Red Kite Belles on Bikes
PRIVACY NOTICE
We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have shown an interest in the Red Kite Belles o Bikes, registered to become or are a member of our club.This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
References to we, our or usin this privacy notice are to the Red Kite Belles on Bikes
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we not required to do so, but our Secretary has overall responsibility for data protection compliance in our organisation. Contact details are set out in the "Contacting us" section at the end of this privacy notice.
1. PERSONAL INFORMATIONWE MAY COLLECT FROM YOU
Depending on whether you only ask to be added to our contact list or to ask become a member, you may initially provide us with or we may obtain personal information about you, such as information regarding your:
- personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
- date of birth;
- gender;
- membership start and end date;
- records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
- any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;
- records of your attendance at any events hosted by us;
- images in video and/or photographic form and voice recordings;
- details of next of kin, and emergency contacts;
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
- information about your health, including any medical condition, health and sickness records, medical records and health professional information; and
- biometric information about you, for example fingerprints, retina scans.
- the processing is necessary for reasons of substantial public interest, on a lawful basis;
- it is necessary for the establishment, exercise or defence of legal claims; or
- based on your explicit consent.
3. WHERE WE COLLECT YOUR INFORMATION
We typically collect personal information about our members when you apply to become a member of the Belles, when you ask to be added to our contact list, when you purchase any services or products we offer, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.
If you are providing us with details of next of kin, and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.
4. USES MADE OF THE INFORMATION
The list below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.
To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by you:
All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences
This is necessary to enable us to properly manage and administer your membership contract with us.
To arrange and manage any contracts for the provision of any services or products:
Contact details, transaction and payment information and records of your interactions with us
This is necessary to enable us to properly administer and perform any contract for the provision of any services and products you have purchased from us.
To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about membership, events, products and information about our commercial partners:
Contact details and marketing preferences
Where you have given us your explicit consent to do so.
To answer your queries or complaints:
Contact details and records of your interactions with us
We have a legitimate interest to provide complaints handling services to you in case there are any issues with your membership.
Retention of records:
All the personal information we collect.
We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club and in some cases we may have legal or regulatory obligations to retain records.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
The security of our IT systems:
Your usage of our IT systems and online portals
We have a legitimate interest to ensure that our IT systems are secure.
To conduct data analytics studies to better understand event attendance and trends within the sport:
Records of your attendance at any events or competitions hosted by us
We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.
For the purposes of promoting the club and our events:
Images in video and/or photographic form
Where you have given us your explicit consent to do so.
You will have a legal, contractual or other requirement or obligation to provide us with some of your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.
5. DIRECT MARKETING
Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information about events and other products and services we believe you may be interested in.
We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by emailing us at [email protected].
6. DISCLOSURE OF YOUR PERSONAL INFORMATION
We share personal information with the following parties:
- Any party approved by you.
- To British Cycling:to allow them to properly administer the sports on a local, regional and national level.
- The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
- Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
7. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.
8. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us, or the end of your membership. Exceptions to this rule are:
- Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
9. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
- the right to be informed about how your personal information is being used;
- the right to access the personal information we hold about you;
- the right to request the correction of inaccurate personal information we hold about you;
- the right to request the erasure of your personal information in certain limited circumstances;
- the right to restrict processing of your personal information where certain requirements are met;
- the right to object to the processing of your personal information;
- the right to request that we transfer elements of your data either to you or another service provider; and
- the right to object to certain automated decision-making processes using your personal information.
You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
10. COOKIES
Certain parts of our web site use "cookies" to keep track of your visit and to help you navigate between sections. A cookie is a small data file that certain websites store on your computer's hard-drive when you visit such websites. Cookies can contain information such as your user ID and the pages you have visited. The only personal information a cookie contains is information that you have personally supplied.
We use cookies on our web site to enable us to deliver content that is specific to your interests and gives us an idea of which parts of the site you are visiting and to recognise you when you return to the site. Reading cookies does not give us access to other information on your computer's hard-drive and our site will not read cookies created by other websites that you have visited.
You may refuse to accept cookies by activating the setting on your browser, which allows you to refuse the setting of cookies. If, however, you select this setting you may be unable to access certain parts of the site. Unless you have adjusted your browser settings so that it will refuse cookies, our system will issue cookies when you access the site.
11. CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
12. CONTACTING US
In the event of any query or complaint in connection with the information we hold about you, please email [email protected].
Version dated 28 April 2018