The GDPR came into effect on 25 May 2018, governing how your data is held, how it is shared with others and your rights with regard to the data.
Crawley Wheelers (the Data Controller) holds the data you provided when applying for membership via Rider HQ (the Data Processor), a third-party system.
The details we collect and hold are:
Name; Email Address; Address; Landline; Mobile; Date of Birth; Insurance Type; Insurance Number; Insurance Expiry; Emergency Contact Details (if provided). For family memberships we also collect Name and Email address for a 2nd adult and Name and Date of Birth for up to two children.
Access to your data within RiderHQ is limited to a subset of committee members and to those noncommittee members who are performing tasks necessary to the proper functioning of the club e.g. issuing weekly newsletters.
In addition the club website stores names and email addresses for nominated Rider Leaders, Ride Co-Ordinators and Website Administrators, and names, email addresses, telephone numbers and photographs of Committee Members.
Your data will be used for a number of processes including, but not limited to: General administration of the club, for example ensuring you have valid 3rd party insurance; membership renewals, disciplinary processes, AGM invites; Keeping you informed of forthcoming events and activities, and results of past events via a weekly email digest; Checking current membership status for entry to club events and Ride London 100 Anonymised data statistics e.g. how many women members of the club do we have, breakdowns by age etc; Use of names, sex and age in results and write ups published in newsletters, on the website, social media and printed press; Use of names, photographs, telephone numbers and email addresses for key contacts, displayed on our club website and other social media; Use of names, email addresses and telephone details in volunteer lists for club and open events.
As a club member your information, including photographs taken at club, social and open events may be shared on the club website, social media pages, printed media or in emails sent by the club.
We will never sell or share your personal details with other companies for marketing purposes however club newsletter emails may sometime contain details of offers available to you as a member of our club. You are able to opt out of receiving email communications from the club by using the unsubscribe link at the end of each email.
You are not able to opt out of receiving an email invite to an AGM or EGM as we have a duty to ensure you are notified of these meetings. All personal details held within the Rider HQ system will be deleted within 6 months of leaving the club or failing to renew your membership unless you have been involved in a disciplinary process in which case your details will be held for 18 months following the end of the disciplinary process.
You have the right to make a Subject Access Request to find out what data the club holds about you. If you wish to make a Subject Access Request you should contact the membership secretary.
Mark Penfold
V1.0
25.09.2018