Privacy Policy
The Forty Plus Cycling Club (the ‘club’) is committed to protecting and respecting your personal data.
Data Protection
The club does not have to register under the General Data Protection Regulation (GDPR), as we are an organisation that does not make a profit to enrich others. Nevertheless, we conform to the requirements of the Act
Lawful basis for processing data
The lawful basis for processing data is ‘legitimate interest’. All the personal data is provided by members. Processing of data is for maintaining membership such as subscriptions, disseminating club news/information, distribution of the club magazine Signpost, providing services such as club badges/clothing and insurance when requested via Cycling UK. The club does not participate in any marketing activities involving member’s data. Data processing is limited to that necessary for the day to day management of the club.
MEMBERSHIP RECORDS
The Forty Plus Cycling Club (the ‘club’) is the data controller and Membermojo is the data processor.
Personal Data held
Processed personal data includes:
- Identity Data including Membership Type (single/joint), First Name, Last Name, Date of Birth, Contact No’s, Club Section(s) associated with (and in some cases level of interest).
- Contact Data including; home address, email address and telephone numbers, preferred Signpost delivery method
- Processed Data includes: Section you ride with. Membership type. Start of membership date, calculated date when honorary status due, date of last renewal, next subscription due date, last donation paid.
- Financial Data such as credit/debit card details are not held by the club or Membermojo. Payment will be using Paypal, STRIPE or cheque.
We may disclose your information to any Officers of the club, Section Secretaries, club ride group organisers, and club event organisers and to our suppliers for the purpose of club administration and activities. We may disclose your information to the extent that we are required to by law, legal proceedings or for the purpose of fraud prevention. We do not participate in sharing membership data involving marketing activities.
Security of Membership Data
Club Membership Data is held within the Membermojo system. This data is encrypted for transmission over the internet. See Membermojo for their Privacy Policy.
Retention of Membership Data
(unless a member requests the right to erasure):
Club membership last known details of current and past members will be kept indefinitely.
Records for membership subscriptions will be retained for 10 years within the Membermojo system.
Exercise of Member Rights in respect of Membership Data
Right of access and rectification:
Members with internet access and an email address can access their Membership Data through the secure Membermojo link. This link also enables them to update their personal details if they wish to change or correct any errors. Members changing their contact phone number or email address should also notify their Section Secretary to ensure that they continue to receive notice of club activities.
Members without internet access or an email address or their email address has changed, will have to contact the membership secretary direct, establish their identity and advise any changes or corrections to their details. Personal details and any revisions will be posted to their address. See contact details at the end of this document.
Right to data portability: This can be arranged, if required in a csv format.
Right for erasure of data also known as right to be forgotten: If requested, this will immediately stop reminders for membership renewal, notification of club activities, receipt of club news and receipt of the club magazine Signpost.
PERSONAL DATA OUTSIDE MEMBERMOJO
With the exception of posts made by individual members, the club is the data controller and the service provider is the data processor.
Contact Data, Communications and General Administrative Records Basic member contact data (name, email, and phone) and communications are held on a variety of club and personal systems (email, phone, and social media) so that members can be contacted about club activities. The club holds administrative records for the activities that it organises, e.g., attendance and participation in club activities.
Where the club organises activities or services involving a third-party provider, the club may collect personal data needed for that specific activity from members and share it with the service provider, e.g., menu choices and allergen information for lunch pre-orders on a ride or catered event, sizing and preferences for club kit or for cycle hire. Such data may be collected using a shared spreadsheet (e.g., Google sheet) or social media account (e.g., WhatsApp chat) and be visible to other members of the club in addition to the supplier.
General administrative records and communications relating to individual members are retained for a maximum of 2 years. Financial transactions, contract, legal and sensitive correspondence (e.g., member issues and grievances) may be retained for 7 years after the last activity on the topic. Records of club committee, general meetings and emails containing club news and information are retained indefinitely.
For lapsed members contact data and associated communications are retained for a maximum of 2 years after an individual’s membership lapses, unless they request prior deletion. Contact data and associated communications with prospective members are retained for a maximum of 2 years after last contact.
Internal Publications and Albums
The club publishes a quarterly newsletter ‘Signpost’ featuring articles and photos of club activities contributed by members, sections and officers of the club. Members can download an electronic version (pdf) of Signpost upon publication. Back issues are made available on the public website approximately 3 months after publication to members. Any requests for redaction prior to external publication should be made by writing to the Signpost Editor and Club Webmaster.
In addition to Signpost, the club may also share news and information about the club via email and social media to club members. Some sections maintain an electronic photo / video album of club activities which is made available to members. Members who do not want to appear in internal publications should email their Section Secretary and the Signpost editor.
The club retains internal publications and albums indefinitely. Whilst publications like Signpost cannot be changed retrospectively, members can request deletion of their data from online repositories such as photo albums.
Notwithstanding our responsibilities as a club, any individuals who are sensitive about their image appearing in club communications are advised to stand aside when photos or videos are being taken on club activities and make clear that they do not wish to appear in them.
Social Media
The club makes use of social media, notably WhatsApp, for internal communications and to enrich the life of the club. The following personal data is revealed to other members of the chat group: member name / handle and mobile phone number.
Members are responsible for the posts that they make and are advised: not to reveal any sensitive personal data about themselves or others; and not to share content likely to cause harm or distress to other members. If any member feels that inappropriate content has been posted, they should notify the administrator of the chat group as soon as possible – some platforms allow administrators to remove inappropriate posts made within a time limit (e.g., 48 hours) but deletion is much harder once that limit has passed. Even if the administrator is able to delete the offending post(s) from the chat group, there is no technical means for them to delete content downloaded by members prior to its deletion from the chat group.
Members shall not make public, use or make available for external use any personal data revealed through club communications and social media accounts without consent of the individual(s).
The club does not use its email or social media to promote commercial products or services, but may on occasion share information about cycling-related activities likely to be of interest to members (e.g., charity cycle events) or personal cycling items being sold by members.
Social media chat groups may include both club communications and member chat about other topics. Members have the right to opt out of communications outside the club’s lawful basis (see above) – members wishing to exercise this right should contact their Section Secretary to ensure that they continue to receive the information they need to participate in club activities.
RWGPS / Strava
RWGPS: Members can optionally enrol as members of the club’s Ride With GPS (RWGPS) account. The following personal data is captured upon enrolment from the member’s personal RWGPS account: first name, last name, display name, and email address. Member Managers on the club’s RWGPS account can view this information, add tag(s) indicating Section affiliation, and set privileges governing access to RWGPS features when using the club account, e.g., ability to create and edit routes in the club library.
The club’s RWGPS route library is open to the public, but only designated Route Managers can add routes or upload photos. Route Managers can also see who has modified routes in the club library.
Strava: Some Sections have Strava pages that allow participants to share details of recent activities and view a leaderboard. Members signup by responding to an invitation from one of the administrators and may leave at any time. All personal data is sourced from participants’ Strava accounts – none is sourced or maintained by the club.
Club Web Site
The club has a website to attract new members, provide information on forthcoming activities, and news about the club. Personal data published on the site comprises: names and contact details for club officers and others who have agreed to act as points of contact; names of ride leaders; group photos illustrating club activities; and blogs about recent activities. Members requiring deletion or correction of personal data on the website should contact their Section Secretary or the Club Webmaster.
GENERAL PROVISIONS
Exercise of Member Rights
Club members enjoy rights of access, rectification, portability, and erasure of their personal data. Many requests are best handled locally and the most appropriate people to contact are identified above, but if necessary they may be addressed to the Club Webmaster (contact details below).
Restrictions on use of Personal Data
Members are not permitted to make public, use or make available for external use any personal data revealed through club communications and social media accounts without consent of the individual(s).
Website and Cookie Policy
Generally the website for fortypluscc.co.uk is open to all. No accounts or passwords are required for viewing any published part of the website and using the web forms. Officers of the club require accounts and passwords to carry out maintenance and updating activities.
Access to Membermojo membership details will be using the members email address in a two-step process or email address and password .
Cookies and Web Beacons
Use of cookies & tracking pixels
Our Website uses cookies and tracking pixels. We use cookies and tracking pixels to gather information about your computer for our services and to provide statistical information regarding the use of our Website. Such information will not identify you personally – it is statistical data about our visitors and their use of our Website. This statistical data does not identify any personal details about you whatsoever.
We may also gather information about your general Internet use by using a cookie file and/or a tracking pixel file. Where used, these cookies and tracking pixels are downloaded to your computer automatically and stored on the hard drive of your computer. A tracking pixel is not stored on your computer. They help us to improve our Website and the service that we provide to you.
All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular parts of our Website. Where we work with advertisers on our Website, our advertisers may also use cookies and/or tracking pixels, over which we have no control. Such cookies and/or tracking pixels (if used) would be downloaded or displayed respectively once you click on advertisements on our Website.
Routine Information Collection
Google Analytics is used to track site statistics and user demographics,. This information includes, but is not limited to, IP addresses, browser details, timestamps and referring pages. None of this information can personally identify specific visitors to this site. The information is tracked for routine administration and maintenance purposes, and lets us know what pages and information are most visited and therefore useful and helpful to visitors.
Any tracking done by Google through cookies and other mechanisms is subject to Google’s own privacy policies.
Third party websites
Our website includes links to third party websites and we have no control over their privacy policies.