We are the Cheltenham & Tewkesbury Cycling Campaign, a group of individuals who connect together to improve the experience and access to cycling in Gloucestershire. Our website (cyclecheltenham.org.uk and via cycletewkesbury.org.uk) provide a place for us to share updates and content that we hope is helpful to others. We are committed to protecting and preserving the privacy of members and visitors when visiting our site and communicating with us. Our privacy policy explains how we seek to ensure this happens.
Our contact details
Name: Chair (Currently Andre Curtis), Secretary (Currently Chris Chiswell)
Address: 63 Shurdington Rd, Cheltenham GL53 0JG
E-mail: secretary at cyclecheltenham.org.uk
The type of personal information we collect
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name and contact details for you and any other family members)
- Record of attendance at formal events organised by us (for example, participation in led rides)
- Details about your campaign membership (for example, how long you have been a member, payments you have made to the campaign)
During cycle surveys and events, we may also collect publicly observable information, such as routes taken, visible characteristics and images of those travelling through a survey location, as is permitted under UK law.
We may also take photographs or video of you with your specific prior consent in other settings, for example to share your story in a news article.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Administering campaign activities and managing your membership
- Sending you information about the campaigns activities which you have expressed an interest in
- Understanding the membership and activity of those who are connected to the cycling campaign.
- Delivering the objectives and functions of the campaign
- Understanding how our website is accessed, and improving the services we offer through it (please see our website for separate privacy information for cyclecheltenham.org.uk. We do not link your membership details to any general website activities).
We use the information that you have given us in order to connect you with the activities of the cycling campaign, to support the delivery of our campaigning activities, and to manage your membership.
We may share this information with;
- Organisation(s) chosen by the committee of the cycling campaign to deliver essential functionality for management of our memberships, such as hosting our membership database and services on the internet. (Currently Heart Internet)
- Organisation(s) chosen by the committee of the cycling campaign to deliver essential functionality for communicating with you and administering our mailing lists such as sending a regular email newsletter (Currently Heart Internet and Sender.net)
We do not collect or retain your payment details as a cycling campaign. All payments are handled via an organisation(s) chosen by the committee of the cycling campaign to deliver a payment gateway and payment processing services (Currently Paypal)
Where you have provided specific consent to participate in filming or recording, or where we have made general recordings of public activity in a place in accordance with UK law, we may share this information with an organisation(s) chosen by the committee of the cycling campaign to facilitate public viewing of audio-visual content produced by the campaign either via our website or a third party service (Currently Youtube)
The committee may, as required, for the delivery of the stated purposes above, change the organisations that it uses to provide the purpose. It will not change the purposes for which it uses your information when it does this. For the avoidance of doubt, the cycling campaign will not share your information with third parties who may use it for other purposes outside those of the campaign, such as advertising or unsolicited marketing.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- (a) Your consent, for example which you provide upon joining or continuing your membership of the campaign, or which you indicate when registering for a specific event or giving permission for a photograph to be taken. You are able to remove your consent at any time. You can do this by contacting secretary at cyclecheltenham.org.uk
- (f) We have a legitimate interest, for example when we make a decision to move your data to a new provider of digital services to support the administration of the campaign and a legitimate interests assessment shows that it is appropriate, or we are undertaking a survey in a public place and are using methods compliant with UK law.
Information gathered via our website
We collect and process the following information;
- Personal identifiers, contacts and characteristics (for example name and contact details)
- Usage information about how you access and use the website, for example how long you viewed each page for
Most of the personal information we process is provided to us directly by you for one of the following reasons;
- Communicating with us
- Becoming a member of the campaign
We also receive some information indirectly, either through tracking ‘cookies’ placed on our website, and from our payment processor(s) to authorise and complete membership payments.
Comments: When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection. An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media: If you upload or submit images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies: If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year. Visitor comments may be checked through an automated spam detection service.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles and pages on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
How we store your personal information
Your information is securely stored in secure online cloud storage service(s) chosen by the committee of cycling campaign to deliver the necessary service. These are password protected and access to the login information is limited to appropriately nominated members of the campaign committee.
Audio and visual material will initially be captured on portable media (such as SD card), but transferred to a secure storage medium as soon as possible after capture, and then deleted from the portable media.
Where information, video or audio material is being edited or reviewed, this will be secured on a local personal computer protected with a password, and removed from the device as soon as editing is completed.
We keep personal details for three years after your membership of the cycling campaign is ended, or three years after an event where you provided your details.
Audio and visual information is retained for three years unless it is used in print or online materials, where it will be retained indefinitely for the period of its use. Where an image is used in printed materials, we will not always be able to recall or remove these materials should you remove consent for use, for example where a map featuring a picture has been distributed to members of the public.
We may use a third party mailing list provider that allows you to remove your details from their contact database immediately. In such circumstances, you must separately contact the cycling campaign if you want us to remove your details from our other records and databases.
We will then dispose of your information by deletion of the details through the service’s delete or user removal tool. Any printed information that includes your details will be shredded using a domestic shredder and disposed of in general waste.
Should we change the organisation(s) we use to deliver a purpose, we will ensure that information is deleted from the old organisation after transfer to a new provider of the service.
How we handle information about children
We will only accept consent for processing information from those aged 16 years and over.
We will only hold information about children, such as name and age, where consent is provided by their responsible adult (parent or main carer) aged 18 years or over.
We will not knowingly send communications directly to any individual aged 15 years or under.
Children have the same right as adults to request information that we hold about them.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at secretary@cyclecheltenham.org.uk if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at Cheltenham & Tewkesbury Cycling Campaign, c/o 63 Shurdington Rd, Cheltenham GL53 0JG.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
