Kent Velo Girls Cycling Club Privacy Policy
This policy sets out the basis on which any personal data that we collect about you, or that our members provide to us will be used by us.
1. DATA THAT MEMBERS PROVIDE TO US
What personal data we collect
When you become a member of Kent Velo Girls Cycling Club, we may collect the following
personal data:
● Full name
● Home address
● Email address
● Mobile telephone number
● Date of birth
● Gender
● Membership number for British Cycling, Cycling UK or British Triathlon Federation,
or policy number of third party personal liability insurance cover
● Name of any first claim or other second claim cycling club(s) where Kent Velo Girls
Cycling Club is not first claim club
● In Case of Emergency (ICE) contact details, including name, relationship and mobile
number; medical information such as conditions, allergies and medications
How we use members’ personal data
Members’ personal data is used for the legitimate administration and operation of the Club,
including:
● Circulating newsletters and communications about Club activities and events
● Issuing membership renewal notices
● Administering membership records
● Organising rides, events and related activities
● Processing orders and bookings
● Conducting occasional surveys to obtain member feedback
● Contacting the nominated emergency contact and bringing medical information to the
attention of the emergency services where necessary
Sharing and access to members’ personal data
● Members’ personal data is stored on the Kent Velo Girls Cycling Club website and/or
within Membermojo, the Club’s membership management software.
● Access to members’ personal data is restricted to those members who, in the
judgement of the Committee, require such access to carry out their role. All
individuals with authorised access to personal data are required to process it securely
and in accordance with this Privacy Policy and applicable data protection legislation.
● Members’ personal data is not shared with third parties for marketing purposes.
Security of members’ personal data
● The Club uses an external website provider and/or technical advisor to implement
appropriate technical and organisational measures to protect personal data held on the
Club website against unauthorised access, loss, misuse, alteration or disclosure.
● MemberMojo is GDPR compliant and implements appropriate technical and
organisational measures to protect personal data stored within its systems.
Retention of members’ personal data
● Members’ personal data is retained for a period of one year after the end of
membership, after which it is securely deleted, unless a longer retention period is
required by law or for legitimate administrative purposes.
2. DATA THAT WE COLLECT ABOUT YOU
Website cookies
● The Kent Velo Girls Cycling Club website uses technical and functional cookies to
ensure the website operates correctly and to enhance user experience.
● The website does not use analytical or advertising cookies.
● Cookies may automatically collect technical information, including:
o IP address
o Browser type and version
o Operating system and platform
o Time zone setting
o Page visit and navigation data
Social media links
● The Club website includes links to Facebook and Instagram. These platforms may
place cookies or process personal data in accordance with their own privacy policies.
● Users should refer directly to the relevant social media platform for details of their
data processing practices.
Managing cookies
● You can control or delete cookies through your internet browser settings.
● Please note that disabling or deleting cookies may affect the functionality of the
website.
● If cookies are deleted, they may be reset upon your next visit following consent.
3. YOUR RIGHTS
Your data protection rights
Under UK data protection legislation, you have the right to:
● Be informed about how your personal data is processed
● Request correction of inaccurate or incomplete personal data
● Object to the processing of your personal data
● Request restriction of processing
● Request erasure of your personal data
● Request access to the personal data we hold about you and information about how it is
used
Data access requests and data breaches
● Requests relating to personal data access, correction or deletion, and notifications of
suspected data breaches, should be made in writing to the Membership Secretary of
Kent Velo Girls Cycling Club.
● Requests will be handled in accordance with applicable data protection legislation and
within statutory time limits.
Approval
Approved by the Committee on 4 February 2026
Next review due: October 2026