Privacy Policy

Who are we?

We are The Bikeability Trust (Charity Number: 1171111). You can find us at The Bikeability Trust, PO Box 1494, Cambridge, CB22 3YT

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.

The Bikeability Trust is a data controller and may process your personal data in accordance with our policy and the relevant data protection laws. This notice includes the information we are obliged to share with you. If you require further information, please get in touch. You may complain about our handling of your personal data. You can do this by getting in touch with us or by contacting the regulator of information rights in the UK, the Information Commissioner’s Office (ICO), for further details please go here – https://ico.org.uk/make-a-complaint/

If you are located outside of the UK, you may need to consult with the regulator according to the jurisdiction in which you reside.

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 may process personal data using consent. Where this concerns the personal data of a child we will rely upon the consent of a parent, guardian, or other responsible person. Consent or third-party consent may be gathered in advance by a school or other party on behalf of Bikeability. In some circumstances, Bikeability may gather consent directly from an individual. We may also receive some information about participants concerning riders’ characteristics for research and statistical purposes which could include but may not be limited to personal data that identifies a child’s ethnicity and gender. Please also note that this information along with information about a child’s special educational needs may be shared with Bikeability, a training provider or the instructor by the school your child attends. This will be to ensure amongst other reasons that a child attends the designated course and to safeguard in their best interests. Bikeability will process such data in its legitimate interest and in the public interest where there is special category data. Each party acting as a data controller may process this information according to their policy and UK data protection law.

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 an instructor

When you are registered or renew your registration as an instructor with The Bikeability Trust

When you are registered/ renew your registration with The Bikeability Trust as a qualified instructor we will collect  your name and contact details such as telephone number, email address and postal address, details of any relevant certifications including:

• 1st4sport Level 2 award in Instructing Cycle Training
• DBS certification date
• Essential training completion dates

In respect of DBS checks undertaken by a Training Provider, we will ensure data shared with the Bikeability Trust is processed according to the data protection act 2018 and is supported by an appropriate policy document.  The outcome of DBS checks will not be shared or recorded by the Bikeability Trust.

Your qualification status and essential training will be retained, regularly reviewed and may be shared with training providers as required and in the public interest. We may also share your personal data with your training provider, associated instructors and school where delivery is taking place (or host organisation). Instructor names will be shared with parents/riders via the rider report but no other personal details will be shared.

Consult your training provider’s privacy policy

We recommend you review the privacy policy of the training provider who engages you, to ensure you are aware of how they handle your personal data as a data controller.

Using The Bikeability Trust instructor app

The instructor app is encrypted whilst stored on your device however we also ask you to agree to some basic terms and conditions to help keep that data secure.

By accessing the app you agree to abide by the following terms and conditions of use:

• I will secure my device with a PIN or biometric lock.
• I will not leave my device unattended whilst unlocked.
• I will be the sole user of my device whilst accessing the Bikeability app.
• I will only access and use the Bikeability app to facilitate and record information related to the cycle training that I am undertaking and I will not otherwise copy, screenshot, record or share information outside of the app.
• I will set a secure PIN for use when accessing the Bikeability app.
• When not using the Bikeability app, I will secure the app by closing the browser window.
• I will not share my login credentials with any other individual.
• Using information stored in the app for any other purpose than the delivery of Bikeability may be a criminal offence.
• I will comply with UK data protection legislation.

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:

Training provider name contact details such as telephone number, email address and postal address.

Associated instructor names and details of their relevant certifications including:

• 1st4sport Level 2 award in Instructing Cycle Training
• DBS certification date
• Essential training completion dates

We collect these details to take steps to enter into a contract and fulfil our contractual obligations and to register  your organisation as a training provider with The Bikeability Trust. 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.

Link to complaints policy Complaints policy – Bikeability

Consult your grant recipient’s privacy policy

We 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 bank account details

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 a parent/carer of a child participating in Bikeability training

When you sign up/ take part in a Bikeability programme

Children who are offered to take part in Bikeability training must have written consent from the parent/carer in place before attending a training session.  The consent form will provide your child’s name, year group, gender, ethnicity, SEND, medical conditions and pupil premium.  The consent form is shared with your child’s school, training provider, instructors associated with delivering the training and the Bikeability Trust. We may also process your child’s personal data where we have a legal or professional obligation or a legitimate interest.

How we use this data

The training provider and instructors will use consent data to ensure that any special requirements needed are considered and implement in order for your child to participate in Bikeability training.

This information will also be used to record your child’s progress and provide a rider report detailing your child’s training outcomes which will be sent upon completion of the training to the parent/carer.

The Bikeability Trust may use this data in an aggregated and anonymised format only, in order to provide monitoring and reporting data to Active Travel England.

I am someone else

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 enquiry.

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 The Bikeability Trust is no longer the programme administrator

We process your information for this purpose because we have a legitimate interest to ensure the programme can be continued by the successor. If you object to our use of your information in this way, the successor may not be able to work with  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.

Should we transfer your personal information outside of the UK and the EU, we ensure it receives additional protection as required by UK 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
• 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 18^th September 2024.