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DATA PRIVACY POLICY

Introduction

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Newbury Road Club (NRC) provides organised activities for people of all ages interested in cycling in the Newbury and surrounding districts.

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​NRC is committed to protecting and respecting your privacy and complying with the principles of applicable data protection laws. This policy details how NRC handles, or intends to handle, your personal information on its website and systems. If you are under the age of 18, you must get your parent/guardian’s permission before you provide any personal information to us (as part of a Junior or Family membership). Please read the following carefully to understand how your information is collected, protected and used.​

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NRC operates or makes use of the following websites:

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  • ​https://newburyroadclub.co.uk/  - this is the primary website for the NRC Club. The main purpose of the site is to publish information about the club and its activities. The site is also used for registering and charging attendees to Time Trial events. This includes NRC members and other CTT members.

  • https://britishcycling.org.uk/ - NRC is affiliated to British Cycling and makes use of its services to register membership of the Club and to collect subscriptions for said membership. Such details are retained by British Cycling under their privacy policy and are not stored on the primary NRC website.

  • https://cyclinguk.org/ - NRC is affiliated to Cycling UK, which provides guidance and indemnity insurance to the club’s Ride Leadership and events team.

  • https://cyclingtimetrials.org.uk/ - NRC is affiliated to the CTT which is the National Governing Body for Time Trials in England, Scotland and Wales. Details of local events organised by NRC are published on our website, but event registration is not handled by our primary site.

  • https://spond.com/ - The Spond App and Website are used for registering attendees to Club  events via an NRC Group managed by the service. Members are asked to self-register via a Spond Club admin link or this can be performed by the General Secretary on their behalf;  this includes their own details, cycling preferences and emergency contact details to meet In-Case-of-Emergency (ICE) requirements.​

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​The primary website provides links to other relevant website and public social media site, which members are encouraged to make use of as appropriate to their interests:

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Personal information
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​This document interchangeably refers to you as a “Customer”, "User", "you" or "your", and this Website operator as "NRC", "we", "us" or "our". By accessing and using the Website and Services, you acknowledge that you have read, understood, and agree to be bound by the terms of this Agreement. This Policy does not apply to the practices of companies that we do not own or control, or to individuals that we do not employ or manage.

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​NRC holds information relevant to you on systems it manages and other systems managed by third parties. This includes information:​

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  • you provide as part of the process of becoming a member of the club. This information is stored on systems managed by British Cycling and by Spond (a Norwegian technology company based in Oslo), but which is accessed and subsequently processed by the NRC Subscriptions Secretary and other club officials on an as required basis.

  • from third parties where there is a clear lawful basis for sharing your information (for example, because you have registered for events via Spond)

  • collected about you as required by our governing bodies, e.g. CTT, C-UK or BC, in relation to events that you may enter

  • from social media accounts which are managed by NRC, but only where you have given us permission to use it (via a media consent form). For example, posts, pictures and video footage shared on sites such as Facebook, Twitter and Instagram

  • managed by NRC, such as if you subscribed to communications from our website

  • provided by you through general correspondence (e.g. email sent to you and your general interaction with them)

  • from optional surveys used for insight purposes to improve and provide more relevant activities to our membership.

  • contained in emails and other communications we have sent to you and your interaction with them.

  • contained in emails that you send to any of the email addresses used to administer the club and its activities.

  • pertaining from when you digitally interact with NRC via our website and the resources that you access, which may include the use of cookies (see our Cookie policy).​

  • We may also ask you for information when you report a problem, make a complaint or share a concern and, if you contact us, we may keep a record of that correspondence.

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How we process your personal information
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​NRC will use your personal information to:

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  • Provide you with information on relevant services or events that you request from us or which we feel may interest you, where we are legally entitled to do so

  • Enable you to join events, rides and group activities, and to facilitate participants to communicate with each other via the NRC group as part of that activity

  • Notify you about changes to our service

  • Gather statistics about our membership and people interested in and/or taking part in our activities

  • Segment your personal data to make sure that you only receive information that is relevant to you

  • Publish and maintain a comprehensive set of results and rankings for the sport of cycling (for example, publishing Time Trial Results in which you attended)

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​NRC will not use any of the personal information we collect from you to make automated business decisions. We will only use your personal information where we:

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  • Have your consent to do so

  • Need the personal data to perform a contract with you

  • Need to process your personal information for our legitimate interests and only where our legitimate interests are not overridden by your data protection interests or fundamental rights and freedoms

  • Have a legal obligation to collect personal information from you,

  • Need the personal information to protect your vital interests or those of another person (e.g. for health and safety in case of incident whilst riding or to otherwise safeguard members). This could involve passing details to other agencies e.g. to emergency services in case of serious incident or for the provision of accident reports to affiliated cycling organisations for subsequent investigation and/or insurance claim purposes.

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​The club may use anonymised information concerning member cycling interests, to improve relevance of rides and events for the membership.

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When and how we share information with others

We will share information about you with some of our suppliers who process data on our behalf to help us to provide services to you. We may also share your personal data with third parties that we work with where it is lawful for us to do so.

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Categories of organisation and purpose

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  • Hosting companies - to host the NRC website platforms (e.g. the NRC website) and associated databases to enable members to log in and/or interact with the website.

  • Email & Messaging companies - to send emails, SMS or IMs to our customers.

  • Equipment Suppliers - to provide club specific merchandise e.g. Kalas our club kit provider may be passed information to support the ordering process, where you have given permission for us to do so,

  • Social media companies (e.g. Facebook, Instagram) - to provide you with relevant social media posts.

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We will not provide your information to third party marketing agencies.

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Transferring personal data outside of the EU
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We do not envisage transferring any information about or relating to individuals to anyone who is located outside of the European Economic Area (EAA). However, on some occasions, the information we collect may be transferred to organisations who may operate server platforms, store and use such data at premises in other countries.

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Security of your information
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NRC will take all steps reasonably necessary including policies, procedures and security features to ensure that your data is treated securely and protected from unauthorised and unlawful access and/or use. Unfortunately, the transmission of information via the internet is not completely secure and any transmission is at your own risk.

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Where we have given you (or where you have chosen) a password which enables you to access certain parts of the website, you are responsible for keeping this password confidential. We ask you to keep this password secure and not to share it with anyone.

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Data storage and retention
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We will hold information about you in our data systems only for as long as we need it for the purpose for which we collected it and for a maximum of 24 months after the membership has lapsed, or for as long as our Governing Bodies require it to be kept under their regulations in respect of events you may enter.  Where we hold a history of Competitive Event results, Club Awards and Club Racing, your name, age category, gender and club name will be retained indefinitely.

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Your rights
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Data protection laws grant you, as a Data Subject, certain ‘information rights’, which are summarised below:

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  • Right of access to obtain a copy of information we hold about you.

  • Right of rectification or erasure - If you feel that any data that we hold about you is inaccurate, you have the right to ask us to correct or rectify it.

  • Right to restriction of processing of their personal data where they have a particular reason for wanting the restriction.

  • Right to Portability - You have a right to receive any personal data that you have provided to us in order to transfer it to another data controller where the processing is based on consent and is carried out by automated means.

  • Right to Object - You have a right to object to our processing of your personal data where the basis of the processing is our legitimate interests including but not limited to direct marketing and profiling.

  • Right to Withdraw Consent - You have the right to withdraw your consent for the processing of your personal data where the processing is based on consent.

  • Right of Complaint - You also have the right to lodge a complaint about any aspect of how we are handling your data

  • Right to Opt-out of Marketing Communications - You have the right to opt-out of marketing communications we send to you at any time.

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Changes to our privacy policy
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Any changes we make to this policy in the future will result in an up-issue to this document and the revised policy will be published on our website (https://newburyroadclub.co.uk).

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Contacting the Club
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If you wish to contact us about your personal data or exercise any of the rights described above please contact:

secretary.newburyroadclub@gmail.com

Newbury Road Club Privacy Policy, last updated: January 2024

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