Data Privacy Policy

1. About this Policy

1.1
This policy explains when and why we collect personal information
about our members, how we use it and how we keep it secure and your rights in relation to it.

1.2
We may collect, use and store your personal data, as described in
this Data Privacy Policy and as described when we collect data from you.

1.3
We reserve the right to amend this Data Privacy Policy from time
to time without prior notice. You are advised to check our website at https://www.weavervalleycc.org.uk regularly for any amendments (but amendments will not be made retrospectively).

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
(www.ico.gov.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 Weaver Valley Cycling Club. We can be contacted at
Dunkerry, Gibb Hill, Antrobus, Northwich, Cheshire CW9 4HU.Telephone: 01606 891400.

3. What information we collect and why.

Type of information	Purposes	Legal basis of processing
Member’s name, address, telephone numbers, e-mail address(es).	Managing the Member’s membership of the Club.	For the purposes of our legitimate interests in operating the Club.
The names and ages of the Member’s dependants	Managing the Member’s and their dependants’ membership of the Club	For the purposes of our legitimate interests in operating the Club.
Emergency contact details	Contacting next of kin in the event of emergency	Protecting the Member’s vital interests and those of their dependants
Date of birth / age related information	Managing membership categories which are age related	For the purposes of our legitimate interests in operating the Club.
Gender	Provision of adequate facilities for members. Reporting information to Weaver Valley Cycling Club.	For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender. For the purposes of the legitimate interests of Weaver Valley Cycling Club to maintain diversity data required by Sports Councils.
Photos and videos of Members whilst engaging in Club activities.	Putting on the Club’s website and social media pages and using in press releases.	Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.
Bank account details of the member or other person making payment to the Club	Managing the Member’s and their dependants’ membership of the Club, the provision of services and events.	For the purposes of our legitimate interests in operating the Club.
The Member’s name and e-mail address, whilst a current member and for up to a year after ceasing to be a member of the Club	Passing to Weaver Valley Cycling Club for Weaver Valley Cycling Club to conduct surveys of Members and former members of the Club. See paragraph 5.3 below.	For the purposes of our legitimate interests in operating the Club.
Name, e-mail address and telephone number of each Club Officer	Information published on Club’s website, in Club’s newsletter and other publications, in the Club’s marketing materials and made available to Weaver Valley Cycling Club, in each case as a point of contact at the Club	For the purposes of our legitimate interests in operating and promoting the Club
Name, e-mail address and telephone number of each Club committee member	Information published on Club’s website	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.

4.2
We have implemented generally accepted standards of technology
and operational security in order to protect personal data from loss, misuse,
or unauthorised alteration or destruction.

4.3
Please note however that where you are transmitting information
to us over the internet this can never be guaranteed to be 100% secure.

4.4
For any payments which we take from you online we will use a
recognised online secure payment system, provided by your bank, the bank used by Weaver Valley Cycling Club, or by the utilisation of a payment gateway through British Cycling.

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
the table above or in paragraphs 5.2 and 5.3 below.

5.2
We may pass your personal data to third parties who are service
providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters, send mailings if necessary, book hotels for club events etc). We do this for the purpose of our legitimate interests in operating the Club and for performing our contract with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (subprocessors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.

5.3
We may also pass your personal data to Weaver Valley Cycling Club
for the purposes of carrying out surveys when it is in the legitimate interest
of the club and Weaver Valley Cycling Club to do so. Weaver Valley Cycling
Club may use third parties to carry out the surveys but disclose only the
personal data that is necessary for the third party to do so and will have a
contract in place that require the third party to keep your information secure and not to use it for their own purposes.

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 as long afterwards as it is in the Clubs’
legitimate interest to do so or for as long as is necessary to comply with our
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 except that we
will retain your personal data in an archived form in order to be able to
comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.

6.2
We 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:

(a) to access your personal data

(b) to be provided with information about how your personal data is processed

(d) to have your personal data erased in certain circumstances

(e) to object to or restrict how your personal data is processed

(f) 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:

https://ico.org.uk/concerns/

0303 123 1113.

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 our Secretary at secretary@weavervalleycc.org.uk.

If you have any queries, questions or comments on the information contained in this document, kindly contact Weaver Valley Cycling club at 01606 891400 or chairman@weavervalleycc.org.uk.

Weaver Valley Cycling Club Responsibility Statement:

The information contained in this Guidance represents Weaver Valley Cycling Club’s interpretation of the law as at the date of this edition. Weaver Valley Cycling Club takes all reasonable care to ensure that the information contained in this Guidance is accurate and that any opinions, interpretations and guidance expressed have been carefully considered in the context in which they are expressed. However, before taking any action based on the contents of this Guidance, readers are advised to confirm the up to date position and to take appropriate professional advice specific to their individual circumstances.