Privacy Policy of the Northumberland Hills Cycling Club

As a member of the Northumberland Hills Cycling Club you entrust us with the care of your personal information. We respect that trust and want you to be aware of our responsibilities and accountability to protect your privacy as detailed in this Privacy Policy.

How we use and disclose your personal information

Your personal information is collected on our membership application forms and is collected with members’ written consent or the written consent of the legal guardian if the member is a minor. These forms may be printed or electronic. 

The Club will only permit use of your personal information by authorized persons. An authorized person (“Authorized Person”) is a Club member who is a Director, or volunteer who is authorized by the Director responsible for the purpose for which the personal information has been collected. The Club will give your personal information to third parties or individuals other than Authorized Persons only when it is done to fulfill requirements to enable your participation in a Club activity and to meet your stated needs and preferences. Examples include registration for accommodation and meal choices if applicable to a planned Club activity. If we receive a lawful order the Club may be compelled to disclose your personal information to a third party. In this event the Club will notify you as expediently as practicable.

How we will NOT use your personal information

The Club will not sell or give your personal information to advertisers or mailing lists. The Club will not collect your personal information by deceptive means or assume implied consent to uses beyond those we explicitly tell you. The Club will not require you to disclose more personal information than is required for the stated purposes when it is collected. 

The Club’s Privacy Policy and its implementation is transparent to the membership. The Privacy Policy is publicly available on the Club web site. When the Policy is changed by the Board, members will be notified using the Club’s usual communications media, which will as a minimum include notice on the website.

At every point where the Club asks that you provide personal information you will be asked to agree to a privacy statement that describes how the information will be used.

You have access to your personal information in our care. Should you wish to inspect the presence and accuracy of the personal information the Club has collected about you, you can do so in writing to a member of the Board of Directors or by presenting yourself in person to a member of the Board of Directors. The Club will confirm with you the presence and accuracy of your personal information as soon as practicable, and if found inaccurate Club records will be corrected. You should be prepared to identify yourself at the time of your request. .

If you instruct the Club to restrict the use of or withdraw consent to use your personal information you understand that this may impair the ability of the Club to communicate with you and to permit your continued participation in Club activities.

We protect your personal information

All Authorized Persons granted access to membership or other records that contain your personal information will be instructed that they are to use that information only for the intended purpose. The membership records containing your personal information, whether stored in electronic form or on paper, are in the safekeeping of the Club. When in paper form, or on removable electronic media, the information is stored in a Board member’s home with controlled access. When in electronic form the information is stored in files and/or media that are password-protected.

Physical and electronic access to these records is restricted to Authorized Persons. Paper records are destroyed when they are no longer required for insurance and other permitted purposes. Electronic records containing your personal data may be archived in perpetuity for historical and statistical purposes determined by the Board, and will survive your active membership in the Club.

You have a right to challenge Club compliance with this Policy. If you believe the Club and/or any of its Directors or volunteers has breached this Policy with respect to your personal information or any aspect of this Policy you can file a written complaint with the Board of Directors. The Board will investigate your complaint and report the result of that investigation to you within a reasonable time frame. If a breach is confirmed the Board will, if practicable, correct the breach, take any disciplinary action it deems appropriate against the individual(s), which may include dismissal or ejection from the Club.