| Data Item | What we will use it for | Opt Out? |
| Email Address | Subscription confirmations, renewal reminders, club newsletters | No |
| Phone Number | Reminder texts if signed up to the ride leader rota | Yes |
| Home Address | Christmas card, thank you cards, gifts | Yes |
| Diversity fields | To support analysis of membership base and comparison to the local community in line with our club aims. | Yes |
| Next of Kin contact details | In case of emergency (e.g. if you are in an accident and lose consciousness) | No |
| Proof of ID (students) | To confirm eligibility for membership discounts | Yes |
This data is held on our website www.cowleyroadcondors.cc and is secured by SSL encryption with Cloudflare protection.
Opt Out
If you want to ‘Opt Out’, the only contact details we will use are Email Address and Next of Kin details (if necessary). We will not contact you in any other way.
Who has access to your data
The only website users who are able to see member information (including sensitive fields such as diversity) as are follows: club president, club secretary, diversity & inclusion officer and if technical help is required, a trusted person/company to assist with website support. We will not share any information that would allow a member’s private data to be revealed.
How long we will keep your data for
We will keep your membership records on file for one year after your subscription ends.
After this time, your record will be expunged.
You have a right to be forgotten, and if you want your record deleted at any time, please contact us at [email protected]
Online Services
A number of established web-based services to assist with the effective running of the club. When using online services, we will always provide the bare minimum amount of data necessary for the task and take every step to ensure data from these services is regularly deleted once its purpose has been fulfilled.
| Service | What we will use it for | Privacy Policy |
| Condors Group; Condors Page; Photos added by members may be used in Condors promotional material / advertising club events. | Link to Policy | |
| Gmail (all club email addresses); Forms (e.g. club surveys); Drive (the club file store); GSuite (office apps) | Link to Policy | |
| PayPal | Collecting membership fees; Payments for club kit and events. | Link to Policy |
| Dropbox | Utilised by the Condors Board to distribute papers and files (e.g. meeting minutes and secured datasets, e.g. list of member names for TT secretary; images files, e.g. kit designs). | Link to Policy |
| MailChimp | Member emails including Newsflash, club events and announcements. | Link to Policy |
| FastSMS | Sending of text messages to social ride leaders and event volunteers. | Link to Policy |
| Slack | Condors Board communications | Link to Policy |
Please contact us at [email protected] should you have concerns with your data being used with these services.
Accident Log
The Condors board strives to keep a record of accidents which occur on club rides and at races where Condors are competing.
The board reviews the accident log at meetings to help identify trends and ways we could potentially mitigate the likelihood of accidents on rides. Sources of accident information generally include: direct feedback, be it from the ride leader or person(s) involved in the accident; pink post mentions within our facebook group, and Strava ride reports.
Data captured within the log includes:
- Rider name
- Ride date
- Ride type (e.g. social, development, competitive race)
- Injury sustained
- Cause of incident
Data is held within Google Drive and data over 12 months old is deleted.