Privacy Policy - updated 27/8/21

Bike Bristol is committed to protecting the data privacy of it’s customers. This policy sets out how we will handle your data and how you can raise any concerns with us or the regulator. We aim to carry out all our activities in line with the six data protection principles outlined in the Data Protection Act 2018, the UK implementation of the General Data Protection Regulation (GDPR). Following these any personal data will be:

1. used fairly, lawfully and transparently
2. used for specified, explicit purposes
3. used in a way that is adequate, relevant and limited to only what is necessary
4. accurate and, where necessary, kept up to date
5. kept for no longer than is necessary
6. handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage

Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioner'sCommissioners Office.

As such we aim to limit the amount of data that is collected on individuals to that which is strictly necessary for the purposes of our business activities and limit access to personal data to those carrying out processing.

Bike Bristol forms and database privacy policy

We respect your privacy and are committed to protecting your personal data. This policy explains how we manage the personal information of users of Bike Bristol’s booking forms and through details shared via Email, Text, Whatsapp or Facebook Messenger.

This website bikebristol.com is owned by Bike Bristol (the data controller) and provides visitors with anonymous access. You can access and browse our website without disclosing your personal data. However, our site requires registration for courses and activities for which you will be required to provide personal data, via a form or by Email, Text, Whatsapp or Facebook Messenger.

Specific use of personal data

This section summarises any circumstances in which we may collect personal data about you, the legal basis of processing and how long we hold it. We may collect, use, store and transfer different kinds of personal data about you as follows:

• Visiting our website: No data is collected by Bike Bristol from visitors to our website.
• Embedded content from other websites: Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Comments on articles are through Facebook. Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
• If you make a payment: Payment details are not recorded by Bike Bristol however the payment data is automatically held on Bike Bristol’s bank account (Natwest) but only includes the essential data including date, reference, name, amount.
• If you contact us via email or you provide contact details via other means including Text, Whatsapp or Facebook Messenger: Your email address, message, and phone number if included, will be accessible to our small team and may be forwarded to the person or people in the organisation best equipped to respond. The basis of processing is our legitimate interest. Personal data from the above means, specifically, name, phone number and email address may be added to a secure spreadsheet. If recorded, we will hold your data for 3 years in a secure spreadsheet from the date you contact us.
• If you complete a booking form: Your name, email address, child’s name, experience and medical notes will be recorded in google form and corresponding google sheets spreadsheet. This secure spreadsheet is only accessible by one person via secure cloud storage. The data from the google sheets is held for 3 years, then deleted.
• Instructors: The instructor leading the sessions will need to access the booking form data so they understand who is coming, thier name, number and any medical information. Instructors must delete this data immediately once the lesson is complete.
• Data Protection Act 2018
• The General Data Protection Regulations 2016/679
• UK Privacy and Electronic Communications

We do not collect any Special Categories of Personal Data, apart from any necessary medical or particular needs, about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

We do ask: Is there anything medical we should be aware of or any particular needs? This is in order that the instructors present in an activity are aware of reasons why a participant may be suffering from a health condition and to inform a medical professional if an accident or incident occurs.

We do not collect or use personal data for any purpose other than those indicated at the time your personal data is volunteered.

If you decline to provide personal data

Where we need to collect your personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to provide you with information or services. In this case, we may have to cancel a service you have with us. We will notify you if this is the case at the time.

Security and encryption

Bike Bristol takes appropriate measures to ensure we keep your information secure, accurate and up to date.

We do not handle or store any bank or card details.

We have implemented security policies, rules and technical measures to protect the personal data that we have under our control from unauthorised access, improper use or disclosure, unauthorised modification and unlawful destruction or accidental loss. Any persons and data processors, who have access to, and are associated with the processing of personal data, are obliged to respect the confidentiality of our visitors’ personal data.

We ensure that your personal data will not be disclosed to other institutions and authorities except if required by law or other regulation or unless we have already sought your consent.

Sharing your information with other organisations

Bike Bristol will not sell your information to any third party. We may share your information with third parties where we have a legal duty to do so, to provide you with the information or service you have asked for, or where you have given explicit permission for us to do so.

Your rights

Your right to access and other rights

You may contact us at any time to ask to see what personal data we hold about you. Please contact us on 07516661801 or info@bikebristol.com to request this. Although we may require you to provide proof of your identity in advance, we will aim to respond to your request within one month and we will provide the information without any charge. Under certain circumstances you may have the data erased, rectified, amended, or completed. Under certain circumstances you may also object to our processing your personal data and restrict our processing of your personal data.

Bike St George: We will share data gathered in the booking questions and follow up questionnaire with Travel West (Bristol City Council) for the purposes of recording which demographics have been reached.

Your right to erasure

You may request that we destroy the personal data that we hold about you, provided that there is no legitimate reason for us continuing to hold it. Please contact us on 07516661801 or info@bikebristol.com to request this.

Your right to complain

If you believe that we have mishandled your data, you have the right to lodge a complaint with the Information Commissioner’s Office. You can report a concern here (but do contact us first, so that we can try and help).

Privacy compliance

Our privacy policy is compliant with the following instruments:

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this website. This privacy policy was last updated in June 2021.

Contact us about our privacy policy

If you have an enquiry or concern about our privacy policy, please contact us at

07516661801 or info@bikebristol.com