Legal
This notice explains what personal information Valenza Privé Ltd collects, why, how long we keep it, and your rights over it. We have tried to write it in plain words.
In short
Your details, what you book, the cars you tell us about, where your car is during a tour, and only with your consent anything about your health or your photograph.
To run your membership, the events and the tours you book, and to meet the law that governs a tour organiser.
Membership and tour records for six years, an unsuccessful application for twelve months, a guest’s dietary note for three days after the event.
A copy, a correction, a deletion, an objection, or a consent withdrawn: write to the directors at info@valenzaprive.com and we answer within one month.
The four lines above are a summary. The notice below is what applies.
Valenza Privé Ltd is the data controller. Our registered office and company number appear at the foot of this page. We are registered with the Information Commissioner’s Office. Questions about this notice should go to the directors at info@valenzaprive.com or at the address below.
Enquiries. Your name, contact details and anything you tell us in a message. We use this to reply to you. Our lawful basis is our legitimate interest in answering the people who write to us.
Applications. The application asks for your name and how you like to be addressed, your date of birth, your address, email and mobile number, your occupation and, if you wish to give it, your company; your cars, with their registrations and how long you have owned them; whether you hold a full driving licence, where it was issued and for how long, and your experience of driving abroad, of organised driving tours and of track days; any car clubs you belong to; the tours and kinds of event that interest you, and who you usually travel with; a few words on why you would like to join; the Instagram, Facebook, TikTok and LinkedIn profiles and the motoring forum name you choose to give; who introduced you or how you heard of the club; and anything else you would like us to know. We do not ask about convictions, penalty points, insurance history or DBS certificates. We use this to assess membership and to reply to you and, if you are accepted, to set up your membership from it, so that nothing has to be given twice. Our lawful basis is that these steps are taken at your request before entering into a contract. Unsuccessful applications are deleted after twelve months. Any support or access needs are given after acceptance, on your own profile, with your explicit consent, and have no bearing on the decision.
How an application is assessed. A director reads every application and records the decision in their own name. If we need to know more, we write to you with our questions, and your answers are kept with your application. We may check that what an application says broadly corresponds with public information, and look at public conduct in the motoring communities and the public profiles you name, for behaviour towards others. This is open-source research of material you have made public; we do not open anything private, and we never consider race, nationality, sex, sexual orientation, gender reassignment, disability, religion, pregnancy, political opinion, family circumstances or financial standing. Where that research is done by software, it produces a summary and the links it rests on for the directors to read, and no decision is made by software alone. Every letter we send you about your application, and any reply you give, is kept with it.
Membership. Your contact details, payment records, membership history and the events and tours you attend. We use this to run your membership and the club’s programme. Our lawful basis is the performance of our contract with you, and our legitimate interest in running a members’ club. We keep membership records for six years after membership ends, for accounting and legal reasons.
Event bookings. Names of those attending, contact details and vehicle details for parking. Lawful basis: contract.
Tour bookings. In addition to the above, passport and driving licence details where a hotel or authority requires them, next of kin, and insurance details. Lawful basis: contract, and our legal obligations as a tour organiser. Tour records are kept for six years after the tour.
Where your car is, on a tour. Each car on a tour carries one of the club’s radios, and the radio reports its position to the road team during the driving day, so that the team can find a car that has stopped, strayed or lost the party. The positions are seen only by the road team and used only for the safety of the party and the running of the day: never to time anyone, never to judge a speed, and never shared outside the club. Lawful basis: our legitimate interest in the safety of everyone on the tour and, in an emergency, your vital interests. The positions are deleted thirty days after the tour, unless they belong to an incident, when they are kept with the incident’s record. You may also share your phone’s position with the road team from Road mode in the members’ area, for the same reason. It is off until you turn it on, it is sent only while that page is open, and only your latest position is kept, never a trail; only the road team sees it, and it is deleted when you stop sharing, when you leave the party, or when the tour ends, whichever comes first. A report you send from the road through the members’ area carries your phone’s position at that moment, for the same reason, and is kept with the report. A warning you send to the rest of the party (police, a hazard, a car stopped, slow traffic) carries your first name and your phone’s position at that moment; the party on that tour sees it for half an hour, and it is deleted when the tour or recce ends. To tell which country a warning comes from, the position alone, without your name, is looked up on a public map server.
Dietary, access and medical information. We ask for this only so that we can cater and care for you properly. Because some of it is special category data, we hold it only with your explicit consent, which you may withdraw at any time. A member’s details are kept on their profile until they remove them or leave the club; details a guest gives for a single event are deleted three days after it. Dietary and access details are shared only with the venue or hotel that needs them, and medical details only with the club team looking after you and, if ever needed, the emergency services.
Photographs and film. We take photographs at events and on tours. We publish an image in which you can be recognised, in any club publication or on this site, only with your consent, which we ask for when you book a tour and you may change on your profile. Without it, images of you stay in the club’s private archive, and we delete any of them if you ask.
This website. Forms on this site send their contents to us by email and store a copy with our website provider. We count visits to the site ourselves, without cookies: when a page opens, our server notes the page, roughly where the visit came from (for example Instagram, a search engine or a link we have shared), the kind of device and the country, and keeps nothing that could identify you. Your internet address is used only to tell the country, and is not stored. When you send us a form, we note in the same way where you came to the site from (for example Instagram, or a link we have shared), and keep that with what you sent, so that we know which of our posts and links bring people to the club. The site sets no analytics or advertising cookies. The only cookies it uses keep a member signed in and remember the palette a member or a director has chosen, and none is set until you sign in or choose one.
Members may keep a record of each car in the members’ area: service entries, invoices and photographs they upload, warranties, costs and anything they choose to note, alongside the vehicle records the DVLA and DVSA hold for that registration. Invoices can carry a member’s address and payment details. These records are the member’s own, held so that the member can see and use them, and can be read only by the member, by the club’s directors and staff, and by anyone working with the club to whom a director has opened the garage records. We do not verify, interpret or share them. Where a member chooses to have an invoice read so that the entry is filled in for them, that one document is sent to Anthropic, the provider of the reading service, which does not use it to train its models and holds it for no more than thirty days; the member checks the entries it drafts and none is recorded until they save it, though any of the car’s own details the document prints and the member has left blank, such as its VIN, colour or engine size, are added to the car’s record at once, where the member can change them. A member can download the whole file at any time, delete any entry, and the file is deleted with the car when the member removes it and with the account when the member leaves the club.
Members may put insurance documents on file in the members’ area before a tour: a certificate, a schedule or policy wording, or their insurer’s written confirmation of cover. These can carry an address, a date of birth, claims history and sometimes details of motoring convictions, which the law treats separately from ordinary personal data. We hold them so the member can see, quoted from their own document, any passage about organised events, and so the club has the insurer’s confirmation on file for the tour. When a document is added it is also sent to Anthropic, the provider of the reading service, which does not use it to train its models and holds it for no more than thirty days, so that a short note can be written for the club’s directors alone on what the document says that bears on a tour: where the cover applies and for how long abroad, the classes of use, who may drive, and any exclusion for organised events. The note never records convictions, penalty points or claims, is not advice to anyone, and is deleted with the document. We do not interpret a policy for a member, we do not tell anyone whether they are covered, and we do not share these documents with anyone else. They can be read only by the member, by the club’s directors and staff, and by anyone working with the club to whom a director has opened the members’ records. They are deleted automatically ninety days after the tour they were uploaded for, or thirty days after the cover expires, or a year after upload, whichever comes first, and a member can delete them at any time. Uploading is optional.
Hotels, venues, caterers and other suppliers, to the extent needed to provide what you have booked. Our payment provider, accountants, insurers and, for tours, the bank that holds the club’s trust account. Our website, email and booking software providers, who act on our instructions. We do not sell or rent personal information, and we do not share it with anyone for their own marketing.
Where a tour requires personal information to be provided to a hotel or supplier outside the United Kingdom, we send only the information necessary to fulfil the booking. Where UK data-protection transfer rules apply, we use an applicable UK adequacy regulation, appropriate contractual safeguard or other lawful transfer mechanism.
Messages about your bookings, payments, safety and the members’ charter are part of membership and always come.
Members also receive club news by email: dates, invitations and the occasional story from the road, about the club’s own tours, events and shop. We send it because you joined the club, as the rules on electronic marketing allow a club to write to its own members about its own similar offers. You can say no when you join, untick it on your profile at any time, or use the link in any message, and nothing more is sent. We never send marketing on behalf of anyone else.
Anyone who is not a member receives club news only if they have asked for it, by joining the updates list.
You may ask for a copy of the information we hold about you, ask us to correct it, ask us to delete it where we no longer need it, object to our use of it, and withdraw any consent you have given. Write to the directors at info@valenzaprive.com or at the address below. We answer within one month. If you are not satisfied with our response you may complain to the Information Commissioner’s Office at ico.org.uk.
Information is held on password protected systems with access limited to the directors and the staff who need it. Paper records are kept locked. Passport and licence details are deleted as soon as the tour they were collected for has ended.
Valenza Privé Ltd, registered in England and Wales, company number 17472063. Registered office: 167-169 Great Portland Street, Fifth Floor, London, W1W 5PF. Registered with the Information Commissioner’s Office as Valenza Prive Limited, registration number ZC255543. This notice was last reviewed in October 2026.
