By emailing or calling, you agree to your name and email address/phone number being held in order to proceed with a booking.
Further data (which may include more sensitive personal data) will be obtained through a online booking platform directly from yourself.
Booking forms will be retained for a period of no more than 5 years. The data gathered from the booking form is used for the planning and safe delivery of activity sessions and statistic reporting to Cycling Scotland (gender, age & progress through the award scheme). During the session we will either carry a paper copy of each participant’s booking form or a single sheet with a data extract from each participant’s booking form. These sheets will be destroyed after each session.
If you sign up to receive our email newsletter, your email address will be added to our email database. We use Mailchimp for this; you can view their policies here. You can unsubscribe at any time by following the links in our emails. We will keep your email address on the list until you unsubscribe.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting firstname.lastname@example.org
(f) We have a legitimate interest (the booking and safe delivery of activity sessions).
Photographs may be taken for marketing purposes with your consent given on the booking form. Images may not be published immediately. When published online, these images will be in the public domain and, as such, be available indefinitely; Highland Bike Academy has no control over the use of these images by anyone else after being published. Highland Bike Academy has no control over images taken by third parties at our events.
Video may be taken on a session to help riders review their riding and improve their technique. You can opt in or out on the booking form. Copies of the videos are available on request. Videos will be held for the duration of the session unless you want a copy, in which case they will be deleted after sending to you.
In the event of an accident, personal data provided on the booking form will be used to fulfil our requirement to investigate the accident to help prevent future accidents. If required, we may request further information. These forms may be passed on to third parties; for example during an insurance claim. These forms will be retained for 5 years.
Payments are carried out through PayPal. You can read their policies here. Depending on your payment method and settings used, paid invoices may show data such as your name and address. Paid invoices will be retained on PayPal for 7 years. The email address you supply on the booking form will be used to send the invoice to. It will also be used to send you booking confirmation and a booking reminder a few days before the session.
Your data will not be sold or passed on to a third party unless required by law or it is essential to do so for the safety of a participant (such as a medical emergency).
All data will be stored either on a local password protected physical drive or on secure third party systems detailed above.
You can read more about your data rights on the Information Commissioner’s Office website – https://ico.org.uk/your-data-matters/
Last revised July 2019
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