- Operate lawfully, transparently and fairly when collecting and processing your data
- Hold your data securely;
- Share only where you agree;
- Use your data to tailor the information we provide you and improve our services;
- Put you in control by allowing you to update, delete and access your data;
- The information we collect (personal or not)
- Why we collect it
- How long we store it
- Our legal basis for processing your personal data
- Who if anyone we disclose your personal data to
- Your rights and how you can see, update or delete your personal data
- About our digital services. This includes our website and apps, managed by us
- The services we use to communicate e.g. social media
- How to contact us directly, via email, phone, letter
- Meet us in person at events
- To make it easy to understand what data we collect about you we have grouped this policy into how you and others get information from us/ interact with us
We do not collect or store your personal information (e.g. your name or address) in our website analytics. However, we can recognise that behaviours belong to a single person. The information collected helps us investigate whether each website meets its users' needs as well as to evaluate how each website can be improved. We store information about what pages you visit, how long you are on the site, how you got here and what you clicked on.
Website log files collect your IP address, when you visited the site and the pages you visited. IP address is a numeric code assigned to a device based on your geographical location. If for example you are in Glasgow, your IP address will be the same as other users accessing the internet from Glasgow.
Cycling Scotland appoint third parties to host, develop and deliver our website and database – currently our provider is We Are Everyone (May 2018).
The information contained on this Web Site is provided by Cycling Scotland in good faith on an 'as is' basis. The information is believed to be accurate and current at the date the information was placed on this Web Site.
No one at Cycling Scotland, its related bodies corporate, any of their directors, officers, employees, agents and consultants makes any representation or warranty as to the reliability, accuracy or completeness of the information contained on this Web Site (including in relation to any products or services) and none of them accept any responsibility arising in any way (including negligence) for errors in, or omissions from, the information contained on this Web Site. You should make your own enquiries prior to entering into any transaction based on the contents of this Web Site.
To the fullest extent permitted by applicable law, Cycling Scotland disclaims all representations and warranties, express or implied, including but not limited to, implied warranties of merchantability and fitness for a particular purpose and anon-infringement. Cycling Scotland makes no warranty that the Web Site or any products or services advertised on the Web Site will meet your requirements, or that the Web Site will be uninterrupted, timely, secure or error free. Furthermore, to the fullest extent permitted by any applicable law, Cycling Scotland and its directors, officers, employees, agents and consultants exclude all liability for any loss or damage (including indirect, special or consequential loss or damage) arising from the use of, or reliance on, that information contained on this website, whether or not caused by any negligent act or omission. If any law prohibits the exclusion of such liability, Cycling Scotland limits its liability to the extent permitted by law, to the re-supply of the information. You expressly acknowledge and agree that Cycling Scotland does not control other users of this Web Site or the suppliers of goods and services and Cycling Scotland is therefore not liable for their opinions or their behaviour, including any information or advice provided by them or any defamatory statements made by them or any offensive conduct on their part.
The Cycling Scotland website has links to other sites. Cycling Scotland is not responsible for the privacy, information or content of those sites as they are not under the control of Cycling Scotland. The links to those sites are provided for your convenience only, and are not any express or implied endorsement by Cycling Scotland, of those sites, or the products and services provided on those sites.
No advice or information, whether oral or written, obtained by our from or through this Web Site creates any warranty not expressly made in these Terms and Conditions.
Information on this Web Site has been prepared in accordance with UK law for use in the UK only. This information may not satisfy the laws of any other country. To the extent that it does not satisfy the laws of the country in which you reside or from which you are accessing this Web Site, it is not directed at you and cannot be relied upon by. In any event, if you do rely on the information on this Web Site, then you agree to indemnify Cycling Scotland for any losses, costs (including legal costs on a solicitor-client basis), expenses or damages Cycling Scotland may suffer as a consequence of your reliance on the information or content of this Web Site.
If you require more information, please notify one of our team members.
Digital analytics tools such as Google Analytics and DoubleClick may be used to record anonymous user's interaction with Cycling Scotland websites. This data may then be used to retarget users through advertising on other websites, therefore an individual's behaviour on one of our websites may result in them being retargeted with advertising related to the pages they visited or actions they took on the site.
You may opt out of the DoubleClick cookie by visiting the Google advertising opt-out page or you may opt out of our use of Analytics by visiting the Google Analytics opt-out page.
When you download or use Cycling Scotland’s Essential Cycling Skills app on your mobile device, information may be accessed from or stored to your device. Most often this is used in a similar way to a web browser cookie, such as by enabling the app to 'remember' you or provide you with the content you have requested.
Your web browser or device may also provide Cycling Scotland with information about your device, such as a device identifier or IP address. Device identifiers may be collected automatically, such as the device ID, IP address, MAC address, IMEI number and app ID (a unique identifier relating to the particular copy of the app you are running).
When you sign in to a Cycling Scotland app, your sign-in details may be stored securely on the device you are using, so you can access other Cycling Scotland apps on the same device without needing to enter your sign-in details again.
If you have any concerns about the information which might be accessed from or stored on your device by Cycling Scotland, you may wish to only access Cycling Scotland content through a web browser and review your web browser settings.
When you attend a Pedal for Scotland event, we will pre-request detailed personal information for safety purposes. We will ask for your name, gender, date of birth, address, mobile number, day number, email address, emergency contact name, emergency contact phone number, emergency contact relationship to you and pre-existing medical conditions. These details are shared with our events management team WMP Creative (May 2018) who aim to ensure all participants at our events have a safe and enjoyable experience. Cycling Scotland’s event, Pedal for Scotland, will share your details (name and email address) with third party research organisation, Progressive Research. An event questionnaire will be sent to your supplied email address. Once the service has been provided, Progressive Research will destroy this data confidentially.
If you have agreed to raise money for our official Pedal for Scotland charity partner, we will share your name, age, date of birth, gender, telephone number, email address and address. Our current official charity partner is the STV Children’s Appeal (May 2018).
Our events management companies Speakeasy Productions and Abbotshall Communications are responsible for the Cycling Scotland Conference and Active Travel Conference. Both organisations will collect personal information including: name, address, email, telephone number, dietary requirements and access needs. If attending a study tour, we will collect name, gender, date of birth, address, telephone number, email address, medical conditions, emergency contact details and delegate signature.
Any sensitive data such as medical conditions is required for health and safety purposes. Once the service has been provided, both organisations will destroy this data confidentially. When you attend one of our conferences, your details are collected to ensure delegate safety. We may also contact you with marketing material if you have agreed to opt-in. You can opt-out at any time by clicking unsubscribe at the footer of these emails.
We use your data to ensure we complete your course registration effectively, and to manage your training and qualification records. We share your contact data with our tutors and the course instructors who deliver your class(es), and the identified Local Authority Coordinator responsible for training in your specific area. We will retain your records on the system as long as you confirm you are actively using your qualifications, otherwise they are automatically removed after five years.
We use your data to manage your training and qualification records. We share your contact data with registered Cycling Scotland database organisations whose work you have agreed to undertake. We will retain your records on the system as long as you confirm you are actively using your qualifications, otherwise they are automatically removed after five years.
For any prospective job applicants, Cycling Scotland will retain your application and any corresponding paperwork (including references) on file for a period of six months. After this period they will be deleted from our systems and all paperwork confidentially destroyed.
As a Cycling Scotland staff member, your personal details will be kept on file for the duration of your employment. Should your employment cease, your details will be held on file for a period of six months after which time they will be removed from our systems.
With your consent, data you provide when registering for the Cycle Friendly Award programme is transferred from our online system www.cyclehub.scot to our service centres, as listed below, to provide Cycle Friendly assessment as well as mailing lists and external mailing software for purposes of informing you of Development Grant funding opportunities and related Cycling Scotland training programmes and events.
In order to help us reach prospective Cycle Friendly Employers, Campuses, Schools and Communities across the country, Cycling Scotland have partnered with regional Cycle Friendly accredited service centres. When you register for the award, you will be assigned a local assessor who will be in touch with you to arrange an assessment. They are on hand to help you through your Cycle Friendly journey – providing one-to-one support to achieve the award.
Our service centres can deliver a number of activities to help you achieve the award. Many are likely to provide the following;
- Dr Bike (mobile bicycle mechanic who can deliver maintenance at your workplace)
- Qualified Essential Cycling Skills training instructors
- Led ride programmes
- Travel Planning
- Bicycle Recycling
- Second hand bike sales
- Maintenance classes
- One-to-one cycle training
Our service centres are:
Bike for Good https://www.bikeforgood.org.uk/
Neilston Development Trust http://www.pedalwise.co.uk/
Edinburgh Bike Station https://thebikestation.org.uk/edinburgh/
Velocity Café and Bicycle Workshop http://velocitylove.co.uk/
Shetland Community Bike Project http://shetlandlinkup.org/page16.html
Outfit Moray, Bike Revolution https://outfitmoray.com/
We also work with partner organisations to help us provide the most relevant information to you.
Living Streets https://www.livingstreets.org.uk/who-we-are/scotland
Paths for All https://www.pathsforall.org.uk/pfa-home
Cycling UK https://www.cyclinguk.org/scotland
Energy Savings Trust http://www.energysavingtrust.org.uk/scotland
Forth Environment Link http://www.forthenvironmentlink.org/
We may process personal data when we need to do this to fulfil a condition of our grant funding (for example, if you have applied for a grant from us or if we are evaluating the impact of the work our grant funding has supported), where you are a trustee, an employee or a contractor (to manage the relationship) or where we are required to do this by law or other regulations. When we share data with external evaluators or provide reports to our funders (as we are required to do under our conditions of grant), the information will be anonymised. Your personal data is not shared.
If there is an occasion on which we would like to share your personal data with a third party, we will always let you know and will obtain your consent before doing so.
The host of our online content management system, We Are Everyone, provides a back-up system for a period of five years, which means that if your details are amended or deleted on our system it may remain in its original form for this period after any changes are actioned.
If you ask us to close your account, we will delete the data within a month.
If you consent to receive marketing, we will continue to process your data on that basis. We store this in a secure database managed by Cycling Scotland and Mailchimp. We will hold your data on record as long as you want to hear from us. You will always have the option to unsubscribe at any point or change your details and preferences. Cycling Scotland is committed to ensure that the data we hold is accurate and up to date and will occasionally be in touch to review and refresh the data it holds. If you withdraw consent, we will delete your data within a month. We use a third party provider, Mailchimp, for all newsletter development.
The personal data you provide to TP&E is used for the purposes of legitimate interests, for consulting on a project you have an interest in. Your data will be held for the duration of the project to allow us to update you on the project outcomes. Thereafter it will be held with the project file, for audit purposes, for five years after completion of the project. The types of data we may ask you to provide are: your name, postal address, telephone number and email address. The data is processed, reviewed and managed by employees of the TP&E team.
If there is an occasion on which we would like to share your personal data with a third party (such as our client / the project proposers), we will always let you know and will obtain your consent before doing so.
You will always have the right to remove your data from our records, we will delete the data within a month.
For any further information about how TP&E manage your data please email firstname.lastname@example.org
When you make a complaint to us, you can do so via an online form, email, telephone or letter. The complaint is logged on our internal systems. Once a complaint has been logged, a Cycling Scotland officer will review and respond to it. All complaints should be made in writing to the contact details below.
A complaint can be made anonymously. However, if you do provide personal data, we request your full name and address. We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We may compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
By giving us your personal data, you consent to us processing it. We retain personal data obtained from complaints for five years and then confidentially destroy it.
Occasionally you can request resources (booklets, magazines, training resources) by post. To do this, we need your name and postal address and the resource material requested. Our legal basis for processing is contract and we will retain it for two months after the request.
However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.
To provide these newsletters, we request contact details including but not limited to - your email address, country, and postcode.
We only collect this data when we have your consent and retain it on a secure database. We store this data for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.
We use a third party provider, Mailchimp, for all newsletter development.
When you enter a competition, we may collect your name, email address and postal address. You are also given the option to consent to future marketing from us and our partners. We process this data as part of our contract to you and we retain it for three months after the competition has closed. Competitions are hosted by our third party provider, Mailchimp or Survey Monkey.
However, if you consent to future marketing we will continue to process your data on that basis. We may use this data and other data we hold about you to tailor the communications we send and improve our service to you and others. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.
Pedal for Scotland Competition Entry
- All participants taking part in the any of the Pedal for Scotland competitions must be aged 18 or over and be registered for at one of the Pedal for Scotland events (The Classic Challenge, The Big Belter or The Wee Jaunt Edinburgh).
- This competition is not open to employees of the Promoter, and their immediate families, its agencies or anyone else professionally connected with this promotion. The Promoter reserves the right to reject any entry on reasonable grounds.
- The prizes are only the ones outlined within the social media post or email and participants must have completed all the outlined steps involved to be in with a chance to win (e.g. To be in with a chance to win: REGISTER to one of the Pedal for Scotland events and COMMENT below your response to our question).
- There are no cash alternatives: the prize must be accepted as offered, is non-transferable, subject to availability and cannot be exchanged. Products/prizes obtained through the promotion are not subject to refund or exchange.
- Only one entry per person will be counted as eligible.
- Entries will close at NOON on the date specified in the original social media post or email.
- One winner will be drawn at random and announced via social media on the date specified in the original post or MailChimp.
- The Promoter will contact the winner of the competition.
- The Promoter will take measures to ensure a timely receipt of product but cannot guarantee the delivery time of the prize. It will also not accept responsibility for failure of delivery due to, but not limited to theft, erroneous delivery, mishandling during packaging or delivery or incorrect address.
- If either the prize is declined, or the winner cannot be contacted within a reasonable time, a supplementary winner may be drawn at the Promoter’s discretion.
- The Promoter’s decision is final, and no correspondence will be entered into in respect of all matters to do with this promotion.
- The Promoter or its agencies will not be responsible for the non-inclusion of entries or any claims as a result of being lost, late, incomplete, invalid or because of technical failures or otherwise, including such failure which is within the control of the Promoter or its agencies.
- The Promoter reserves the right at its sole discretion to disqualify any individual found to be attempting to tamper with the operation of the promotion, setting up multiple accounts, using multiple identities or acting in a manner deemed by the Promoter to be in violation of these Terms and Conditions.
- The Promoter reserves the right to cancel or suspend this competition or to amend these Terms and Conditions at any time without notice.
- This promotion is no way sponsored, affiliated, endorsed or administered by, or associated with Facebook or Twitter.
- You are providing your information to the promoter, not to Facebook. By entering the promotion, all participants agree to a complete liability release for Facebook.
- By entering this promotion all participants are bound by these Terms and Conditions. Any entries that do not conform to these Terms and Conditions will be disqualified from the promotion. Entries that are incomplete contain false details or multiple entries from the same entrant will be disregarded.
You do not need to include your name or contact details in order to provide us with general feedback or information about any technical problems on this site. You will however need to include an email address if you want us to reply to you. For some enquiries, contact details will be required.
We will only use any personal information provided to deal with your request and will not share it with other organisations. This data is stored for six months after we respond to your feedback, in case you ask for more detail or have other feedback you'd like to make.
We reserve, however the right to use non-personal information for business, research and marketing purposes. Uses include:
- An internal report listing technical problems on the website and solutions
- Marketing literature using quotes drawn from feedback about the site
- Our legal basis for processing this data is legal obligation
We may ask you for feedback whilst on the website. You only need to include an email address if you want us to reply to you or you would like to be included in future research.
By giving us your personal data, you consent to us processing it. We will store it securely for a maximum of 14 months.
We may share this data with a research agency, Progressive Research, who conduct the research on our behalf and destroy the personal data when the research is complete.
We collect your name, email address, phone number and address to create an account. When you login, we will track this and your behaviour. We may use this data and other data we hold about you to tailor your experience in the account and any communications we send. We may also use it improve our service to you and others.
When you create an account, you will be asked to opt In if you want to hear from us for marketing purposes and we will continue to process your data on that basis. We may use this data and other data we hold about you to tailor the communications we send and improve our service to you and others. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.
WHEN YOU USE OTHER SERVICES (LIKE FACEBOOK) TO INTERACT WITH US
When you use a social media platform, details about how your personal information is held, is described within the relevant social media policy, such as Facebook or Twitter.
WHEN YOU PHONE US
We do not collect caller line identification information when you call us. We will only collect personal information that you consent to provide to us in order to deliver a service.
WHEN YOU EMAIL US
When you contact us via email, we will retain your email and our response to it for as long as the business issue remains. After this, the information will be confidentially destroyed.
WHEN YOU WRITE TO US
When you contact us via post, we will retain your letter/postal address/personal information and our response to it for as long as the business issue remains. After this, the information will be confidentially destroyed.
To use Wi-Fi at our office, you need to accept our terms and conditions.
If you want to provide feedback or make a complaint, you can so anonymously, or provide personal data so we can respond to you.
If you do provide personal data, we will request your full name and address. We will only use the personal information we collect to process the feedback and to check on the level of service we provide.
By giving us your personal data, you consent to us processing it. We retain personal data obtained from complaints for five years and then confidentially destroy it.
When make a purchase at an event, we retain financial information about the transaction. We have a legal requirement to retain this data for seven years. Then it is destroyed.
We may email you regarding a contract or service or in response to a request, you have made. Your data will be stored for the purpose and time required to fulfil this.
We only send emails to you promoting Cycling Scotland products where we have your consent. However, if you subscribed to regular information via email before 25th May 2018, you have not asked us to stop and you have engaged with the content recently we will continue to contact you. The legal basis for this is legitimate interest.
We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent, we will delete your data within a month.
Occasionally we send brochures by post.
We only communicate to you via post where we have your prior consent. Our legal basis for processing this data is consent.
If you subscribed to regular information via post before 25th May 2018, you haven't asked us to stop and we believe the information is in your interest we will continue to contact you. The legal basis for this is legitimate interest.
We store this information for five years unless consent has been withdrawn or we no longer believe it in your interest.
We use a third party provider, Johnstone Mailing, to pack and send the brochure. They store your personal data for 18 months after it has been sent.
Under the General Data Protection Regulations, you have rights as an individual which you can exercise in relation to the information we hold about you.
You always have the right to:
The GDPR provides the following rights for individuals:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling.
Read more about your individual rights on the Information Commissioner's Office website.
Cycling Scotland tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making an 'right of access' request under the General Data Protection Regulations. If we do hold information about you we will:
- Give you a description of it;
- Tell you why we are holding it;
- Tell you who it could be disclosed to; and
- Let you have a copy of the information in an intelligible form.
This service is free of charge and responses will be issued within one month.
Please email email@example.com to request any information
We keep our privacy notice under regular review. This privacy notice was last updated on 15th May 2018.
You can access this policy at any time through the link at the bottom of our websites and from any e-newsletters you are subscribed to.
Cycling Scotland tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
You also have the right to lodge a complaint against Cycling Scotland regarding data protection issues with the Information Commissioners Office (http://ico.org.uk/concerns/)
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Cycling Scotland's collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Email us firstname.lastname@example.org
Telephone: 0141 229 5350
Or write to:
24 Blythswood Square,