Privacy and Cookies Policy

Last Updated: September 2025

Scope of this Policy

UpStream Media Ltd is committed to protecting your privacy. This Privacy and Cookies Policy (“Policy”) explains the types of personal data we collect, how and why we collect and use it, when and why we share it with other organisations, and your rights and choices regarding your personal data.

This Policy applies when you use our services (“Service(s)”) by accessing our website at https://www.themotorbikeshow.com (the “Website”), streaming content via the Website, or contacting us about our Services. Our Website may contain links to third-party websites operated by other organisations with their own privacy policies. You should review these policies carefully, as we are not responsible or liable for third-party websites.

The Data Controller is UpStream Media Ltd (“we” or “us”), who determines the purpose and manner of processing your personal data. We may update this Policy periodically, and you should check it occasionally to stay informed of the latest version.

The Kind of Information We May Hold About You

When you access our Services, you may provide:

  • Personal details (e.g., name, title, postal and billing addresses, email addresses, phone numbers, date of birth).

  • Payment information (e.g., debit/credit card details, bank details).

  • Account login details (e.g., username, password).

When you browse our Website, we may collect:

  • Purchase information (e.g., what you bought, when, where, and how you paid).

  • Online browsing behaviour on our Website, or advertisements (including those on third-party websites).

  • Technical information from your device (e.g., IP address, device type, operating system, unique device identifiers, browser type, broad geographic location such as country or city).

When we communicate or you participate in promotions, competitions, surveys, or questionnaires, we may collect:

  • Personal data provided during contact (e.g., name, username, contact details) via phone, email, post, or social media.

  • Details of emails or digital communications we send that you open, including clicked links.

  • Responses to customer surveys or questionnaires.

We may also use personal data from third-party data suppliers, online media channels, or our Service Providers, where permitted by law.

How Your Personal Information Is Collected

We collect personal data you voluntarily provide, such as when you:

  • Register an account.

  • Place an order or subscribe to a service.

  • Sign up for marketing communications.

  • Submit enquiries.

We explain why we need your personal data at the point of collection. We also collect data automatically when you visit our Website to understand visitor behaviour, including through cookies and similar tracking technologies. For details on cookies, including how to manage them, see our Cookie Notice.

Our Use of Your Personal Data

We process your personal data for the following purposes:

  • Creating and managing accounts to provide personalised services.

  • Presenting our Website effectively on your device.

  • Sending newsletters, information, products, or services you request or that may interest you (where you have consented or based on legitimate interests).

  • Fulfilling contracts (e.g., processing orders, payments, or refunds).

  • Verifying application authenticity.

  • Handling communications, including via social media.

  • Promoting customer interactions and engagement.

  • Notifying you of service changes.

  • Gathering and analysing feedback via surveys.

  • Analysing customer behaviour to improve our Services.

  • Customising our Website and newsletters based on your preferences.

  • Resolving disputes.

  • Detecting and preventing illegal or undesirable activities.

  • Training staff to improve service quality.

Our legal bases for processing include:

  • Contract: To fulfil agreements with you (e.g., delivering Services, processing payments).

  • Consent: For specific purposes, such as marketing communications (you may withdraw consent at any time).

  • Legitimate Interests: For our commercial interests, such as operating and improving our Services, marketing, analysing customer behaviour, handling disputes, preventing fraud, and staff training (unless your rights override these interests).

  • Legal Obligation: To comply with laws (e.g., tax or reporting requirements).

For example:

  • Account creation and payment processing rely on contract.

  • Newsletters may rely on consent (opt-in required) or legitimate interests for existing customers (with an opt-out option).

  • Fraud detection and website analytics rely on legitimate interests.

If we rely on legitimate interests, these include operating our Services, improving customer experience, marketing, fraud prevention, and staff development. We will clarify additional legitimate interests where relevant.

Using Your Personal Data for a Different Purpose

We use your personal data only for the purposes for which it was collected, unless we reasonably consider another purpose compatible with the original. If we use your data for an unrelated purpose, we will notify you and explain the legal basis. We may process your data without your knowledge or consent where required or permitted by law (e.g., for law enforcement requests).

Protecting Your Personal Data

We implement appropriate technical and organisational measures to prevent unauthorised access, loss, or misuse of your personal data, including:

  • Site access controls: Restricting access to premises where data is processed.

  • IT access controls: Limiting access to authorised personnel.

  • IT security controls: Using encryption, pseudonymisation, and secure storage.

  • Policies and procedures: Enforcing data protection and IT security protocols.

We limit data access to personnel with a legitimate business need. While we strive to secure your data, internet transmission is not entirely secure, and we cannot guarantee the security of data sent online. If you have concerns, please contact us.

If a data breach occurs that is likely to risk your rights and freedoms, we will notify you and the Information Commissioner’s Office (ICO) within 72 hours, as required by law.

We may transfer personal data outside the UK to countries or organisations (e.g., service providers or our staff) where adequate protections are in place, such as:

  • Countries with UK adequacy decisions (e.g., EEA countries, as per the UK’s adequacy regulations).

  • Use of the UK International Data Transfer Agreement (IDTA) or UK Addendum to EU Standard Contractual Clauses.

  • Binding corporate rules or other approved mechanisms.

Sharing Personal Data with Service Providers and Other Organisations

Service Providers

We share personal data with carefully selected Service Providers who perform functions on our behalf (e.g., customer care, payment processing, IT services, order fulfilment). We share only the data necessary for their services, and they are contractually obligated to:

  • Protect your data with appropriate security measures.

  • Process data only per our instructions, not for their own purposes.

Other Organisations

We may share personal data:

  • If required by law or a public authority.

  • To establish, exercise, or defend our legal rights (e.g., fraud prevention).

  • During negotiations, sale, or transfer of our business or rights, where the receiving organisation may use your data as described in this Policy.

How Long We Use Personal Data For

We retain personal data only for as long as necessary for the purposes outlined, including legal, accounting, or reporting requirements. Retention periods depend on the data’s amount, nature, sensitivity, purpose, and legal obligations. For example:

  • Account data is retained while your account is active and for a reasonable period after (e.g., for legal or tax purposes).

  • Marketing data is kept until you unsubscribe or after a set period of inactivity (2 years).

When no longer needed, we delete or anonymise your data. If deletion is not immediately possible (e.g., in backup archives), we securely store and isolate it until deletion is feasible. Anonymised data may be used without further notice.

Your Data Protection Rights

Under the UK GDPR, you have the following rights:

  • Access: Request a copy of your personal data.

  • Rectification: Correct inaccurate or incomplete data.

  • Erasure: Request deletion where no compelling reason for processing exists.

  • Restriction: Request suspension of processing in certain cases.

  • Objection: Object to processing based on legitimate interests (e.g., marketing).

  • Data Portability: Request transfer of data you provided to another party.

  • Withdraw Consent: Withdraw consent for specific processing at any time.

  • Automated Decision-Making: Not be subject to decisions based solely on automated processing (e.g., profiling) that significantly affect you (if applicable, we will inform you of such processes).

  • Opt Out of Marketing: Unsubscribe from marketing communications at any time.

To exercise these rights, contact us (details below). We will respond within one month, though complex requests may take longer (we will inform you if so). No fee is usually required, but we may charge a reasonable fee or refuse unfounded or excessive requests.

You may also complain to the Information Commissioner’s Office (ICO) at https://ico.org.uk/ if you are dissatisfied with our handling of your data. We encourage you to contact us first to resolve any issues.

Cookie Notice

We use cookies and similar technologies to collect data (e.g., browsing behaviour, device information) to improve our Services and deliver targeted advertising. We obtain your consent for non-essential cookies (e.g., analytics, advertising) via a cookie banner, where you can manage preferences. Essential cookies, necessary for Website functionality, do not require consent. For details on cookie types, purposes, and how to manage them, please review our Cookie Notice.

How to Contact Us

For questions or to exercise your rights, contact us at:

  • Email: info@themotorbikeshow.com

  • Mail: UpStream Media Ltd, No 1 Smiths Square, 77-85 Fulham Palace Road, London. W6 8JA