1. About this Policy

1.1 This policy explains when and why we collect personal information, how we use it, how we keep it secure and your rights in relation to it.

1.2 We will collect, use and store your personal data as described in this Data Privacy Policy.

1.3 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website for any amendments. Amendments will not be made retrospectively.

1.4 We will always comply with the UK General Data Protection Regulation (GDPR) as set out in the Data Protection Act 2018 when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

2. Who we are.

2.1 We are Wheel Easy Leisure Cycling Limited, a not-for-profit Company Limited by Guarantee, registered in England and Wales as Company No 10657637. Our website address is: https://wheel-easy.org.uk. We can be contacted at

3. What information we collect and why.
Type of information Purposes Legal basis of processing
Member’s name, address, telephone numbers, e-mail address(es) and preferences. Managing the member’s membership of the Club whilst a current member and after ceasing to be a member of the club in order to fulfil the undertaking defined in the Letter of Guarantee. Performing the Club’s contract with the member. For the purposes of our legitimate interests in operating the Club.
Member’s declared gender. Reporting information to Cycling UK For the purposes of the legitimate interests of Cycling UK to maintain diversity data required by Sports Councils.
Photos and videos of members. Putting on the Club’s website and social media pages and using in press releases. Consent. We will seek the member’s consent on their membership application form and the member may withdraw their consent at any time by contacting us by e-mail or letter.
Name of each Club Officer, Committee member or helper. Information published on Club’s website, in Club’s newsletter, in other publications and in the Club’s marketing materials in each case as a point of contact at the Club. For the purposes of our legitimate interests in operating and promoting the Club.
Member’s name, address, telephone numbers, e-mail address(es).
Managing bookings for club events and purchasing of items via our website.
For the purposes of our legitimate interests in operating the Club.
4. Data associated with use of our website

4.1  Our website uses cookies as follows:

(a) If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

(b) If you register for an account on our website, when you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

(c) If you have a website editor account and edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

(d) We may use cookies to temporarily store information about a booking or in progress as well as any error/confirmation messages whilst submitting or managing your events, locations and purchases.

(e) Full details of what cookies we set are available in our Cookie Policy available here.

4.2  Embedded content from other websites

(a) Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

4.3  Other Data

(a)  For users that have an account on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

(b)  If you request a password reset, your IP address will be included in the reset email.

(c)  When using our booking system, we collect and store information you submit to us when making a booking, for the purpose of reserving your requested spaces at our event and managing your participation.

4.4  If you have an account on our website, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

5. How we protect your personal data

5.1 We will not transfer your personal data outside the EU without your consent.

5.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.

5.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

5.4 For any payments which we take from you online we will use a recognised online secure payment system.

5.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

6. Who else has access to the information you provide us?

6.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or in paragraphs 6.2 and 6.3 below.

6.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to send newsletters). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (subprocessors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.

6.3 We may also pass your personal data to Cycling UK for the purposes of providing ride leader insurance. Cycling UK may use third parties to fulfil this function but disclose only the personal data that is necessary for the third party to do so and will have a contract in place that require the third party to keep your information secure and not to use it for their own purposes.

7. How long do we keep your information?

7.1 We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as it is in the Club’s legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with government requirements and exemptions, and the establishment exercise or defence of legal claims.

8. Your rights

8.1 You have rights under the GDPR:

(a) to access your personal data

(b) to be provided with information about how your personal data is processed

(c) to have your personal data corrected

(d) to have your personal data erased in certain circumstances

(e) to object to or restrict how your personal data is processed

(f) to have your personal data transferred to yourself or to another business in certain circumstances.

8.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner:

ico.org.uk/concerns/

0303 123 1113

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to