Privacy Statement

1. Introduction

Bikeability is the national cycle training programme supported and funded by the Department for Transport (DfT).

The Bikeability Trust administers the programme on behalf of the DfT, and has developed this Privacy Statement to demonstrate how in fulfilling this role, we observe UK data protection legislation and respect people’s privacy.

Specifically, we act as “Data Controller” in respect of the data gathered and used by this website. We also act as “Joint Data Controller” in respect of the information gathered via the Bikeability paper-based data collection systems: in this, we share responsibility with participating schools / local education authorities.

This Privacy Statement describes the ways in which people’s data is collected, managed, processed, stored and shared. This Privacy Statement also provides you with information about how you can have control over our use of your data.

If you have any comments or queries regarding this Privacy Statement, please contact us by email at DPO@bikeabilitytrust.org or by post at Data Protection, The Bikeability Trust, ideaSpace, 3 Laundress Lane, Cambridge CB2 1SD.

2. What information is collected?

Primarily, people’s data is collected in order to administer the Bikeability programme. This is known as “personal data”, and includes the programme participant’s name, school, details about their parents / guardians etc.

This information is collected in a number of different ways. For example, you may provide this data directly when filling in forms on this website, completing a Parental Consent Form or when corresponding with us by telephone or e-mail.

Special categories of data (i.e. sensitive data) are also collected about programme participants, specifically information about their health. This data is collected in order to ensure that participants are kept safe during the programme, and/or so that reasonable adjustments can be made to accommodate a child’s special or extra needs.

Please be advised that when you visit this website, cookies will also be used to collect information about you such as your Internet Protocol (IP) address which connects your computer or mobile device to the internet, and information about your visit such as the pages you viewed or searched for, page response times, download errors etc. We do this so that we can measure our website’s performance and make improvements in the future.

Cookies are also used to enhance this website’s functionality and personalisation. You can control this by adjusting your cookies settings as described in section 4 of our Cookies Policy here.

3. How that information is used

We use data for the specific purposes listed in the table below. Please note that this table also explains:

  • the lawful basis for processing data, linked to each processing purpose;
  • in what circumstances data will be shared with a third party organisation; and
  • for how long we keep data collected by this website.

Data that is collected by cookies is not included in the table below, but is explained in section 3 of our Cookies Policy here.

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

   

Purpose for processing data Lawful basis for processing data Third party organisations with whom data is shared Data retention period
To administer the Bikeability programme: this includes enrolling participants, collecting the consent of parents / guardians for their child to participate in the programme etc To meet the requirements of contract law Data is collected using paper-based Parental Consent Forms: these are saved at the participant’s school and are not systematically shared with Bikeability or any of our retail partners. Our programme providers, who deliver Bikeability in schools across the UK, will have access to the Parental Consent Forms, but only when they attend the school in order to provide the course The data is retained by the school for the period of the participant’s attendance
To validate that a participant is eligible to take part in the Bikeability programme by virtue of their health and/or educational needs, or if reasonable adjustments need to be made in order to accommodate a participant’s extra or different needs To meet the requirements of contract law: additionally, the further justification for the processing this data is in order to be able to provide support for individuals with a particular disability or medical condition This data is recorded on the Parental Consent Form, which will be made available to our programme providers on the day of the course. However, this data is not recorded on any IT system, and is not shared beyond the confines of the school The data is retained by the school for the period of the participant’s attendance
To provide participants with a Bikeability certificate upon completion of the course To meet the requirements of contract law Data is collected by our programme providers on the day of the course, and is used solely to complete the certificates onsite at the school This data is not recorded apart from on the certificate which is handed to the participant
To process requests to receive special offers from Halfords or Cycle Republic (our official cycling retail partners): these offers are accessible via the Bikeability Participants Hub By signing up to the Participants Hub, people are providing their consent to receive the offers from Halfords or Cycle Republic The data will be collected by our website: in doing so, it will be accessible by Campaign Monitor who host the site 6 years after the last interaction
To communicate with participants’ parents / guardians in order to send them additional information, offers and news about Bikeability Marketing communications will not be sent by Bikeability without specific consent from a participant’s parents / guardians The data will be accessible by Campaign Monitor who host the website 6 years after the last interaction
To communicate with participants’ parents / guardians in order to send them additional information, offers and news from Halfords and/or Cycle Republic Marketing communications will not be sent by Halfords or Cycle Republic without specific consent from a participant’s parents / guardians With consent, data will be shared with Halfords and/or Cycle Republic. In doing so, the data will be stored in a customer database which is maintained by Planning-Inc. Marketing emails will be sent by Cheetah Digital 6 years after the last interaction
To capture and use photographs and/or film footage of participants for use in Bikeability promotional materials Imagery will only be captured with the express permission and consent of the participant’s parents / guardians We will inform people how this data will be used – and with whom it will be shared – as part of the consent agreement which will always be signed in advance of any photographic or film imagery being captured Subject to agreement between Bikeability and the participant’s parents / guardians
To undertake adhoc monitoring of the Bikeability scheme This is deemed legitimate as it is in people’s interest that Bikeability routinely audit the effectiveness of their programme Data will not be shared with any third parties 3 years following the publication of any monitoring report
To send satisfaction surveys to the parents / guardians of participants in order to evaluate the success of the Bikeability programme This is deemed legitimate as it is in people’s interest to be able to provide feedback upon the Bikeability programme Data will not be shared with any third parties 3 years

4. Overseas transfers

Campaign Monitor who host the Bikeability website, and hold data submitted to the Participants Hub, have a data centre based in the USA. Additionally, Campaign Monitor may process data in the USA, Australia and Germany. However, they use appropriate technical and organisational security measures to protect the data against unauthorised access, disclosure, alteration or destruction.

5. Your rights

Under the terms of data protection legislation, you have the following rights as a result of using this website:

5.1 Right to be informed

This Privacy Statement, together with our Cookies Policy, fulfils our obligation to tell you about the ways in which we use your information as a result of you using this website.

5.2 Right to access

You have the right to ask us, in writing, for a copy of any personal data that we hold about you. This is known as a “Subject Access Request”. Except in exceptional circumstances (which we would discuss and agree with you in advance), you can obtain this information at no cost. We will send you a copy of the information within 30 days of your request.

To make a Subject Access Request, please write to us at Data Protection, The Bikeability Trust, ideaSpace, 3 Laundress Lane, Cambridge CB2 1SD.

5.3 Right to rectification

If any of the information that we hold about you is inaccurate, you can contact us at DPO@bikeabilitytrust.org. Any corrections that you request will be made as soon as possible, and certainly no later than 30 days following your notification.

5.4 Right to be forgotten

You can ask that we erase all personal information that we hold about you. Where it is appropriate that we comply, your request will be fully actioned within 30 days. For further information, please contact us at DPO@bikeabilitytrust.org.

5.5 Right to object

You have the right to object to:

  • the continued use of your data for any purpose listed in section 3 of this Privacy Statement for which consent is identified as the lawful basis of processing (i.e. you have the right to withdraw your consent at any time);
  • the continued use of your data for any purpose listed in section 3 of this Privacy Statement for which the lawful basis of processing is that it has been deemed legitimate.

To exercise this right, please contact us at DPO@bikeabilitytrust.org. Please note that you can also exercise your right to object to our use of cookies by following the guidance in section 4 of our Cookies Policy here.

5.6 Right to restrict processing

If you wish us to restrict the use of your data because (i) you think it is inaccurate but this will take time to validate, (ii) you believe our data processing is unlawful but you do not want your data erased, (iii) you want us to retain your data in order to establish, exercise or defend a legal claim, or (iv) you wish to object to the processing of your data, but we have yet to determine whether this is appropriate, please contact us at DPO@bikeabilitytrust.org.

5.7 Right to data portability

If you would like us to move, copy or transfer the data that we hold about you to another organisation, please contact us at DPO@bikeabilitytrust.org. Please be advised that this only applies to certain data which has been submitted by you electronically for specific purposes only.

5.8 Rights related to automated decision-making

In processing people’s data, no decisions are made by Bikeability using automated processes.

6. Data privacy and security

We recognise that the security of data and transactions on this website is of primary importance. We therefore ensure that all connections to secure parts of the website are encrypted and authenticated using strong protocols, key exchanges and ciphers.

7. Disclaimers

Every effort is made to ensure that the information provided on this website, and in this Privacy Statement, is accurate and up-to-date, but no legal responsibility is accepted for any errors or omissions contained herein.

We cannot accept liability for the use made by you of the information on this website or in this Privacy Statement, nor do we warrant that the supply of the information will be uninterrupted. All material accessed or downloaded from this website is obtained at your own risk. It is your responsibility to use appropriate anti-virus software.

This Privacy Statement applies solely to the data collected by us, and therefore does not also apply to data collected by third party websites and services that are not under our control. Furthermore, we cannot be held responsible for the Privacy Statements on third party websites, and we advise users to read these carefully before registering any personal data.

8. Accessibility

We are committed to providing a website in which content is accessible to everyone. We therefore update our website regularly in order to make it as adaptable as possible.

For example, users can control the text size of each page within their browser. On a PC, holding the “Ctrl” key while pressing the “+” (plus) key will increase text size, and holding the “Ctrl” key while pressing the “-“ (minus) key will decrease the text size.

9. General

Questions and comments regarding this Privacy Statement are welcomed, and should be sent to us at DPO@bikeabilitytrust.org. You can also contact us if you have any concerns or complaints about the ways in which your personal data has been handled as a result of you using this website.

Alternatively, you have the right to lodge a complaint with the Information Commissioner’s Office who may be contacted at Wycliffe House, Water Lane, Wilmslow SK9 5AF or ico.org.uk.