Privacy Policy

Who are we?

We are The Bikeability Trust (Charity Number: 1171111). You can find us at Ideaspace City, 3 Laundress Lane, Cambridge, CB2 1SD.  

If you have any questions about this privacy statement or want to exercise any of your rights under data protection law please contact us at DPO@bikeabilitytrust.org. 

Bikeability cycle training attendees

Please note, that where you undertake a Bikeability programme operated by one of our registered and certified training providers, they will be acting as the data controller in relation to your personal data. We will only become the controller of personal data relating to participants (and their legal guardian) in the event a formal complaint and/ or serious incident is reported to us. 

We would recommend you review your training provider’s privacy policy for more information on how they handle your personal data.  

How do we use your data?

I am a training provider

When you register or renew your registration as a training provider with the Bikeability Trust. 

When you register/ renew your registration with the Bikeability Trust as a certified training provider we will collect 

• your name
• additional tutor names
• details of any relevant certifications (including the 1st4sport Level 2 award in Instructing Cycle Training, DBS checks and First Aid qualifications) 
• contact details such as telephone number, email address and address. 

We collect these details to take steps to enter into a contract or fulfil our contractual obligations and provide you with your certification as a training provider. Our database development is managed by Fifteen Design Ltd. 

Where you report formal complaints and or/ serious incidents to us.

Where you report formal complaints and/ or serious incidents to us, we will collect personal information relating to the complaint/ serious incident. We collect this under our legitimate interests to deal with such referrals quickly and efficiently.  

Consult the relevant grant recipient’s privacy policy. 

Whilst we handle your personal data as the certification trust, we would also recommend you review the privacy policy of the grant recipient who engages you, to ensure you are aware of how they handle your personal data as a data controller. 

I am a grant recipient

When your local authority receives a grant. 

Where you are a recipient of a grant from the Bikeability Trust, we will collect 

• the name of your local authority/ public body
• employee names who we communicate with
• their email addresses and telephone numbers. 

We do this under the contract we enter into with you in order to provide you with our grants and to ensure your suitability as a recipient of our grants. Our database development is managed by Fifteen Design Ltd. 

I am someone else.

When you sign up/ take part in a Bikeability programme. 

When you sign up and take part in a Bikeability programme with a training provider we will be provided with information relating to your school, gender, ethnicity, SEND and pupil premium in an anonymised format when you have completed the course by your training provider.

When you contact us. 

When you contact us either by phone, email, on social media or via our website contact us page with general queries, we will usually collect your name and contact details, because it’s in our legitimate interest to make sure we can properly respond to your query. 

When you apply for a role with the Bikeability Trust. 

When you enter into the recruitment process with us we may collect your name, contact details, recruitment information (e.g. right to work documentation and references), qualifications, accreditations and any additional information we may receive from our recruitment partners.  

We will use your personal information to assess your suitability for our available roles. We do this to perform a contract or to take steps at your request, before entering into a contract. Where we process your right to work documentation, we will do so to comply with our legal obligations. 

When you join our Bikeability Club or receive our news updates. 

We will handle your personal information (such as your name, email address and local authority) including personal information that your parent/ guardian fills in for us to provide you with our news updates in line with any preferences you have told us about. 

When we send you our news updates because you have opted-in to receive them, we rely on your consent to contact you. You can unsubscribe from our updates at any time by clicking the unsubscribe link at the bottom of any of our emails, by emailing DPO@bikeabilitytrust.org or by logging into your account via the portal and updating your subscriptions. 

When you attend one of our events or a third party event we also attend. 

When you attend one of our events (including our awards nights) or we meet you at a third party event (including virtual events via video conferencing providers including Zoom), we will usually collect your name, address, email address and phone number. At our own events we collect this information because it’s in our legitimate interests to know who’s attending our events; and at third party events, we collect this information because it is in our legitimate interests to promote our business. 

Technical information when you use our website. 

When you consent, we collect information about how you use our website. We use this information to improve our website and to better understand how people use it. More detail on the information we collect and how we do this is set out in our cookie policy: https://bikeability.org.uk/cookie-policy  

If our business is sold. 

We process your personal information for this purpose because we have a legitimate interest to ensure our business can be continued by the buyer. If you object to our use of your personal information in this way, the buyer of our business may not be able to provide services to you. 

Who do we share your data with?

• Regulators, Authorities and Enforcement Agencies if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or to enforce or apply our terms of use; or to protect the rights, property, or safety of our clients or others.  
• Business partners, suppliers and subcontractors, such as Campaign Monitor who we use to hold data submitted to the Bikeability Club. Campaign Monitor is based in the US however we ensure measures are in place to safeguard the transfer of your personal data. 
• Promotional events and marketing organisations. We do not sell data for marketing purposes, but may share your data with an event organiser including where we run workshops with co-presenters. We will always tell you before (usually on the event registration form) and you will be given the chance to opt-out before we do this. 
• Prospective buyers of our business under our legitimate interest to ensure our business can be continued by the buyer. 

Where is your data stored?

We store your data in the United Kingdom with MythicBeasts, a third party provider. 

Whenever we transfer your personal information outside of the UK and the EU, we ensure it receives additional protection as required by law. To keep this privacy policy as short and easy to understand as possible, we haven’t set out the specific circumstances when each of these protection measures are used. You can contact us at DPO@bikeabilitytrust.org. 

How long do we keep your data for?

We will only retain your personal information for as long as we need it unless we are required to keep it for longer to comply with our legal, accounting or regulatory requirements.  

We require all of our training providers to renew their registrations annually, in order to be able to continue to provide the Bikeability programmes. Where a training provider does not re-register, we will move their personal data outside of the active training providers system. We will then store it for a period of 6 years from the date of deactivation, at which point it will be deleted (unless the training provider reregisters). 

In some circumstances we may carefully anonymise your personal data so that it can no longer be associated with you, and we may use this anonymised information indefinitely without notifying you. We use this anonymised information to analyse our programmes and support other similar programmes around the world. 

What are my rights under data protection laws?

You have various other rights under applicable data protection laws, including the right to: 

• access your personal data (also known as a “subject access request”); 
• correct incomplete or inaccurate data we hold about you; 
• ask us to erase the personal data we hold about you; 
• ask us to restrict our handling of your personal data; 
• ask us to transfer your personal data to a third party;  
• object to how we are using your personal data; and 
• withdraw your consent to us handling your personal data. 

You also have the right to lodge a complaint with us or the Information Commissioner’s Office, the supervisory authority for data protection issues in England and Wales. If you are based outside of England and Wales, you can find your relevant supervisory authority here. 

Please keep in mind that privacy law is complicated, and these rights will not always be available to you all of the time. 

Questions, comments and more information

Your feedback and suggestions on this notice are welcome.  

We’ve worked hard to create a notice that’s easy to read and clear. But if you feel that we have overlooked an important perspective or used language which you think we could improve, please let us know by email at DPO@bikeabilitytrust.org.  

This privacy policy was last updated on 11 August 2021.