PRIVACY POLICY
Charity Bike Rides is aware that you care how information about you is used and shared by us. We recognise and appreciate your trust in us to do that carefully, sensitively and appropriately.
BACKGROUND
This Privacy Policy describes how your Personal Information [collectively referred to as your Personal Data] is collected, used, and shared by Charity Bike Rides. It includes information about our use of Cookies.
By visiting www.charity-bike-rides.net ["Site"] and/or by entering any of our Events ["Events"], you agree to our collection and use of your Personal Data, as described in this Policy.
If you have any questions concerning your Personal Data and how we collect, use or look after it, please contact our Information Officer
1 OUR PROMISE
As well as having a legal obligation, we are genuinely committed to protecting your privacy. We treat all the information that we collect and that you give us with great care.
We make every endeavour to comply fully with the Data Protection Act 1998, the Privacy and Electronic Communications [EC Directive] Regulations 2003 and other relevant legislation, including the EU General Data Protection Regulation [GDPR].
We promise to do our utmost to:
Be clear about why we need to collect your Personal Data and what we use it for;
Make it as easy as possible for you to tell us how you would like us to keep in touch with you;
Only collect the Personal Data we need to make sure we deliver the best service to you.
We promise to never:
Sell, give, exchange or share your Personal Data to any other organisation for the purposes of marketing.
We promise to always:
Take good care of your Personal Data, and make sure it is up to date, safe and secure at all times;
Make sure that any suppliers or partners who carry out work on our behalf meet the same high standards that we adhere to when handling your Personal Data.
In short, we care for your Personal Data as if it were our own.
2 PERSONAL DATA WE COLLECT
We collect personal identification information from Users in a variety of ways, including, but not limited to, when Users visit our Site, subscribe to a newsletter, enter an Event, and in connection with other activities, services, features or resources we make available on our Site.
Users may be asked for their name, email address, home address, phone number and credit card information. We only collect personal identification information from Users if they voluntarily submit such information to us.
We refer to this information as “Identification Information”.
When you visit the Site, we automatically collect certain information about your device. This includes information about your web browser, IP address, time zone, and some of the cookies that are installed on your device.
Additionally, as you browse the Site, we collect information about the individual web pages or products that you view, what websites or search terms referred you to the Site, and information about how you interact with the Site.
We refer to this automatically-collected information as “Device Information”.
We collect Device Information using the following technologies:
“Cookies”
are data files that are placed on your device or computer through your Web browser and often include an anonymous unique identifier. They enable our systems to recognise your browser and so to provide rich shopping features such as recommend products and loyalty discounts, as well as enable items to remain in your Shopping Basket between visits. Cookies can be disabled; however, by doing so you may not be able to make purchases through our Site. For more information about cookies and about how to disable cookies, visit http://www.allaboutcookies.org.
“Log files”
track actions occurring on the Site, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.
“Web beacons”, “tags”, and “pixels”
are electronic files used to record information about how you browse the Site.
When you enter an Event, we collect certain information from you, including your name, billing address, home address, company or charity you are riding in support of or on behalf of, payment information [including credit card numbers and if appropriate PayPal information], email address, and phone number. Financial information is stored by the secure payment system, Shopify Payments, and is never held or seen by us.
We refer to this information as"Event Participation Information".
When you subscribe or update your details or your communication preferences on one or more of our Mailing Lists [referred to as “Our Mailing List”], and additionally when you create or update Your Account, we collect certain information from you.
This includes your name, address, email address, and phone number.
We refer to this information as “Subscriber Information”.
If you create or access a Private Member’s Account] [referred to as “Your Account”] during the process of registering or attempt to register for an Event, we collect certain information from you, including your name, address, email address, and phone number.
We refer to this information as “Account Information”.
When we talk about “Personal Data” in this Privacy Policy, we are talking about Identification Information, Device Information, Account Information, Subscriber Information and Event Participation Information.
You can choose not to provide us with some of the information we request. However, as a result, you may not be able to enter our Events.
By submitting your information to us, you consent to the use of that information as set out in this Privacy Policy.
If you are submitting any other person's personal information to us [for the purpose of reserving a place in an Event or any other purpose] you are responsible for ensuring that you have their permission.
3 HOW DO WE COLLECT AND USE YOUR PERSONAL DATA?
Device Information:
We collect Device Information by working with third parties.
These include WIX, Shopify and Google Analytics.
For example, charity-bike-rides.net is hosted on the Wix.com platform and our reservation and payment channel is hosted on the Shopify.com platform. Additionally, we obtain Device Information by using Google Analytics and by using applications available through WIX and Shopify.
Such information includes information about visits to our Site.
We collect and use this information in order to:
provide our service to you by offering products and/or services;
improve our service to you by better understanding how people use the Site;
screen for potential risk and fraud [in particular, your IP address];
and more generally, to improve and optimize our Site [for example, by generating analytics about how our customers browse and interact with the Site, and to assess the success of our marketing and advertising campaigns].
It is important to note that the third parties referred to above have their own policies regarding how they collect and store information.
Their own specific practices are not covered by this Privacy Policy.
You are recommended to refer directly to the third parties’ Privacy Policies on their own websites.
The following links are provided to help you to do so. Please note, we cannot accept any responsibility for any aspect of these links or the websites to which they lead.
Shopify: https://www.shopify.com/legal/privacy
WIX: https://www.wix.com/about/privacy
Google: https://www.google.com/intl/en/policies/privacy
The different information types:
Identification | Account | Subscriber | Event Participation
Your information is provided to us by you via a range of means including online form submission, Shopify Payments, Google Forms or email.
We collect and use this information in order to:
enable you to enter an Event
[including processing your payment information, collecting information necessary to enable you to take part in the Event, and providing you with information in connection with your entry in the Event];
manage and administer our business generally in relation to Events;
review and improve Events;
run and administer Events.
Additionally we may collect and use this information in order to:
resolve any problems with your Account;
screen our Orders for potential risk or fraud;
carry out reasonable administration of your customer details;
provide you with marketing information in accordance with your marketing preferences
[see "How we use your personal data for Marketing and Communications"];
comply with applicable national laws;
and more generally, fulfil the contract we have with you.
We may send out email newsletters from time to time to inform subscribers about products and services supplied by us.
You can subscribe to email newsletters if you so wish at any time.
All personal details relating to email newsletter subscriptions are held securely and in accordance with relevant Data Protection legislation.
No personal details are passed onto third parties. Email newsletters may contain tracking facilities within the actual email.
Subscriber activity is tracked and stored in a database for future analysis and evaluation.
Such tracked activity may include the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity.
This information is used to refine future email newsletter content and make it more relevant to subscribers. In compliance with relevant legislation, subscribers are given the opportunity to unsubscribe at any time.
The process for doing so is detailed at the footer of each email newsletter.
If you register for an Event, you will provide us with a certain amount of personal information which we will process for the purpose of administering the Event. For example, if appropriate we will pass on your personal details to the charity you have chosen to support and if necessary other suppliers directly associated with the operation of your chosen challenge.
We will not sell, rent or otherwise share your personal details with any unrelated third parties.
4 LAWFUL BASIS FOR OUR USE OF YOUR PERSONAL DATA
The lawful bases for processing people’s information are set out in Article 6 of the General Data Protection Regulation [GDPR].
The lawful basis we rely on for processing your Personal Data is:
Contract: the processing of your data is necessary to provide a service to you at your request. The service we provide to you will usually be that of enabling your participation in an Event[s] but may additionally consist of us making available to you a range of products and/or services.
Third parties
We work with third parties including WIX, Shopify and Google Analytics to enable us to provide our service to you.
For example, we use WIX to host and enable our Website and Shopify to process reservations and payments.
Additionally, to better tailor our services to our customers' needs, we use applications on WIX and Shopify, plus Google Analytics to collect non-identifying and aggregate information in order to help us understand how our customers use the Site and so help us improve our service to you.
Such third party services have their own policies regarding how they collect and store information and their practices are not covered by this Privacy Policy.
You can read about how Google uses your Personal Data here:
https://www.google.com/intl/en/policies/privacy
You can opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout
5 SHARING YOUR PERSONAL DATA
We do not sell, trade or rent your Personal Data to anyone else.
We share your Personal Data with third parties to help us to provide our service to you, in the ways that we have described above.
We may share generic information with advertisers and other reputable parties; for example, we may tell advertisers which areas of the site have received the most customer traffic overall, or more specifically, how many customer types have visited certain pages.
We do not disclose the identifying information of individual users to advertisers or other parties as above.
We may share your Personal Data:
In order to comply with applicable laws and regulations, to respond to any lawful request for information we receive, or to otherwise protect our rights; or
With a supplier or contractor engaged to carry out services on our behalf, such as administration of Events, payment handling, or services related to our Events. Any Data used by such third parties will be used only to the extent required by them to perform the services that we request.
Any use for other purposes is strictly prohibited.
Any Data that is processed by third parties must be processed within the terms of this Policy and in accordance with the Data Protection Act 1998 and GDPR.
We only work with trusted suppliers who treat your Personal Data as respectfully as we do and in accordance with the requirements of the Data Protection Act 1998 and GDPR.
Our Site may contain links to other websites that are outside our control and are not covered by this Privacy Policy.
If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their own privacy policy.
If you are a European resident, please note that your Personal Data may be transferred outside Europe.
6 SECURITY OF YOUR PERSONAL DATA
We are committed to protecting your privacy and have security measures in place to prevent unauthorised access to and disclosure of your personal information.
We will only hold your Personal Data for as long as reasonably necessary to carry out services and administer your relationship with us.
Typically this is two years since your last interaction with us, unless you ask that we dispose of your information or we are required to hold it longer for legal or taxation reasons.
If we dispose of your information, it will always be done securely.
We regularly review our measures to ensure they are as far as reasonably possible up to date and in line with latest developments.
However, data transmitted via the internet or by email cannot be 100% secure.
As a global environment, transmitting data to us may take place outside the European Economic Area.
We will take every reasonable precaution to keep your information safe but it cannot be guaranteed and so please be aware that any information you do transmit to us is at your own risk.
Once we have received your Personal Data we will use our best efforts to ensure its safety within our network, which sits within the European Economic Area.
Furthermore, you have the responsibility of keeping safe your password[s] for, if you have one, your Private Member’s Account [and if appropriate any other parts of our Site] and not sharing your password with anyone.
Your Personal Data could be at risk if you do not keep your password[s] safe.
7 YOUR RIGHTS
Under data protection law, you have rights including:
Your right of access - You have the right to obtain a copy of the information we hold about you.
The easiest way to access this information is to request that we provide it.
This is called a Subject Access Request.
The ICO provide useful information on their website about how to do this.
You are not required to pay any charge for exercising your right in this regard.
Please send your Subject Access Request to our Information Officer
Your right to have incorrect information corrected and the right to object to further processing of your Personal Information for direct marketing.
Your right to request that your data be deleted from our records at any time.
To request that your data be deleted by us,
please contact our Information Officer
We will ensure that your data is securely deleted within 5 business days of receiving such a request.
Please note, if you delete your Account or ask us to cease to process your personal details this may affect your ability to take part in any Events you have a place reserved for, or any other current contract we have with you.
Please refer to our Terms and Conditions to find out more about this.
You have the right to:
Rectification - To ask us to rectify Personal Data you think is inaccurate.
This includes asking us to complete Personal Data you think is incomplete.
Erasure - To ask us to erase your Personal Data in certain circumstances.
Restriction of processing - To ask us to restrict the processing of your Personal Data in certain circumstances.
Object to processing - To object to the processing of your Personal Data in certain circumstances.
Data portability - To ask that we transfer the Personal Data you gave us to another organisation, or to you, in certain circumstances.
8 COOKIES
Cookies are involved in the use of many websites and our Site is no exception.
You can choose to enable or disable Cookies in your web browser.
By default, your browser will accept Cookies, however this can be altered.
For further details please consult the help menu in your browser. Disabling Cookies may prevent you from using the full range of Services available on the Site.
You may delete Cookies, however you may lose any information that enables you to access the Site more quickly.
9 THIRD PARTY COOKIES
To make it easy for you to use and share our Site, we may embed features from other websites such as Facebook, Twitter and certain other relevant sites. Browsing the Site may place cookies from these third party websites on your computer.
We have no control over these cookies so it is not always possible to list them, and they are liable to change without notifying us.
Please note that if we refer to companies, organisations or bodies and enable access to their websites directly from our Site, each company, organisation or body operates its own policy regarding the use of Personal Data and cookies.
If you have a particular concern about the way your data will be used, you are advised to read the Privacy Statement on the relevant website.
In addition to these policies your personal data is protected in the UK by the Data Protection Act 1998 and GDPR.
We will only process any data we hold about you in a lawful and fair manner.
We will keep your data securely to prevent unauthorised access by third parties. Your Personal Data may have to be disclosed if we are required to disclose it by law, or as a result of a lawful request by a governmental or law enforcement authority.
10 PUBLICITY
By participating in our Events, you are agreeing that you may feature in visual and/or audio recordings made by us as the Event Organiser, our sponsors, agents or partners while you are participating.
You also agree that all rights attached to such recordings belong to us as the Event Organiser.
Please note, our Events take place in public spaces and on public roads. Content including visual and/or audio recordings such as photographs [which may feature yourself] may therefore be collected during Events by media agencies and members of the public that we do not control.
The collection of visual and/or audio content by such third parties is thus outside our control and you must communicate with those third parties directly if you have concerns about use of their content in which you may feature.
11 MARKETING AND COMMUNICATIONS
Whether or not you receive marketing information from us will always be your choice.
You can change your mind at any time, and we will keep your preferences up to date. We aim to limit the number of marketing communications we send you [we don’t want to send you too many!].
However, we also wish to send you sufficient information so that you do not miss out on Events you may like to take part in.
We will only contact you for marketing purposes by telephone or text message [SMS] if you have told us we can.
We will only contact you by email if you have told us you would like to hear from us this way, or to provide you with necessary information about Events in which you have a place reserved.
Every email will have a link to help you unsubscribe if you wish to stop this.
You can also stop any or all of these communications at any time by contacting our Information Officer
12 HOW TO COMPLAIN
If you are unhappy about how we have used your data, please complain to our Information Officer.
If you are still unhappy about how we have used your data after we have responded to your complaint, you can complain to
the Information Commissioner’s Office [ICO]
The ICO’s address is
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
ICO Helpline number: 0303 123 1113
13 CHANGES OF BUSINESS OWNERSHIP AND CONTROL
Charity Bike Rides may, from time to time, expand or reduce its business.
This may involve the sale of certain divisions or the transfer of control of certain divisions to other parties.
Data provided by Users will, where it is relevant to any division so transferred, be transferred along with that division and the new owner or newly controlling party will, under the terms of this Policy, be permitted to use the Data for the purposes for which it was supplied by you.
In the event that any Data submitted by Users will be transferred in such a manner, you will be contacted in advance and informed of the changes.
When contacted you will be given the choice to have your Data deleted or withheld from the new owner or controller.
14 INTERNATIONAL PRIVACY
The above privacy statement applies to the United Kingdom and may not be applicable in other countries of visitors or users.
15 CHANGES
We will update this Privacy Policy as we deem necessary from time to time or as may be required by law and in any event no less often than once per year.
Changes will be immediately posted on our Site.
You are deemed to have accepted the terms of the updated Policy on your first use of the Site following the changes.
You have the right to ask us to cease to process your Personal Data at any time. If you do so, we will comply as soon as is reasonably possible.
Please note, if you ask us to cease to process your Personal Data this may affect any live orders you have with us or any current contract we have with you. Please refer to our Terms and Conditions to find out more about this.
Please do let us know if your details have changed.
Our Terms and Conditions explain your responsibility for ensuring the Personal Information we hold about you is accurate and up to date.
OUR CONTACT DETAILS
If you have any questions about this Privacy Policy and your rights regarding our use of your Personal Information, please contact our Information Officer
For broader advice and guidance, please contact the data protection regulator, the Information Commissioner’s Office [ICO]:
The Information Commissioner
Wycliffe House | Water Lane | Wilmslow | Cheshire | SK9 5AF
Phone Number: 01 625 545 700
This Data Privacy Policy is dated: 13 January 2022
2024
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