Commitment to data/ privacy
CyclingWorks Bristol are committed to protecting the privacy of all data it works with. CyclingWorks Bristol regards the lawful and correct use of data as essential to its success. Data is never sold to another individual or organisation.
CyclingWorks Bristol only collects and uses information necessary for support and administration of its activities. The information is collected, recorded and used in line with the Data Protection Act 2018 and the General Data Protection Regulation 2016 (GDPR). You can opt out of any communication at any time by emailing firstname.lastname@example.org
Purpose of this document
This document describes the data CyclingWorks Bristol collects and how it uses your data.
If you have any questions or concerns please email email@example.com
CyclingWorks Bristol and the expressions “CWBRS”, “We”, “Us”, “Our”, “the Campaign” means CyclingWorks Bristol, an unincorporated association whose address is CyclingWorks Bristol, c/o TBC
• A constituted organisation with a presence or interest in the Bristol/ Bath and North East Somerset/ South Gloucestershire area, and
• Whose senior management have written a letter of support for the CyclingWorks Bristol (CWBRS) goals to the leaders of the regions combined authority or unitary authority, and
• Have informed the campaign of their action by sending a copy to CWBRS, and
• Have agreed for its logo to be published as a “Supporter” on the campaign’s website
A constituted organisation that has agreed to assist the Campaign in:
• Promoting the campaign through its membership or network, or are
• Providing resources, skills or funding to raise the profile of the Campaign, and
• Have agreed for its logo to be published as a “Partner” on the campaign’s website
Primary Contacts are:
• Individuals authorised by a Partner or Supporter organisation to act as a point of contact for communication purposes.
Principles and Duties
Your data is regulated and processed in accordance with the Data Protection Act 2018 and the General Data Protection Regulation 2016 (GDPR).
CyclingWorks Bristol follow the six Data Protection Principles outlined in the Data Protection Act 2018, which are summarised below:
I. Personal data processing will be lawful and fair
II. Personal data processing will be specified, explicit and legitimate
III. Personal data be adequate, relevant and not excessive
IV. Personal data be accurate and kept up to date
V. Personal data be kept for no longer than is necessary
VI. Personal data be processed in a secure manner
VII. CyclingWorks Bristol will be accountable for processing personal data
CyclingWorks Bristol also follows general rights of the data subject and controllers’ general duties including:
• The legal basis for processing
• The purposes for which the CyclingWorks Bristol processes personal data
• Information about the categories of recipients of personal data
• The period personal data will be stored for
• Notification of a data breach to the commissioner and data subject
• Where data may be collected without the knowledge of the data subject.
• Data Subject’s right of access, rectification, erasure or restriction of processing
• The duty to record any reasons to restrict the provision of data to a data subject for example in an official or legal inquiry, or for the protection of public security.
• The existence of the Data Subject’s right to lodge a complaint with the Commissioner and the contact details of the commissioner.
Privacy by Design
Our data systems are based on the principle of privacy by design because data protection is included as part of the design of our systems.
Our systems are based on the principle of data minimisation because we only process data necessary to complete our duties and limit access to personal data to those carrying out processing.
Lawful basis and purposes for processing data
Our lawful basis for processing personal data is Consent, Legitimate Interest or Contract.
It is necessary that CyclingWorks Bristol collects and processes data for the purposes of business communications, registrations and queries related to CyclingWorks Bristol.
How do we collect data?
CyclingWorks Bristol collects data via email, internet browsing (forms, cookies, and IP address); social media interaction; telephone calls; letters and faxes; and face-to-face meetings.
We will combine and analyse data to better understand the effectiveness of CyclingWorks Bristol’s communications and activities.
What information do we collect?
CyclingWorks Bristol collects information about website visitors, interactors with our social media posts, visitors at events, Supporters and Partners.
When an organisation becomes a Supporter or Partner, we collect the number of staff; company address; company telephone number; social media handles; website URL. We also request that the Supporter or Partner authorise one or more staff members for CyclingWorks Bristol to register as a Primary Contact. The Primary Contact’s full name and company e-mail address will be stored for communications purposes.
How do we use your information?
CyclingWorks Bristol uses your data to communicate with you; provide services; understand and improve the effectiveness of our services and organisation; develop new services.
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This website allows users to interact with the content using social media. Interactions using social media are often publicly viewable outside this website. Each social media site has its own privacy policies, which should be taken into consideration if you choose to use these features. By using these social media features, you are consenting to the storage, transfer or processing of your data by these companies. We are cannot be responsible for the security and privacy of the information you provide when using these features.
How do we store your data?
Paper-based data is stored in a locked filing cabinet. Electronic data is stored on secure drives.
Data we collect may be transferred and stored outside the EEA. It may also be processed by staff operating outside the EEA who may work for us or for one of our service suppliers.
By submitting your personal data, you consent to this storage, transfer and processing. We will take all reasonable steps to ensure that our suppliers have the same rigorous standards we have. We will never sell your data to another individual or organisation.
How long will we store your personal data?
Personal Information about Primary Contacts from Supporter or Partner organisations will be stored on the associated organisation’s account within our database for 12 months.
What if something goes wrong with your data?
If CyclingWorks Bristol or the secure data services it uses for storage suffers a data breach, CyclingWorks Bristol will notify the Information Commissioner and the affected parties within 24 hours of discovery of the breach.
Where data may be collected without the knowledge of the data subject
Our website may contain links to other websites and articles on this site may include embedded content (e.g. videos, images, articles, etc.).
We have no control over these sites and cannot be responsible for the security and privacy of any information collected or provided by you while visiting such sites.
Images may have embedded location data stored as EXIF GPS data. If you share images with us, you may wish to remove embedded location data to prevent the location of the image data being extracted. Many tools do this including https://www.exifremove.com
We use Google Analytics, Twitter Pixel to find out how webpages, advertisements, and articles are performing. The data are not personally identifiable. Privacy Policies can be reviewed at www.google.com; www.twitter.com
We do not and will not knowingly collect information from any person under the age of 18. If you are under 18 you must not use this website or submit any personal data to us unless you have the consent of a parent or guardian.
Right of Access
The Data Protection Act and GDPR gives you the right to access the information we hold about you. On request we will provide:
• whether any personal data is being processed;
• a description of the personal data, the reasons it is being processed, and whether it will be given to any other organisations or people;
• a copy of the information comprising the data and details of the source of the data (where this is available).
Right of Access requests are free of charge, and you will receive a response within one month, in electronic format. We will charge a fee or may refuse to respond if the request is manifestly unfounded or excessive, subject to investigation, or repetitive.
If you wish to request access to your data, please email firstname.lastname@example.org and put “Data Access Request” in the subject line.
Right to Rectification
You have the right to make corrections and amendments to the data we hold about you. We will correct our records within one month of receiving notification of a change.
If you wish to alter your data, please email email@example.com and put “Data Rectification Request” in the subject line.
Unsubscribing from our mailing list
If you wish to unsubscribe from our mailing list you can do this by clicking the link to ‘Unsubscribe’ on any e-mail you receive or e-mailing “UNSUBSCRIBE” in the subject line to firstname.lastname@example.org . Email addresses will be removed within 14 days of us receiving an unsubscribe notice.
Right to Restricting Processing
You may request that we cease processing your data; for example, if you are no longer a Primary Contact for a Partner or Supporter.
Right to Erasure
You may request that CyclingWorks Bristol erase all of your personal data. Any request for erasure will be compared against our lawful basis for processing and data will only be erased if there is no longer a legitimate interest for processing or if our interests in these data can be met by other means.
Duty to record any reasons to restrict the provision of data
If CyclingWorks Bristol chooses not to provide information to a data subject, CyclingWorks Bristol will record reasons for non-disclosure and inform the data subject within 14 days. The communication to the data subject will include:
The reasons for restriction
The right to make a request to the Data Commissioner under section 51; the right to lodge a complaint with the Commissioner; the right to apply to a court under section 167.
Right to complain to the Data Commissioner
If you wish to complain about our processing of your personal data, you can contact the Information Commissioner’s Office at https://ico.org.uk/.
Updates to this Policy
We reserve the right to review this policy and publish an update on this website.