Privacy Policy
Last updated 8 September 2026.
This policy explains what personal data Exeter Formula Student (XRacing and XElectric) collects through this website, why we collect it, and what rights you have over it. We are a student motorsport society at the University of Exeter. We try to collect as little personal data as possible, and only what we need to run the society.
Who we are
Exeter Formula Student (XRacing / XElectric) is a student society at the University of Exeter, operating under the University of Exeter Students' Guild. For the purposes of data protection law, we act as the data controller for the personal data described below.
What we collect
When you apply for membership through our join form, we ask you for:
- Your first and last name
- Your University of Exeter email address (we only accept @exeter.ac.uk addresses)
- Which team you're joining, XRacing or XElectric
- Whether you have prior driving, mechanical, or business/publicity experience, and anything else you choose to tell us about it
- A photo, screenshot, or PDF showing proof that you've paid your membership fee by bank transfer
That last one deserves a specific note: a bank transfer screenshot can sometimes show other details beyond the transaction itself, such as your account balance or other recent payments. Please crop or cover anything you'd rather not share before uploading — we only need to see the transfer to us. We don't ask for your card details, your bank login, or your account number.
Our exec committee's own names, roles, and contact emails are published on this site so members and prospective members know who to contact. If you join the exec committee, we'll ask you separately before publishing your details.
Our hosting providers (Supabase and our web host) automatically log standard technical information for security and reliability — things like IP address and browser type — the way virtually all websites do. We don't use this for tracking or analytics, and this site does not use analytics or advertising cookies. See our Cookies Policy for details.
Why we collect it, and our legal basis
We use your name and email to create and administer your membership, including contacting you about it. We use your proof of payment to confirm your fee has been paid and match it to the right team, since XRacing and XElectric share one bank account. We use your experience answers to help committee members place people in suitable sub-teams.
Our legal basis for processing this data is your consent, which you give by ticking the consent box on the join form, and our legitimate interest in running the society efficiently (for example, keeping basic records of who has paid). You can withdraw consent at any time by contacting us — see "Your rights" below.
Who has access
Your membership application is visible only to committee members with an admin login to our system — not to the public, and not to other applicants. Your name, role, and email are published on the public site only if you sit on the exec committee.
We use Supabase to store this data (database and file storage) and to manage committee login accounts. Supabase processes data on our behalf under its own data processing terms. We have not independently verified the exact server region for our project at the time of writing this policy — if that matters to you, ask us and we'll confirm it.
How long we keep it
We keep membership records for the season they relate to, and for a reasonable period afterwards for our own records (for example, in case of a dispute over payment). If a committee member deletes a membership entry from our system, it is moved to a separate, restricted "deleted" area rather than being immediately destroyed, so genuine mistakes can be undone. You can ask us to permanently erase your data at any time — see below.
Your rights
Under UK data protection law, you have the right to:
- Ask what personal data we hold about you, and get a copy of it
- Ask us to correct inaccurate data
- Ask us to permanently erase your data (we'll do this unless we have a good reason to keep it, such as an unresolved payment query)
- Object to or restrict how we use your data
- Withdraw consent at any time
- Complain to the Information Commissioner's Office (ICO) if you think we've mishandled your data
To exercise any of these, contact us at formulastudent@exeter.ac.uk.
Changes to this policy
If we change what data we collect or how we use it — for example, if we add analytics or a new third-party tool — we'll update this page and, if the change is significant, make that clear on the site.
Contact us
Questions about this policy or your data: formulastudent@exeter.ac.uk.