PEDDLAMANIACS DATA PROTECTION PRIVACY NOTICE
Peddlamaniacs is a cycling club for adults and children. We are committed to protecting and respecting your and/or your child’s privacy. For any personal data you provide for the purposes of membership, Peddlamaniacs is the Data Controller under the applicable data protection legislation and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
What personal data we hold on you
We do not collect any personal information on a child without their parent’s consent. You may give us information about you and/or your child by filling in forms at a session or online, or by corresponding with us by phone, e-mail or otherwise. Personal data includes information you provide when you register with Peddlamaniacs or participate in discussions on social media sites. The information you give us may include your or your child’s name, date of birth, address, e-mail address, phone number, name of the British Cycling affiliated Clubs with which you are registered and sex (Rider’s Data). We may also ask for relevant health information, disability, or other data which is classed as ‘special category personal data’.
Why we need your personal data
The reason we need your Rider’s Data is to be able to administer your membership and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your or your child’s personal data is that we have a contractual obligation to our members to provide the services you are registering for.
Reasons we need to process personal data include:
For membership and club management
processing of membership forms and payments;
sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
club newsletter or e-shots promoting club activity;
publishing of race and competition results;
processing information held by and associated with membership of British Cycling (including using their authorised database system that is made available to registered clubs – e.g. the ‘Club Manager’ facility); and
recording of sporting achievements of club members may be retained in results, club records, minutes of committee meetings, newsletters, articles on the club website and print clippings (newspapers, magazines etc.) after the member has left Peddlamaniacs.
For training and competition entry
sharing personal data with club coaches or volunteers to administer training sessions and rider development awards;
sharing personal data to enter events;
sharing personal data with facility providers when arranging access; and
sharing personal data with leagues, county associations (and schools’ associations) and other competition providers for entry in events.
For funding and reporting purposes
sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;
analysing anonymised data to monitor club trends; and
sending an annual club survey to improve the club for its members.
Marketing and communications (where separate consent is provided)
sending information about promotions and offers from sponsors;
sending information about selling club kit, merchandise or fundraising;
providing you with information which we feel may interest you, where we are legally entitled to do so and within the context of the activities of a cycling club. This may be via a club newsletter and e-shots, email, text, phone, social media or sharing / notifying using various tools for information provision and coaching/training such as secure (invitation only) use of Google Drive, Drop Box, Strava and similar – overseen by the head Coach in liaison with parents or adult riders.
Any special category health data we hold on you is only processed for the purpose(s) of fitness/ health checks or passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.
On occasion we may collect personal data from non-members (e.g. any non-member participant who fills in a health disclaimer or form at a taster event). This information will be stored for 12 months after an event and then destroyed securely (apart from race results which will be kept for historical purposes). Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.
The club has the following social media pages: Instagram, Facebook, Twitter and members-only WhatsApp groups for different age groups or interests. All members are free to join these pages. If you join one of the social media pages, please note that the providers of the social media platforms have their own privacy policies and that the club does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.
From time to time at races and club events photographs may be taken of club members by individuals who may or may not be members of the club. These are often posted on social media platforms and may be posted on Peddlamaniacs’s website or may just be held by the taker.
Who we share your personal data with
As a British Cycling Affiliated Club, in the future Peddlamaniacs may opt to use BC’s Club Management tools (including the membership database). If so, this Privacy Notice will be amended to reflect this and members will be notified. Members are reminded that any personal data sharing and privacy arrangements of BC and other organisations are a matter between individual members and BC.
Peddlamaniacs does not supply any personal data it holds for this purpose to any other third party. Peddlamaniacs does not store or transfer your personal data outside of the UK.
How long we hold your personal data
We will hold your personal data on file for as long as you are a member with us. Rider data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after 2 months after an individual has ceased membership of Peddlamaniacs (apart from race results which will be kept for historical purposes). Your data are not processed for any further purposes other than those detailed in this policy.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the Peddlamaniacs. If you choose not to share your personal data with us we may not be able to register or administer your membership.
If you have any queries about data protection and your personal data please contact firstname.lastname@example.org heading your message: FAO: the Welfare Officer.