We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation, which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
It would be helpful to start by explaining some key terms used in this policy:
We, us, our: Cycle-Tec Events Limited including Hope MTB Marathon Series
Events: Events organised and operated by Cycle-Tec Events Limited
Personal information: Any information relating to an identified or identifiable individual
Special category personal information: Personal information revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership; Genetic and biometric data; Data concerning health, sex life or sexual orientation.
We may collect and use the following personal information about you:
• your name and contact information, including email address and telephone number
• information to enable us to check and verify your identity, e.g. your date of birth
• your gender information
• location data, if you choose to give this to us
• your billing information, transaction and payment card information
• your contact history, purchase history and saved items
• information from accounts you link to us, e.g. Facebook
• information to enable us to undertake credit or other financial checks on you
• Information about how you use our website, IT, communication and other systems
• your responses to surveys, competitions and promotions
• individual rider times of Events entered by you which are organised by us.
• photographs and videos of you at the Event location and participating in an Event.
This personal information is required to provide products and services to you and manage your participation in an event managed by us. If you do not provide personal information we ask for, it may delay or prevent you from participating in an event or from us from providing products and services to you.
We collect most of this personal information directly from you—in person, by telephone, text or email and/or via our website.
• directly from a third party, e.g. official Hope MTB Marathon Series sponsors and Events assistants (to include but not limited to volunteers, photgraphers)
• from a third party with your consent, e.g. your bank or building society
• via our IT systems, e.g. automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems.
How and why we use your personal information
Under data protection law, we can only use your personal information if we have a proper reason for doing so, e.g.:
• to comply with our legal and regulatory obligations;
• for the performance of our contract with you or to take steps at your request before entering into a contract/event;
• for our legitimate interests or those of a third party; or
• where you have given consent.
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
To provide products and services to you: For the performance of our contract with you or to take steps at your request before entering into a contract.
To organise and manage your participation in on of our events: For the performance of our contract with you or to take steps at your request before entering into an event.
To prevent and detect fraud against you: For our legitimate interests or those of a third party, i.e. to minimise fraud that could be damaging for us and for you.
Conducting checks to identify our customers and verify their identity
Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g. under health and safety regulation or rules issued by our insurance provider: To comply with our legal and regulatory obligations.
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies: To comply with our legal and regulatory obligations.
Ensuring business policies are adhered to, e.g. policies covering security and health and safety: For our legitimate interests or those of a third party, i.e. to make sure we are following our own internal procedures so we can deliver the best service to you.
Operational reasons, such as improving efficiency, training and quality control: For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price.
Statistical analysis to help us manage our business, e.g. in relation to our financial performance, customer base, product/service range or other efficiency measures: For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price.
Updating and enhancing customer records: For the performance of our contract with you or to take steps at your request before entering into a contract.
To comply with our legal and regulatory obligations:
For our legitimate interests or those of a third party, eg making sure that we can keep in touch with our customers about existing orders and new products.
Statutory returns: To comply with our legal and regulatory obligations.
Ensuring safe working practices, staff administration and assessments: To comply with our legal and regulatory obligations
For our legitimate interests or those of a third party, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you.
Marketing our services and those of selected third parties to:
—existing and former customers;
—third parties who have previously expressed an interest in our services;
—third parties with whom we have had no previous dealings. For our legitimate interests or those of a third party, i.e. to promote our business to existing and former customers:
External audits and quality checks, For our legitimate interests or a those of a third party, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards
To comply with our legal and regulatory obligations
We may use your personal information to send you updates (by email, text message, telephone or post) about our events, products and services, including exclusive offers, promotions.
We have a legitimate interest in processing your personal information for promotional purposes (see above ‘How and why we use your personal information’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal information with the utmost respect and never share it with other organisations outside the Cycle Tec Events Limited group or any official Hope MTB Marathon Series sponsors for marketing purposes.
You have the right to opt out of receiving promotional communications at any time by:
• contacting us at firstname.lastname@example.org
• using the ‘unsubscribe’ link in emails/newsletters
We may ask you to confirm or update your marketing preferences if you instruct us to provide further products and services in the future, or if there are changes in the law, regulation, or the structure of our business.
We routinely share personal information with:
• organisations within the Cycle Tec Events group including official Hope MTB Marathon Series sponsors
• third parties we use to help deliver our events, products and services to you, e.g. insurance providers, bike hire companies, volunteers, and payment service providers.
• other third parties we use to help us run our business, e.g. marketing agencies or website hosts;
• third parties approved by you, e.g. social media sites you choose to link your account to or third party payment providers;
• our insurers and brokers;
• our banks.
We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers relating to ensure they can only use your personal information to provide services to us and to you.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
Information may be held at our offices and those of our official sponsors, service providers, representatives and agents as described above (see above: ‘Who we share your personal information with’).
How long your personal information will be kept
We will keep your personal information while you have an account with us or we are providing products and services to you. Thereafter, we will keep your personal information for as long as is necessary:
• to respond to any questions, complaints or claims made by you or on your behalf;
• to show that we treated you fairly;
• to keep records required by law.
We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information.
When it is no longer necessary to retain your personal information, we will delete or anonymise it.
You have the following rights, which you can exercise free of charge:
Access: The right to be provided with a copy of your personal information (the right of access).
Rectification: The right to require us to correct any mistakes in your personal information.
To be forgotten: The right to require us to delete your personal information—in certain situations.
Restriction of processing: The right to require us to restrict processing of your personal information—in certain circumstances, e.g. if you contest the accuracy of the data.
Data portability:The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations.
To object: The right to object
—at any time to your personal information being processed for direct marketing (including profiling);
—in certain other situations to our continued processing of your personal information, e.g. processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision-making: The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.
If you would like to exercise any of those rights, please:
• email, call or write to us see below: ‘How to contact us’; and
• let us have enough information to identify you (e.g your full name and address)
• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
• let us know what right you want to exercise and the information to which your request relates.
We have appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
We hope that we can resolve any query or concern you may raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.
Our contact details are shown below:
Cycle-Tec Events Ltd