In general, we consider it unreasonable if you take no action during an event and complain at a later date. In this circumstance, we will unlikely be to take the matter further.

Complaints Department, Digital Sports Group Ltd, Digital House, Threshelfords Business Park, Inworth Road, Feering, Colchester, CO5 9SE - [email protected]

Vouchers holders may use the purchase value of a Gift Voucher still within its expiry as part or full payment towards any product on the site. Unless stated otherwise, vouchers are valid for one person only. Where necessary a top-up payment can be made to increase the value of a voucher to book a higher priced event. Note that during the out of season months the price of experience may change. If the price of the event is lower than the value of the voucher the remaining credit will be held for use until the vouchers expiry date. We recommend booking as early as possible as you must have undertaken your experience before the expiry date printed on the front of your Voucher. All vouchers will be valid for use up to the expiry date displayed, but after this date, vouchers will automatically expire and cannot be reinstated under any circumstances. Trackdays.co.uk staff are not responsible for reminding or informing customers when a voucher is due to expire. A voucher holder may book a date which is outside of the expiration date displayed on the voucher but must extend the expiry of their voucher for an administration fee. This must be processed before the original expiry date. If you have extended your voucher and the price of the product your voucher is for has increased, you will be required to pay the difference between the new price and the price paid at purchase. Vouchers that have been extended and the Voucher credit cannot be used for extension fees or to pay for booking protection.

Voucher holders must make a prior booking and receive confirmation in order that an open voucher can be redeemed. We recommend that when you have chosen your experience you redeem your voucher at least 21 days in advance of taking your selected experience. We do not guarantee availability on all events, even if the date is showing, so if a chosen event is full or you cannot find a suitable date during the validity period of your voucher then the credit can be used towards an alternative event. Do not arrive at a venue expecting to be able to use your voucher without making a prior booking and receiving a booking confirmation. Trackdays.co.uk will not be held liable for any costs incurred in such circumstances.

If you order a voucher from our 'Experience Days' section, the vouchers are dispatched via third party affiliate agents 'Into The Blue' or 'Adventure 001' and are subject to separate terms and conditions.

Our operators have access to the online booking station during the office hours on our 'Contact Us' page which can be accessed at the bottom of this page. Any bookings made during these times will be processed on the day. Please do not use the online booking facility out of these times if you are trying to book an event for the next day. Any order made after 16:30 pm may not be picked up until the next working day. Any bookings made in these situations may not be processed in time, and you, therefore, may not be able to attend the event.

Our general terms and conditions apply to any corporate day booking with the addition that a signed sales agreement must be received before a date can be pre-booked and confirmed. The sales agreement is contractual and the full balance will be required by the stated time.

Regretfully under no circumstances can we cancel, refund or reschedule an experience or track day once a date has been booked, so please ensure you, or the person(s) you are buying the event for are able to attend the date chosen before you make the order. In some circumstances, it may be possible for our customer service team to contact the supplier to make an amendment to a booking but there will likely be an admin fee to do so. We cannot offer refunds or extensions on vouchers purchased under special offer or Black Friday/Cyber Monday deals. Refunds on unwanted standard-price vouchers can only be made to the person who purchased the voucher and will be paid via cheque or reverse transfer, minus the administration and processing fee. Unless redeemed or expired, vouchers can be transferred to a different person with written email permission by the purchaser.

After 14 days and up to 60 days, Vouchers can be cancelled and refunded minus a 25% admin fee as long as they have not been redeemed or have expired. After 60 days you are unable to get a refund but can exchange your voucher against another product on Trackdays.co.uk or one of our sister sites to the value of your voucher. The voucher pack will need to be returned before the refund of a pack can be authorised. Voucher packaging and postage costs are non-refundable. Vouchers used for auction/ competition winners cannot be refunded. Extension fees are non-refundable.

Should an event be cancelled or rescheduled due to reasons out of our control the provider will do their best to notify you as soon as possible and re-arrange a date. You are bound by the terms of the provider in this instance, of which details can be passed to you on request. In these circumstances, Trackdays.co.uk is unable to reimburse any expenses you may have occurred in relation to the cancelled event.

Refunds are processed once a week and if by reverse transfer usually clear within 3 - 5 working days.

Any Gift Voucher purchased on offer will often need to be redeemed before the end of a set date unless stated otherwise. After this date, the voucher will be cash value only until it expired and a top-up fee may be required to do the equivalent experience. Discount codes will only be applied to the main price of an experience or track day. Only one discount code can be used per transaction. Discount codes will not work for cash vouchers. The discount will only apply to the main product item. The postage and any upgrades/extras cost will not be discounted.

Black Friday Weekend

Spend and Save Discounts applies to purchases of own car and bike track day dates, driving experience and experience day vouchers on Trackdays across Black Friday Weekend and Cyber Monday inclusive only. Please do not try to use the codes before or after this time. Please also note that the discount does apply to products that may already be discounted, but does not work on cash gift cards and some specific vouchers.

We deliver our gift packs via Royal Mail 48 ®, which usually takes 3 - 5 working days, or via APC for Next Working Day Delivery. Orders made after 11am on a Friday and on weekends will be dispatched on the following Monday. Orders for same day dispatch through either of these must be made by 11am during our office hours, which can be found on the Contact Us page of our website. Due to the time of day our post is picked up, one full working day will be added to the estimated delivery time if you place an order after 11am. Please visit the news section of the website from the foot of the page to view the last dates for Christmas delivery.

Loyalty Vouchers - If you have a new personalised loyalty discount code supplied is only valid for the attendee name on the voucher card, it cannot be used to book anyone else for an event. This includes extra drivers and passengers. The code can be used for booking any UK track day on our website subject to availability. This voucher is non-refundable under any circumstances once the first track day booking has been made, before that the normal refund and cancellation terms apply.

Waiver Fees - some providers may offer an additional pay-on-the-day damage waiver fee. We advise our customers that purchase is not necessary in order to take part in the event. This will all be explained in the safety briefing.

All Trackdays.co.uk prices, unless stated, are inclusive of VAT and are correct at the time of entry. We reserve the right to change the price of any product without notice. In the unlikely event of a price error on the website, we reserve the right to refuse the booking if we are unable to fulfil it. When purchasing an experience day or own vehicle track day over the phone with a staff we assume you have read and agreed to our terms and conditions.

Calls to the Trackdays.co.uk booking line are recorded for staff training purposes, call recording is paused any time-sensitive information is given by phone. All of our providers are reputable companies within the trade and have been carefully chosen, however, the inclusion of an experience range does not mean that we guarantee the safety standards or satisfactory performance of any of our providers.

Our providers Public Liability Insurance will cover all attendees to Trackdays.co.uk events. Information for other insurance such as ‘Own Vehicle and personal accident cover can be located via the Insurance link.

We do not accept open wheel based cars on regular public track days unless the format says 'open wheelbase'.

Trackdays.co.uk reserves the right to change these terms from time to time without reference to customers.

Trackdays.co.uk is a division of Digital Sports Group Ltd.

View our Privacy Policy

Trackdays.co.uk is a division of the Digital Sports Group Ltd (DSG) network. Digital Sports Group LTD is a registered company in England (Company No. 06789563) and our registered office is at Digital House Threshelfords Business Park Inworth Road Feering, Essex CO5 9SE. When we refer to "DSG", "we", "our" or "us" in this policy we mean Digital Sports Group Ltd. The information below will help you understand the types of information we collect about you when you are browsing or shopping on any of the DSG websites or if you are making a purchase by phone. It will also explain how we use the data and what other parties may have access to it.

If you have any questions about how we handle your personal data that you cannot find the answer to below, please email [email protected].

A Brief Summary of why we Need your Data

As a booking agent, we, of course, need customer's personal data in order to fulfil a booking. Generally, this would only be the name, email address and phone number plus the delivery address if you order a gift pack. When a customer chooses to book a date, the information they provide us is passed to the supplier running the event in order to complete the booking and send the tickets/confirmation.

Other Reasons we May Use your Data are:

We may also use your data in order to provide a picture of our customer base such as looking at geographical trends and order history for purposes such as re-marketing and development of new services/products.

With your permission, we may email you regular newsletter emails about offers, competitions and other news related to our business. Customers who give us permission are referred to as 'opt-in' customers. It's important to know that you can opt out of receiving emails by clicking the 'unsubscribe' link present in any of our marketing emails.

We may refer to a recorded phone call in order to obtain information or evidence to fulfil and enquiry. We often listen to recorded calls for staff training purposes.

To invite customers to leave feedback reviews about our services. Our service providers for feedback reviews are Trustpilot, Ekomi, Feefoo and Google.

We may need to pass your details onto law enforcement for cases involving fraud or other criminal activity.

Before collecting any customer details via our purchase through our website, we first ask their permission by providing a tick box with a link to this page. The only other way we would obtain your personal information is if you voluntarily sign up to our marketing list without making a purchase.

What Data we Collect

We hold this information on admin system as an account record, this information includes:

• Contact Name
• Company Name (where applicable)
• Delivery Address
• Invoice Address
• Phone Numbers
• Email Address
• Details of your interactions with us by email, web chat, letter and by phone
• Copies of any documents you provide such as doctors notes/ driving licences etc
• Details of your shopping preferences
• Details of your visits to our websites
• Information gathered by the use of cookies in your web browser
• Any reviews and comments you submit
• To assist in delivering the best possible web experience, we collect technical information about your internet connection and browser as well as the country and telephone code where your computer is located, the web pages viewed during your visit, the advertisements you clicked on, and any search terms you entered

We use the information to enable us to interact with you, maintain customer service in regards to any bookings you make and for general correspondence. If you have opted into our mailing list we will send you regular emails about offers, upcoming events and any other news related to our business. This data is stored as it is necessary to maintain details of any bookings you make, the expiry date on any vouchers you purchase and to uphold your statutory rights. We never sell customer personal data to third parties.

If these details are not wholly yours and you submit them then this signifies that you comply with the new General Data Protection Regulation (GDPR) and you have made the persons aware of what you are doing with their data and they have given you permission for this.

What Data do we Share

Your details that are required to process an order are:

• Contact Name
• Company Name (where applicable)
• Email Address
• Contact Numbers
• Delivery Address

We only share data with third parties that are involved in or relate to the order process or buying experience, i.e the supplier running your event or one of our feedback review partners. Prior to the engagement of a third party supplier, we shall conclude with them a written agreement in the form of a questionnaire to make sure they are using appropriate technical and organisational measures that the processing will meet the requirements of the GDPR. Your data is passed to suppliers with the explicit permission to contact you only in regards to your order and they will not use it for any other means. Our customers have the right to receive a copy of Digital Sports Group's agreement with any supplier as regards the provisions related to data protection obligations. The fact that a customer has given consent to the Digital Sports Group's use of third-party suppliers is without prejudice for our duty to comply with the DPA.

International Transfer of Personal Data

We may share your personal data with external third parties such as email service providers and review companies acting as data processors based in the US. This will involve transferring your data outside the European Economic Area (EEA). We ensure your personal data is protected by requiring all third-party companies to follow the same rules when processing your personal data. These rules are called 'binding corporate rules'.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission
• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe
• Where we use service providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US

Payments

Whether you pay by phone, through the website or any other means, we do not store credit card details nor do we share customer payment details with any 3rd parties outside of our fulfilment and quality control processes. PayPal transactions are subject to the PayPal Privacy Policy which can be viewed on their website. When you are entering your payment information, the data is passed using advanced encryption technology.

Internet Orders

When you place an order on our website we pass your order information and contact details to our payment provider (currently PayPal) through an who process the payment on our behalf and provide us with confirmation that payment has been taken successfully.

Phone Orders

When placing an order over the phone the customer service agent will enter your card details directly into a secure payment page and the encrypted information is passed to PayPal who will then take payment on our behalf. During any call, the recording will be paused by the agent when the customer is reading out their card details. The agent will prompt the customer as to when they have turned off the recording.

Delivery

If you purchase a gift pack, the delivery information you give us is sent to DPD or Royal Mail to enable the delivery of the pack. They may contact you by phone, text or email to notify you of your order status. Your data is passed to them with the explicit permission to facilitate the delivery of your order only and they will not use it for any other means.

Our Suppliers

When a confirmation is being delivered directly to our customers from a supplier, we will provide the supplier with the email address, contact name and phone number along with the order number. Under our data processing agreement, they are only to use this within the realm of the order fulfilment, after which the data is not to be used in any other capacity. The data may be stored in order to provide historical proof of delivery and of the booking.

Quality Control

We invite customers to leave feedback on the service they have received from us, to enable us to do this we use various feedback companies such as Trustpilot, Ekomi, FeeFoo, Google and Yieldify. Your first name, email address and order reference could be passed to them with the explicit permission to facilitate you providing feedback on the service you have received from us and will not use it for any other means unless you opt into other communications with said third party.

Our management team may also directly email a customer to perform a spot check on the quality of service they have received; this is not part of any marketing mailing list.

Tracking Cookies

If you have enabled cookies we will use Google Analytics to track users journey on our website, this enables us to monitor what parts of the site are most popular, this only used for internal analysis and the data is not shared with any third parties.

Other

Data can be shared with undisclosed parties if so requested by order of the Court, regulatory body or law enforcement organisation.

Marketing

Email

We engage in direct email marketing with our customers. Customers that have opted in to direct email marketing agree to the processing of such things as open rates and visits to our website from said emails, this is to ensure we provide you with relevant offers and marketing. You may update your preferences or opt out from receiving marketing emails from us at any time by clicking the link at the foot of the emails.

Share

We never share your data with companies outside of Digital Sports Group for marketing purposes unless explicitly requested to better serve a customer on a single case basis. If you receive what you believe to be a marketing email from one of our suppliers please report it to a manager.

Communications

Email

We communicate details of your order to you via email, we will never include any of your personal financial information in this format with the exception of informing you that a payment has been successful or not or that a refund has gone through.

Webchat

We use Zendesk to facilitate a web chat service, conversations are stored by Zendesk on our behalf, users are given the option to submit their email address and name but this is not a requirement. If you do wish to submit your email and name then please check the privacy policy set out by Zendesk first.

Basket Save

If you submit your email address to have you basket saved, your email address is stored by Yieldify. This email address is only available to us and is not shared with any third parties. You can view the Yieldify privacy policy from their website.

Social Networks

Anyone is welcome to follow any of our social media pages including Facebook, Twitter, YouTube, Google Plus and Instagram. You will then see any posts we make in your news feed. We do not obtain or store any of your personal information from social media sites and you are agreeing to their terms and privacy policy if you sign up.

Phone

When calling us or if we call you in regards to a booking, enquiry or complaint the calls are recorded. These archives are kept securely on site and access to them is limited to authorised personnel only. Copies of calls are available upon request but there may be a charge.

Your Rights

Access

You have the right to request the personal data we hold about you and confirmation that your data is being processed. This is free of charge, however, a reasonable fee will be charged when a request is manifestly unfounded or excessive, particularly if it is repetitive. The fee is based on the administrative cost of providing the information as per ICO guidelines.

Rectification

You are entitled to have personal data rectified if it is inaccurate or incomplete, responses to these requests are to be responded to within one month. If the request for rectification is complex this can be extended by two months.

Right to be Forgotten

You have a right to erasure, however, this does not provide an absolute right to be forgotten. Individuals have a right to have personal data erased and to prevent processing in specific circumstances such as where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed. Should you request the right to be forgotten this would include personal data shared with third parties where it is not impossible and does not involve a disproportionate effort to do so. We are required to keep financial records for 6 years, this includes all event bookings and gift voucher purchases.

Email Retention Policy

We use Gmail email service and the Google Groups Platform to send and receive emails.

Emails Received

We operate a granular email retention policy based on the subject matter and attachment contained within each individual mail. Any unsolicited financial data that is received is immediately and permanently deleted.

Emails Sent

All of our outbound emails are encrypted during the sending process and copies are stored on our mail servers for a minimum of 30 days, this is dependant on the subject matter and attachments.

Updates to this Policy

This privacy policy may be updated from time to time to fall in line with general data protection regulation and data protection act. Such changes will be publicly advertised but not sent personally to any customers we have in our database. The latest version will always be available on this page and with a date to say when it was last updated. We will keep records of past versions so that you may request which version you agreed to.

This version of Trackdays (Digital Sports Group Ltd) Privacy Policy was updated 04/03/2020.