WHO IS YORK CYCLE CAMPAIGN?
York Cycle Campaign is an unincorporated association which provides an independent voice for cyclists and potential cyclists in and around York. York Cycle Campaign is referred to as ‘the Campaign’ in parts of the below text.
HOW IS MY PERSONAL DATA PROTECTED?
Personal data held by the Campaign is protected by UK and EU law under the General Data Protection Regulation.
WHY AND HOW DOES THE CAMPAIGN HOLD AND PROCESS PERSONAL DATA?
York Cycle Campaign holds and processes personal data of its current members provide them with the requested membership service. This includes:
- maintaining a register of our current membership,
- contacting members to inform them of General Meetings (Annual and Extraordinary),
- keeping members updated with changes to the membership service,
- give notices of renewal or termination of membership,
- where additional consent has been given, sending email updates on the Campaign’s activities and general news affecting cycling locally and nationally,
The Campaign also processes personal information for purposes other than maintaining its membership. The Campaign will only do this where it has a lawful basis to do so for example we have been given consent to contact to contact non-members about our membership offer or about events we are holding. We will also process information where we have a legitimate reason to do so, such as contacting persons who hold positions in public or private organisations that bear relation to our campaigning activities.
If you would like to know what personal data the Campaign holds about you, then you can request to be informed of this by contacting YorkCycleCampaign+Privacy@gmail.com.
DOES THE CAMPAIGN PASS MY PERSONAL DATA ON TO ANYONE ELSE (THIRD PARTIES)?
The Campaign relies on services provided by third parties to store and manage the information it holds in order to carry out its activities in an efficient and secure manner. Those third party services area lists below. When selecting the services it uses, the Campaign exercises due diligence to ensure that the service supplier is reputable and has appropriate measures in place to protect the information we manage through them.
The Campaign uses the email service Google Gmail for direct email communications. You can read Google’s privacy statement here.
To allow it to take online payments for membership subscription, the Campaign uses PayPal. In using this service the Campaign does not process any of your bank account details, which are handled by PayPal. You can read PayPal’s privacy statement here.
The Campaign regularly uses Eventbrite to allocate tickets to its events. In these situations Eventbrite processes the personal data you provide directly to them, and passes your details onto the Campaign to allow us to manage the event. If the tickets are being sold for a fee, the payment is also managed by Eventbrite and the Campaign does not receive your bank account details. You can read Eventbrite’s privacy statement here.
Where the Campaign uses social media, such as Twitter and Facebook, the Campaign cannot access any personal data other than freely made public on that platform by the user. Other users of the social media platform may be able to view your activity relating to the Campaign depending on your privacy settings. To manage the Facebook Members Group, the Campaign will check the names on join requests against its membership register. The Campaign does not submit lists of its members to Facebook or directly invite people to become members.
If the Campaign wishes to provide your personal data to any other third parties, the Campaign will make this clear when the data is obtained or will contact you asking for consent prior to sharing the personal data.
Members who joined during the 2019 membership year
From 1st December 2019, the Campaign has adopted MyClubhouse as a membership management system to allow it to collect, store, and process information on the Campaign’s members and contact them with messages about the Campaign.
For annual memberships that were started before 1st December 2019, records of the personal details are hosted using a combination of file hosting service Google Drive and email marketing service MailChimp. You can read Google’s privacy statement here and you can read MailChimp’s privacy statement here.
As part of the transfer to MyClubhouse those members who are entitled for a automatic rollover of membership into the 2020 will have personal details transferred into the MyClubhouse system by the Campaign. This will allow the campaign to process the information for the purpose of maintaining a record of its membership. All members affected will be contacted prior to the transfer and informed of the change.
HOW LONG WILL THE CAMPAIGN HOLD ONTO MY PERSONAL DATA?
The Campaign will hold and process the personal data of its current members during the their membership period. It will erase this personal data if the member cancels their membership, or if the member fails to renew the membership one calendar month after the membership renewal is due.
Personal information held in order for the Campaign to carry out it’s activities will be held until the Campaign no longer has legitimate reason to hold it, or the individual withdraws their consent.
Should the Campaign cease to exist due to dissolution, all personal data held by the Campaign will be erased.
WHO TO CONTACT ABOUT MY PERSONAL DATA?
If you would like to know what personal data the Campaign holds about you, to remove consents, correct or erase the personal data we hold, or otherwise exercise your rights under the GDPR, please contact firstname.lastname@example.org.
HOW DO I UNSUBSCRIBE FROM RECEIVING EMAIL UPDATES?
Members who would like to stop receiving general news email updates (newsletters, event notifications, campaign news) can change their preferences at any time without affecting their membership. This can be done by visiting ‘My Consents and Agreements‘ in our membership area. You will still receive important messages related to your membership such as renewals and invitations to General Meetings.
WHAT IF I DON’T WANT TO CONSENT TO MY INFORMATION BEING USED IN A CERTAIN WAY?
Members are given who don’t want to consent to information being used, or wish to withdraw consent can change their preferences by visiting ‘My Consents and Agreements‘ in our membership area. Some information is required in order for us to be able to effectively manage memberships, and withdrawing these consents would mean we wouldn’t be able to continue offering you membership. You can contact us to discuss how we use your information further at email@example.com.
If you want to withdraw consent to us using any information not related to membership, for example in relation to our campaigning activities please contact us at firstname.lastname@example.org.
The Campaign provides links to other external websites on its own website, social media streams and emails. The Campaign is not responsible for the content of these external websites.
The Campaign will occasionally conduct research and surveys of both its membership and the general public. This research will be conducted in a way that means an individual will not be identifiable from the data collected. There is never an obligation to take part in or complete these surveys/research.
WHERE CAN I FIND OUT MORE ABOUT MY DATA PROTECTION RIGHTS?
You can find out more about the General Data Protection Regulation by visiting the Information Commissioner’s Office’s website.
CHANGES TO THIS POLICY
2nd December 2019 – Updated to include use of MyClubHouse for membership management
8th November 2018 – Historic references to the Data Protection Act (1998) removed
23rd March 2018 – Link to unsubscribe from update emails added