Privacy policy

Macclesfield Wheelers (‘the club’ or ‘we’) is committed to protecting and respecting your privacy. For any personal information you provide for the purposes of your membership, the club is the Data Controller and responsible for collecting and using it in a fair, lawful, secure and transparent way.

1. Your personal information

You may give us personal information when you:

  • complete an online or paper form when you become a member or join an event we organise

  • buy club kit from us

  • correspond with us, for example by phone or email, or

  • participate in discussions on our website or social media pages.

The personal information you give us may include your name, date of birth, residential address, email address, phone number, sex and emergency contact details. It may also include sensitive personal information about your health.

2. Why we need to hold your personal information

We need to collect and use your personal information to fulfil our contractual obligation to you to provide the services you sign up for when you become a member, including:

  • processing your membership application and any subscription payment for that membership

  • processing any other payments you might make, for example if you buy club kit from us or third party insurance through us

  • organising club activities

  • enabling ride leaders and other club officials to call someone in case of accident or emergency, and

  • publishing the results of races and other competitions.

We won’t collect and use your personal information for any purposes other than administering your membership and providing membership services to you.

You don’t have to share your personal information with us. If you choose not to, we may not be able to process your membership application or administer your membership.

3. Social media

The club maintains a Facebook page (public page), a Facebook members’ group, a Facebook Messenger racing group and a Twitter account, which you are welcome to use. The providers of these social media platforms have their own privacy policies and the club does not accept any responsibility or liability for them. Please check the providers’ policies before you submit any personal information on the club’s social media pages.

4. Who we share your personal information with

If you buy third party insurance from Cycling UK through the club, we will share your personal information with Cycling UK.

If you are a member of British Cycling, we will share your personal information with British Cycling, providing you have agreed this with British Cycling.

You can find out more about the privacy policies of Cycling UK and British Cycling by contacting these organisations directly.

We use a third party provider, WebCollect, to maintain our membership database.

We will not share your personal information with any other third party.

5. How long we hold your personal information

We will hold your personal information for as long as you remain a member of the club and securely destroy it no later than four years after your membership ceases.

6. Your rights

You have the following legal rights under data protection laws in relation to your personal information.

6.1 Accessing personal information

You can ask our Membership Secretary for a copy of your personal information. You can log in to your WebCollect account and view and amend your own personal information at any time.

6.2 Withdrawing consent

Where we’ve asked for your consent to use your personal information, you’ll always have the right to withdraw such consent. Please contact our Membership Secretary if you want to do this. If you withdraw your consent, we may not be able to provide certain services to you. If this is the case, we’ll tell you at the time you ask to withdraw your consent.

6.3 Correcting or erasing personal information

You can ask us to:

  • correct any information about you which is incorrect

  • erase your personal information if you think we no longer need to use it for the purpose we collected it from you

  • erase your personal information if you have either withdrawn your consent to us using your information (if we originally asked for your consent to use your information), or exercised your right to object to further legitimate use of your information, where we have used it unlawfully or where we’re subject to a legal obligation to erase your personal information.

We may not always be able to comply with your request, for example, if we need to keep using your personal information in order to comply with our legal obligation or where we need to use it to establish, exercise or defend legal claims.

6.4 Restricting our use of personal information

You can ask us to restrict our use of your personal information in certain circumstances, for example, where:

  • you think the personal information is inaccurate and we need to verify it

  • our use of your personal information is not lawful but you do not want us to erase it

  • the personal information is no longer required for the purposes for which it was collected but we need it to establish, exercise or defend legal claims, or

  • you have objected to our use of your personal information but we still need to verify if we have overriding grounds to use it.

We can continue to use your personal information following a request to restrict its use if we have your consent to use it; or you need to use it to establish, exercise or defend legal claims, or we need to use it to protect the rights of another individual, company or organisation.

6.5 Objecting to use of personal information

You can object to any use of your personal information which we have justified on the basis of our legitimate interest, if you believe your fundamental rights and freedoms to data protection outweigh our legitimate interest in using the information. If you object, we may continue to use the personal information if we can demonstrate that we have compelling legitimate interests to use the information.

You can also object to use of your personal information for direct marketing purposes. We do not presently use your personal information for direct marketing purposes.

6.6 Requesting a transfer of personal information

You can ask us to provide your personal information to you in a structured, commonly used, machine-readable format, or you can ask to have it transferred directly to another data controller (for example another cycling club).

You may only exercise this right where we use your personal information in order to perform a contract with you, or where we asked for your consent to use your personal information. This right does not apply to any personal information which we hold or process based on our legitimate interest or which is not held in digital form.

6.7 Complaining to the Information Commissioners Office

If you’re not happy with the way we’re handling your personal information, you have a right to make a complaint with the Information Commissioners Office (ICO) at any time. Please attempt to resolve any issues with us before contacting the ICO.

7. Updating this policy

We expect to update this privacy policy from time to time. You will always be able to read the most recent version on our website.

8. Any questions

If you have any questions about this privacy policy or how to exercise your rights or wish to submit a subject access request, please contact our Membership Secretary at alison.l@macclesfieldwheelers.org.uk.