1. About this Policy
1.1 This policy explains when and why we collect personal information about our members, how we use it, how we keep it secure and your rights in relation to it.
1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (ico.org.uk) . For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
2. Who are we?
2.1 We are Chase Trails. We can be contacted at [email protected].
3. The information we collect and why
(Note that we do not collect or record all information from every person)
|Type of information||Purposes||Legal basis of processing|
|Member’s name, address, telephone numbers, e-mail address(es) while a member and for up to 2 years after ceasing to be a member.||Managing the Member’s membership of the Club.||Consent. We will seek the Member’s consent on their membership application form and each membership renewal form. Members may withdraw consent at any time by contacting us by e-mail.
For the purposes of our legitimate interests in operating the Club.
|Date of birth / age related information.||Managing membership categories which are age related.||Performing the Club’s obligations with the Member.|
|Gender.||Provision of adequate facilities for members.||For our legitimate interests so we can provide suitable facilities for each gender.|
|Emergency contact details.||Contacting next of kin in the event of emergency.||Protecting a member’s vital interests and those of their dependants.|
|Some health information e.g. allergy, epilepsy etc.||To notify emergency services in the event of a medical episode.||Protecting a member’s vital interests.|
|Photos and videos of Members and their bikes.||Putting on the Club’s website and social media pages and using in press releases.||Consent. We will seek Member’s consent on their membership application and membership renewal form. Members may withdraw consent at any time by contacting us by e-mail.|
|Name and e-mail address of Club Officer.||Information published on Club’s website, in Club’s newsletter and other publications, as a
point of contact at the Club.
|For the purposes of our legitimate interests in operating and promoting the Club.|
4. How we protect your personal data
4.1 We will not transfer your personal data outside the EU without your consent except as set out in paragraph 5.2.
4.2 We have implemented practical standards of technology and procedures to protect personal data from loss, misuse, unauthorised alteration or destruction.
4.3 Please note that when you are exchanging information with us over the internet this can never be guaranteed to be 100% secure.
4.4 For payments we take from you online we will use a recognised online secure payment system.
4.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5. Who else has access to the information you provide us?
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in paragraph 5.2 below.
5.2 We may pass personal data to third parties who are service providers for the purposes of completing tasks and providing services to you on our behalf (e.g. to send you e-mails). We do this for the purpose of our legitimate interests in operating the Club. However, we disclose only the data that is necessary to deliver the service.
6. How long do we keep your information?
6.1 We will hold your personal data on our systems for as long as you are a member of the Club and for up to 2 years afterwards; or as long as it is in the Clubs’ legitimate interest to do so to comply with legal obligations.
We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data.
6.2 We will securely destroy all financial information once we have used it and no longer need it.
7. Your rights
7.1 You have rights under the GDPR:
- to access your personal data
- to be provided with information about how your personal data is processed
- to have your personal data corrected
- to have your personal data erased in certain circumstances
- to object to or restrict how your personal data is processed
- to have your personal data transferred to yourself or to another business in certain circumstances
7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner;
- Online: ico.org.uk/concerns
- By phone: 0303 123 1113
- By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
For more details, please address any questions, comments and requests regarding our data processing practices to [email protected]
Last Updated: 23rd May 2018.