Quest Thoroughbreds Ltd

Privacy Notice

Last updated: February 2026

1. Who We Are

Quest Thoroughbreds Ltd is a racehorse ownership syndicate management company. We are registered in England and Wales (Company No. 15787618, VAT No. 473057488). Our registered address is Suite 26, New Mead Barn, Wickham Hall, Hadham Road, Bishops Stortford, Herts CM23 1JG.

Quest Thoroughbreds Ltd is the data controller for the personal information we collect and process about our members. This means we are responsible for deciding how we hold and use your personal data.

If you have any questions about this privacy notice or how we handle your personal data, please contact us at: office@questtb.co.uk

2. What Information We Collect

When you join a syndicate or purchase a share with Quest Thoroughbreds, we collect the following personal information:

• Full name
• Postal address
• Email address
• Telephone number
• Date of birth (required for syndicate registration with Weatherbys and the BHA)
• National Insurance number, or equivalent tax identification number for members resident outside the UK (required for syndicate registration and HMRC submission via Weatherbys)

3. Why We Collect Your Information and Our Lawful Basis

We collect and process your personal data for the following purposes:

Syndicate registration (Legal Obligation)

We are required to submit your personal details — including date of birth and National Insurance number (or equivalent tax identification number for non-UK residents) — to Weatherbys Bank as part of the syndicate registration process. Weatherbys submit this information to HMRC on your behalf. We are also required to register syndicate members with the British Horseracing Authority (BHA), which requires your date of birth. Without this information, we cannot register you as a racehorse owner. Our lawful basis for this processing is compliance with a legal obligation.

Syndicate administration (Legitimate Interests)

We use your name, address, email, and phone number to manage your syndicate membership, communicate with you about your horse(s), send updates, and manage payments and distributions. Our lawful basis for this processing is our legitimate interest in administering the syndicate and fulfilling our obligations to members.

Accounting and tax compliance (Legal Obligation)

We share relevant financial and personal information with our accountants, Streets Accountants, for the purposes of tax returns, company accounts, and regulatory compliance.

4. Who We Share Your Data With

We share your personal data with the following third parties, only to the extent necessary for the purposes described above:

• Weatherbys Bank — for syndicate registration and HMRC submissions (including date of birth and NI number / tax ID)
• British Horseracing Authority (BHA) — for owner registration (including date of birth)
• Streets Accountants — for accounting, tax, and regulatory compliance
• HMRC — via Weatherbys, for tax purposes

We do not sell your personal data to any third party, nor do we share it for marketing purposes.

5. How We Store and Protect Your Data

Your personal data is stored securely using the following systems and safeguards:

• Data is held in secure, cloud-based systems (Airtable and Google Workspace) with encryption in transit and at rest
• Access is restricted to a small number of named administrators on a need-to-know basis
• All administrator accounts are protected by two-factor authentication
• We regularly review who has access and remove permissions when they are no longer required
• We use AioDash (powered by Go High Level) as our CRM system for member communications and administration

6. How Long We Keep Your Data

We retain your personal data only for as long as necessary for the purposes for which it was collected:

• National Insurance numbers (or equivalent tax identification numbers): deleted from our systems once Weatherbys has confirmed your syndicate registration is complete. If you subsequently purchase a new share, we will ask you to provide this again.
• Date of birth: retained for the duration of your membership, as it may be required for further registrations with Weatherbys and the BHA. Deleted within six months of your membership ending.
• Contact details and membership records: retained for the duration of your membership and for a period of six years after your membership ends, in line with HMRC record-keeping requirements and limitation periods for legal claims.
• Financial records: retained for six years after the end of the relevant financial year, as required by HMRC.

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — you can request a copy of the personal data we hold about you
• Right to rectification — you can ask us to correct any inaccurate or incomplete data
• Right to erasure — you can ask us to delete your data where there is no longer a lawful reason for us to retain it
• Right to restrict processing — you can ask us to limit how we use your data in certain circumstances
• Right to data portability — you can request your data in a structured, commonly used format
• Right to object — you can object to processing based on legitimate interests

To exercise any of these rights, please contact us at office@questtb.co.uk. We will respond within one month of receiving your request.

8. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). You can contact the ICO at ico.org.uk or by calling 0303 123 1113. We would, however, appreciate the opportunity to address your concerns directly first, so please do contact us at office@questtb.co.uk in the first instance.

9. Changes to This Notice

We may update this privacy notice from time to time. Any changes will be communicated to members and the latest version will be available on our website at www.questtb.co.uk.

10. Contact Us

Quest Thoroughbreds Ltd

Suite 26, New Mead Barn, Wickham Hall, Hadham Road

Bishops Stortford, Herts CM23 1JG

Email: office@questtb.co.uk

Website: www.questtb.co.uk