Terms of service

These terms are between My Racing Office (“My Racing Office”, “we”, “us”) and the trainer or business that creates a yard account (“you”). By creating an account you accept them, including the data processing agreement in Schedule 1.

1. The service

1. My Racing Office is online software for racehorse trainers: owner accounts and charges, monthly invoicing, horse records and documents, racing entries and declarations, and an owner app with updates and notifications.
2. Accounts are by invitation only. We may change or improve the service; we will give you at least 30 days’ notice of any change that removes a feature you rely on.
3. We aim to keep the service available at all times but do not promise uninterrupted access. We will tell you about planned maintenance in advance where we can.

2. Your account

1. You are responsible for everyone you give a sign-in to (your staff) and for keeping passwords secret.
2. You decide which owners, club members and other people you invite to the owner app, and what you share with them.
3. You must not use the service for anything unlawful, or try to access another yard’s data.

3. Your data

1. Everything you and your staff put into the service (“Your Data”) belongs to you.
2. We process personal data in Your Data only as your processor, on the terms in Schedule 1.
3. You can export your invoices at any time. When your account ends we delete Your Data as set out in Schedule 1.

4. Invoices and payments to you

1. Invoices are issued in your name, from your details. You are responsible for their content, including VAT.
2. Bank transfers go directly to your bank account. Card payments, if you switch them on, are taken by Stripe into your own Stripe account under Stripe’s terms. My Racing Office never holds your money.

5. Fees

1. The fees for the service are as agreed with you in writing.
2. We will give you at least 30 days’ notice of any change to the fees.

6. Third-party services

The service uses other providers, listed in Schedule 2, including The Racing API for racecard data. Racing data is provided as it is received; check entries and declarations against official sources before acting on them.

7. Liability

1. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything that cannot be limited by law.
2. Otherwise, we are not liable for indirect or consequential loss, or for loss of profits, revenue or business.
3. Our total liability in any 12 months is limited to the fees you paid us in that period.

8. Ending the agreement

1. You can close your account at any time by contacting us.
2. We can close your account with 30 days’ notice, or immediately if you seriously break these terms.
3. After closure we keep Your Data for 30 days so you can export it, then delete it, except where the law requires us to keep it.

9. General

1. We may update these terms; we will give you at least 30 days’ notice of material changes.
2. These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.
3. Contact: hello@myracingoffice.co.uk

Schedule 1: Data processing agreement

This schedule meets the requirements of Article 28 of the UK GDPR. You are the controller and My Racing Office is the processor of the personal data described below.

1. Instructions. We process the personal data only on your documented instructions, which are these terms and your use of the service, unless the law requires otherwise; if so, we will tell you first unless the law forbids it.
2. Confidentiality. Everyone at My Racing Office with access to the data is bound by confidentiality. Access is limited to what is needed to run, support and secure the service. Our site-wide admin view shows yards’ totals and settings, not owners’ personal details. We look at an individual’s details only to deal with a support request, or where the law requires it, and each support lookup is logged.
3. Security. We take appropriate technical and organisational measures, including encryption in transit (HTTPS), passwords stored only as salted hashes, separation of each yard’s data, private file storage with time-limited links, rate limits on sign-in, and restricted admin access.
4. Sub-processors. You give general authorisation for the sub-processors in Schedule 2. We will give you at least 30 days’ notice of any new sub-processor, and you may object. Each is bound by data protection terms no less protective than these, and we remain responsible for them.
5. International transfers. Where a sub-processor processes data outside the UK, we make sure an approved safeguard is in place, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
6. Helping you with rights requests. We help you respond to people exercising their rights, mainly through features in the service, and pass on any request we receive directly.
7. Breaches. We tell you without undue delay, and within 48 hours, after becoming aware of a personal data breach affecting your data.
8. Other help. We give reasonable help with data protection impact assessments and with the Information Commissioner’s Office where it relates to our processing.
9. End of the service. When your account ends, we delete the personal data within 30 days, after giving you the chance to export it, unless the law requires us to keep it. Backups are overwritten in their normal cycle.
10. Audits. We make available the information needed to show we meet these obligations, and allow reasonable audits on reasonable notice, no more than once a year unless there has been a breach.

Schedule 2: Sub-processors

Stripe is not our sub-processor: if you switch on card payments, you contract with Stripe directly. The Racing API receives only horse names and racing identifiers, not personal data. See also our privacy policy.