Privacy
Privacy Notice
1. What to expect:
This notice tells you what to expect when the Gay Bikers Motorcycle Club (GBMCC) collect information about individuals. When we use personal data we are required to do so in accordance with the UK GDPR. We are responsible as a ‘controller’ of personal data for the purposes of the UK GDPR. If you need further information or have any questions or complaints about our privacy notice or privacy practices, please contact info@gbmcc.co.uk.
We respect privacy and your rights to control your personal data. We take the protection of your personal data seriously. We do not (and will not) sell your personal data to third parties.
The main reason GBMCC collects your data is for club membership and to enable you to take part in runs and events that the club provides.
2. This notice describes:
a. The types of personal information we collect and how we obtain the personal information
b. How we use your personal information
c. How and why we may share your personal information
d. The legal basis upon which we use your personal information
e. Security, Storage and Retention of Personal Information
f. The legal rights of individuals whose personal information we process.
a. The types of personal information we collect and how we obtain the personal information:
Personal information (personal data) means any information relating to an identified or identifiable natural person.
We obtain your personal information by you voluntarily providing this when registering to be a member of the club.
We require you to provide the following minimum information when registering:
Identity and contact data: first name, surname, postal address, email, telephone number, date of birth, emergency contact name and number.
This information is required to enable the management of your membership and for club operations and administration purposes.
In addition, on sign up you can provide us with a profile picture, motorcycle details (make, model, cc) riding styles, interests and experiences and interests.
You may also provide us with additional information when signing up to one of our larger national or international events. This can include dietary requirements and for our international events, your passport details. Exact details of the data we require will be listed on each event sign up form, but will follow a strictly pre-authorised list of acceptable data we can collect.
We may also collect your details when you engage with us either via our social media channels or by emailing us. This is likely to include your first name, surname, email address and telephone number.
As well as the requirement to own and ride a motorcycle all GBMCC members must be 18 years or older. Any application received not meeting these criteria will have their membership rejected, their joining fee refunded, and all of their details will be deleted from GBMCC records.
b. How we use your personal information:
We use your personal information in a variety of ways including:
- Managing your club membership
- Membership database
Information provided by you, only your first name, surname and region will be automatically displayed on the directory, any other information will not be displayed unless you have chosen to display it on your profile.
- GBMCC Member Map
GBMCC offers members the opportunity of displaying their randomised location on our members map. This is carried out by asking you to make a positive informed decision and opting into the map. Further details can be found within the members section of the website.
- Registering for runs
Your first name and surname will appear on the event list on the event page on the website, this allows the run leader to know who is attending.
- Registering for an event
Additional information provided by you. This will be sent to the event organiser and certain information provided to the venue. We will always set out in the sign-up form how we use the data and who we will share it with.
- Communication
We use your data to occasionally send you emails and leaflets relating to information about upcoming runs, events, meetings, safety sessions and a general update from the chair.
- Member support
- To manage any complaint
- To manage any action taken against a member by the committee.
GBMCC does not hold financial information in their systems. GBMCC will only ask for financial information using the treasurer@gbmcc.co.uk email address and only if repayment of funds paid to GMCC is required. That information will be used to create a payee in the club bank account and will be subject to the Natwest Privacy notice.
We will inform you if we intend to use your information in any other way than the original reason we collected it.
c. How and why we may share your personal information
- Committee Members
The information we collect (provided by you) is visible to committee members through the admin portal of our website.
Access to the full data (provided by you) is restricted to certain committee members, whilst other committee members have access to more limited data.
This information will be used for management of your membership, regional planning and general administration.
- Members
Members can see any personal information you choose to make visible on your membership profile.
You may also choose to share personal details by joining the members only Facebook group and participate in Club WhatsApp Groups/Communities (mobile number). Access to Facebook or WhatsApp Groups/Communities is a decision taken by a member requesting to join these groups and this will be by a positive informed decision (by requesting to join the Facebook Group or via a link to join a WhatsApp Group/Community). GBMCC have no control of the data you provide.
We encourage members to consider the types of personal information they make available to other members in public groups (WhatsApp/Facebook) as GBMCC can not be held accountable for the data you freely share with other members.
- Event / Run organisers
All our events are run by volunteers. You provide them with information about you to ensure we run a safe and successful event / run.
- Third Parties
We run our events and use third parties (hostels/hotels/courses/Pride events etc.) to host these events. We only share necessary personal data with such third parties as necessary and your data will only be shared with these third parties for the purpose of us being able to run the event and to enable your participation on it. We will always ensure your data is passed in the most direct way possible.
- Website Provider & IT
Our website is managed by an external web provider and they provide assistance with the operation of our IT systems. We also (through our IT provider) use a Google API to provide a randomised member location for our member map.
It is our legitimate interest to process your personal data for these purposes.
When legally required, strictly necessary for the performance of the services or to protect our rights, or the rights of our members, we may disclose your personal information to law enforcement authorities, investigative organisations or in legal proceedings.
d.The legal basis upon which we use your personal information:
There are different legal bases that we rely on to use your personal information. We use your information under the following legal bases:
Contract
Use of your personal information may be necessary to perform the agreement you have with us. For example, to manage your membership of the club.
Consent
To contact you about events and news that you may be interested in. We are required to gain your consent by opting in to such marketing information from us. You can opt out or withdraw your consent at any time.
Legitimate Interests
We may use your information for legitimate interests. For example, to notify you of runs and events that you have signed up for, or to use your personal information for administrative or legal purposes.
e. Security, Storage and Retention of Personal Information
Security
GBMCC are committed to protecting your personal information. Whilst we take reasonable precautions to protect your data, no IT system is impenetrable.
GBMCC take precautionary measures to help prevent information we hold about you from unauthorised access.
Storage
Our main database is held on UK servers with appropriate back ups also held on UK servers.
Volunteers use both Google Forms & Microsoft Forms to collect data for larger events. Whilst Google data is mostly held on EU servers, occasionally Google may store the data on servers outside the EU. Microsoft forms are held on either UK or EU servers.
Retention
We will keep personal information in accordance with our data retention practices, which apply appropriate retention periods for each category of personal information. In setting retention periods we take account of the purposes for which the personal information was collected, legal obligations on us to retain information and limitation periods for legal action.
All personal data we retain will be subject to this Privacy Notice and GBMCC internal retention guidelines. Please email info@gbmcc.co.uk if you have any questions or require further information on the types of personal information we collect about you.
f. The legal rights of individuals whose personal information we process.
GBMCC relies on members to ensure the data we hold about them is accurate and up to date. Members can do this by editing their details on the member profile page of the website. You will need to log into the members only section of the website.
Right to access
You have the right to ask for all or part of the information we keep about you, a Subject Access Request (SAR).
• We will ensure that it is given to you within 30 days.
• If we hold a lot of your information this may take some time to copy and send out to you, if this is the case, we will contact you to request an extension.
• We will ask your permission if another person or organisation asks for your information
• We will make sure that your information is secure when it is sent out to you, in a form that you request.
Right to restrict or object to how your information is used
• You have the right to object to any information that you feel is incorrect or that we should not hold about you.
• You have the right to request the restriction or suppression of any information we hold on you.
• You can do this by contacting us via email to info@gbmcc.co.uk
Right to change your information if we have it wrong
• You have the right to change the information we hold on you if you feel that it is incorrect. We will make sure that your information is as accurate as possible.
• You can do this by either logging into the website and accessing your member profile and correcting the details there or by contacting us via email to info@gbmcc.co.uk
Withdrawing consent
• You can at any time withdraw your consent for us to further process your data if your consent was asked for.
• You can do this by contacting us via email to info@gbmcc.co.uk
• We will confirm in writing any request for withdrawal of consent.
Right to erasure or ‘be forgotten’
• GBMCC will adhere to this right which allows you to request deletion or removal of your personal information where it is no longer necessary for the purpose which it was originally collected.
GBMCC require certain information to manage your membership or participation in an event. If you chose to restrict or ask for deletion of the minimum data we require for your membership/ attendance at an event, GBMCC reserves the right to cancel your membership or remove your participation at an event.
Complaints
Should you have any questions about this statement or wish to make a complaint please contact us by emailing us at info@gbmcc.co.uk
If you have already made a complaint to us about how we treat your data, but you still have not had a resolution and you want to take your complaint further, you should contact:
The Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Tel: 0303 123 1113
3. Cookies
Our website uses cookies. A cookie is a small text file that we store on the web browser or hard drive of your device.
We use cookies to anonymously distinguish you from other users on our website. We also use cookies to make your experience easy, useful and reliable.
We use the following cookies:
Strictly necessary cookies.
These cookies are required for the smooth operation of GBMCC website. They include for example, cookies that enable you to log into secure areas of the site and recognise you and remember your preference for certain areas of the site. Cookies are also used (if requested by you) to remember your username and password for the site.
Analytics cookies
These help us to understand how visitors use and move around our website, which inform us of improvements and adaptations to our website. Rejecting these cookies prevents us from collecting such data. The performance our website will not be affected.
How to Control Cookie Settings
Most web browsers allow you to control cookies through their setting preferences. However, if you limit the ability of websites to set cookies, you may impair your overall experience, as it will no longer be personalised to you.
Advice on blocking cookies on a variety of popular browsers can be found here
4. Changes to our Privacy Notice
Any changes to our Privacy Notice will be displayed on our website:
https://www.gbmcc.co.uk/about-us/gbmcc-rules/privacy
Last updated March 2024