Hafren Cycling Club (HCC) is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, HCC is the Data Controller and is responsible for storing and otherwise processing those data in a fair, lawful, secure and transparent way.
What personal data we hold on you
You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with HCC, subscribe to our newsletter, or participate in discussion boards on our website or social media pages. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the British Cycling affiliated Clubs with which you are registered and gender (Riders Data). We may also ask for relevant health information, disability, other data which is classed as special category personal data.
Why we need your personal data
The reason we need your Riders Data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.
Reasons we need to process your data include:
For training and competition entry
- sharing personal data with club coaches or officials to administer training sessions and rider development awards;
- sharing personal data with club team managers to enter events;
- sharing personal data with facility providers to manage access to the track or check delivery standards; and
- sharing personal data with leagues, county associations (and schools’ associations) and other competition providers for entry in events.
For funding and reporting purposes
- sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;
- analysing anonymised data to monitor club trends; and
- sending an annual club survey to improve your experience as a club member
For membership and club management
- processing of membership forms and payments;
- sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
- club newsletter promoting club activity; and
- publishing of race and competition results
- recording of sporting achievements of club members may be retained in results, club records, minutes of Committee meetings, newsletters, articles on the club website and print clippings (newspapers, magazines etc.) after the member has left HHC.
Marketing and communications (where separate consent is provided)
- sending information about promotions and offers from sponsors;
- sending information about selling club kit, merchandise or fundraising.
Any special category health data we hold on you is only processed for the purpose(s) of fitness/ health checks or passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.
On occasion we may collect personal data from non-members (e.g. any non-member participant who fills in a health disclaimer or form at a taster event). This information will be stored for 12 months after an event and then destroyed securely (apart from race results which will be kept for historical purposes).. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.
The club has the following social media pages: Facebook, Twitter, and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that the provider of the social media platform(s) have their own privacy policies and that the club does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.
From time to time at races and club events photographs may be taken of club members by individuals who may or may not be members of the club. These are often posted on social media platforms and may be posted on HCC’s website or may just be held by the taker
Who we share your personal data with
When you become a member of or renew your membership with HCC you can also choose to be registered as a member of British Cycling. If you tick the box below we will provide British Cycling with your personal data which they will use to enable access to an online portal for you. If you have any questions about the continuing privacy of your personal data when it is shared with British Cycling, please contact firstname.lastname@example.org If you do not tick the box and then decide to compete for HCC, you may need to register with British Cycling and we will inform you at that time.
HCC does not supply any personal data it holds for this purpose to any other third party. HCC does not store or transfer your personal data outside of the EU.
How long we hold your personal data
We will hold your personal data on file for as long as you are a member with us. Rider data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after 2 months after an individual has ceased membership of HCC (apart from race results which will be kept for historical purposes). Your data are not processed for any further purposes other than those detailed in this policy.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the HCC. If you choose not to share your personal data with us we may not be able to register or administer your membership.
Hafren Cycling Club – Rules of Membership
By joining Hafren Cycling Club you are agreeing to abide by the rules of Hafren Cycling Club and
through them the governing bodies to which the club is affiliated. Serious or repeated failure to
abide by these rules may result in your membership being terminated.
Membership is due Annually
Membership runs from January to December
Membership subscriptions are due on the 1st of January each year unless you join after the 1st
October and then you will be given free membership for the following year
(unless moving from Junior to Senior on 1st January following)
Once membership expires, you will be notified by email, and must renew with 28 days otherwise you
will be deemed no longer a club member and your details will be removed from the club database
Riders, who are already a member of another club BC or CTT affiliated club can apply for ‘Second
Only paid up members may stand for office and vote at the AGM
Members who have not paid membership fees are not allowed to enter Time Trials, Cyclo Cross,
Road Races or other events run under the auspices of British Cycling or Cycling Time Trials using the
club name (including the wearing of club kit)
When on club rides;
The wearing of helmets is mandatory on all club rides
Members must adhere to the highway code at all times
Members must be courteous to other road users at all time
Dangerous or erratic riding will result in the offender being asked to leave the ride(s), and may lead
to their membership of the club being terminated at the discretion of the committee
Members agree to adhere to the Hafren CC Code of Conduct