This document explains when and why we collect personal information about you; how we use it; and how we keep it secure and your rights.
Who we are
We are the Cycle Club Bexley and, for the purposes of the General Data Protection Regulation (GDPR) we are known as the ‘Controller’ of your personal information. You can contact us by writing to the Secretary, Gary Grayland, 67 Denver Road, Dartford DA1 3JU (or firstname.lastname@example.org).
The Cycle Club Bexley is committed to protecting and respecting your privacy and complying with the applicable data protection laws.
Collection of personal data
The Cycle Club Bexley may collect and/or create or otherwise obtain and process the following data about you:
- Information about you that you provide by completing a membership application form, whether a paper form or online via the C C Bexley website, www.ccbexley.com
- Information you provide when renewing your membership (by paper form or online)
- Information that you provide if you update your personal details on the C C Bexley website or by post.
- Information about you (primarily contact details) that you provide to the C C Bexley if you are an official or event organiser
- Information about your performances in our events and competitions including age records
- Information you provide if you report a problem or make a complaint and, if you contact us, we may keep a record of that correspondence.
- Information about emails and other communications we send you and your interaction with them.
- We may use a photograph of you taken at a time trial event whether competing or at the prize presentation to promote the activities of the C C Bexley (e.g. in the News Letter or website and social media, and press releases).
- We may share information with the CTT, British Cycling with regard to your participation and performance in events.
Uses made of your information
The C C Bexley will use your personal information to:
- Carry out our obligations arising from your membership ‘contract’ with the C C Bexley and for the purpose of our legitimate interests in operating the C C Bexley including contacting you by email, phone or post regarding your membership and renewal of membership
- Authenticate you when you register on the website and to present you with secure access to your membership information;
- Send you by post or email our Newsletter which is part of your subscription;
- To gather results and statistics about your participation in CTT and British Cycling events, competitions and record performances.
If you are a C C Bexley official, your contact details (name, postal address, telephone number and email address), will be published in the New letter and on the website. Such details may also be published in CTT and British Cycling websites and or their yearly handbooks.
If you are the organiser of a C C Bexley event your contact details (name, postal address, telephone number and email address), will be published in the CTT or British Cycling handbook and website. Such details may also be published on the C C Bexley website and Newsletter.
Lawful Basis for Processing
We will only use your personal information where we:
- Need the personal data to perform our membership ‘contract’ with you
- Have your consent to do so, in particular we will ask for your consent on your membership application/renewal to use your email address for correspondence.
- Need to process your personal information (primarily contact details) in your capacity as a C C Bexley official or event organiser;
- Otherwise need to process your personal information for our legitimate interests and only where our legitimate interests are not overridden by your data protection interests or fundamental rights and freedoms.
Control of your personal information
Your personal information is shared with the committee members of C C Bexley. We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
Retention of your personal information
We normally keep your membership information for a year after you have ceased to be a member of the C C Bexley. If, on leaving the C C Bexley, you wish to have your personal data deleted sooner than this, please contact us. Note that regarding time trials, records must be kept for 7 years in the event of an accident. A record of your involvement in C C Bexley activities (e.g. race results, records and trophies) may be held indefinitely as part of the Association’s history and archives.
Security of your personal information
The C C Bexley will take all steps reasonably necessary including policies, procedures and security features to ensure that your data is treated securely and protected from unauthorised and unlawful access and/or use, and in accordance with this notice. In order to prevent unauthorised access or disclosure, we have in place generally accepted standards of technology and operational security to safeguard and secure the information we collect.
Where we have given you (or where you have chosen) a password which enables you to access your personal details on the website, you are responsible for keeping this password confidential. We ask you not to share such a password with anyone.
Where any payments are being collected on our behalf, we require our payment providers to be compliant with the Payment Card Industry’s Data Security standards (PCI-DSS).
If in future we allow an organisation to process your personal information outside of the European Economic Area (for example to distribute postal or electronic communication), we will ensure that we create and maintain appropriate safeguards with those organisations so that your personal information is subject to the same standards and protections as when we are processing your personal information inside the European Economic Area.
IP addresses and cookies
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration. This is statistical data about our users’ browsing actions and patterns and does not identify any individual. For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive.
You have the right to request a copy of the information that we hold about you. If you would like a copy of your personal information, please email or write to us.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. We will promptly correct any information found to be incorrect.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
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. 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.