1. Why we use your personal information

We will only collect and use your personal information where we have a legal basis to do so and will always respect your rights.

Where we use your information, it may be because you have consented to us doing so, or because we consider we have a legitimate interest to do so. Where we do rely on a legitimate interest to use your information, we promise never to do it in an intrusive way or to cause distress, and to always respect your rights. Other reasons may include using information because we have a legal obligation to do so or because we are fulfilling contractual obligations.

Examples of why we use your personal information include:

• You have given us your explicit consent to use the information for a specified purpose, for example to receive our e-newsletter.
• You have expressed interest in CFC by a positive action, by completing an electronic or paper application/enquiry or by taking part in a fund raising event for us.
• We have a legal obligation to use your information, for example to maintain Gift Aid records.
• We also reserve the right to apply our legitimate interest wherever we believe it is appropriate but we promise that we will never do this in an intrusive way and will always respect your rights and freedoms when doing so. Some examples of when we would rely on our legitimate interest include:

1. To pursue our organisational aims and objectives.
2. To fundraise (both now and in the future) to fund what we do.
3. To ensure we meet our regulatory requirements as a charity.
4. To manage our ongoing relationship with you.
5. To provide you with one of our services, bikes, trikes or other exercise equipment.

2. What personal information we collect

The personal information we collect about you will depend on how and why you are engaging with us. It could include (but is not limited to):

• Your name, address, telephone number, e-mail address, date of birth, brief medical history and your contact preferences.
• Other information you provide to us from time to time which is relevant and necessary for us to collect and process. For example, the events you have participated in.
• We may also collect information about your activity online when you visit our website and when we send you an email.
• If you a recipient of our services we will hold information on your diagnosis and current treatment.

If you shared with us any sensitive information, including your medical history, the information you have provided will be kept by CFC and will be treated with the strictest of confidence. It will not be shared with a third party without your consent unless we have a statutory obligation to do so.

If you give us personal information about another person, we expect you to be responsible for ensuring that they know we are using their personal information in accordance with this privacy policy and we will make every effort to obtain the necessary conditions for processing that data, for example if it is in our legitimate interest.

3. How we use your personal information

We use your personal information for the following purposes:

• To respond to or fulfil any requests, complaints or queries we receive from you.
• To provide you with a bike, trike, tandem or other item of exercise related equipment other services and events.
• To confirm that your gift or donation has been processed correctly, to validate your Gift Aid claim and maintain records of your past and future donations.
• To provide you with information and support for any events, fundraising activities or volunteering opportunities you sign up to.
• To raise funds and to promote the aims and objectives of Cyclists Fighting Cancer.
• To pursue our organisational goals, including providing bikes, trikes, tandems and other exercise related equipment for children and young persons referred to us.
• To manage your contact preferences. If you ever want to change the way we keep in touch, just let us know by emailing info@cyclistsfc.org.uk or call us on 01789 450011.
• To manage our volunteers.
• For our own (or a third party, when legally required) lawful interests, provided your rights do not override these.
• To inform our digital and social media marketing.
• For our internal purposes such as management, research, analytics, organisational reporting, and ways that will improve efficiencies.
• To comply with a legal duty.

4. Who we share your personal information with

We never give or sell any personal information to other charities or organisations. However, there are some circumstances where we would share your data with third parties. For instance:

• If we are legally required to do so, e.g. court order, law enforcement agency pursuing an investigation.
• If we believe it necessary to protect or defend our rights or the personal safety of our personnel or a young person we support.
• When we work with carefully selected partners, such as Evans Cycles who receive limited data such to allow delivery of bike awards. Or when we refer someone to another charity, which we would only do with the individual’s consent.
• When information is sent to HMRC as part of the declaration process for Gift Aid so that we can reclaim the Gift Aid on your donation(s).

5. International transfers of your personal information

The General Data Protection Regulation (GDPR) states that we must let you know if we send your information outside of the European Economic Area (the EEA, i.e. the 28 European Union Member States, as well as Iceland, Norway and Liechtenstein), which do not always provide the same level of data protection as the UK, for the purposes of achieving our aims and objectives as a charitable organisation. When we do make such transfers, we have provision in place with our providers, including suitable security measures, to ensure that your personal information is protected in accordance with EU GDPR standards.

6. Keeping your personal information up to date

We will use publicly available sources to ensure that the information we hold is accurate and up to date. For example, where you have signed up for a redirection service, we will use the Post Office’s National Change of Address database to keep in touch. We may use other services to cross-check the accuracy of the contact details we hold for you.

7. How long we keep your personal information

The periods for which we keep your information depend on the purpose for which your information was collected. We will not keep your personal information for longer than necessary for the organisation’s purposes or for legal requirements.

8. Access and control over your personal information

• You have a right to know what personal information we hold about you. If you’d like a copy of this information, please contact us at info@cyclistsfc.org.uk or call us on 01789 450011. We will not charge you for processing your request and supplying your information to you and we are legally bound to deliver this information in a format of your choice within ONE month.
• You have the right to request that we correct inaccurate and/or incomplete personal information we hold about you. If our records are incorrect or incomplete, please let us know by emailing info@cyclistsfc.org.uk or calling us on 01789 450011.
• If you have given us your consent to process your information, you can withdraw or restrict it whenever you wish by emailing info@cyclistsfc.org.uk or calling us on 01789 450011. You will be offered the right to withdraw your consent (opt out) to every type of communication we send you.
• In certain circumstances you may request that we erase your personal information we hold about you (‘the right to be forgotten’). This will mean we may not recognise you should you decide to support us in the future. There may also be certain information we need to retain in order to comply with our legal obligation for example maintaining our Gift Aid records.

9. How we protect your personal Information

We maintain the highest standards of data privacy and security to protect your personal details and other information about you because we want you to feel completely confident about engaging with us. We regularly review our processes and procedures to protect your information from unauthorised access and use, accidental loss and/or destruction.

If you have entered one of our organised events we may also access your personal contacts via reputable operators such as RiderHQ, British Cycling etc. who also have robust privacy policies.

We receive information about service users from our referring agencies within the NHS and other registered charities via a secure email network.

10. Contacting us

If you have any questions about this privacy policy and how we use your personal information, please get in touch by emailing us at info@cyclistsfc.org.uk or by calling us on 01789 450011.

11. Making a complaint

If you have any feedback or would like to make a complaint about how we handle your personal information, please contact us so we can investigate and address your concerns. You also have the right to complain about how we collect and use your personal information to the UK data protection regulator, The Information Commissioner’s Office (ICO)

12. Changes to our privacy policy

We may update this policy to reflect changes in how we use your information. Any changes to our privacy policy will be posted on our websites for you to review. Where appropriate, we will provide you with notice of any significant changes to how we use your information.

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