We are Motogymkhana West Midlands a voluntary community group. We take the privacy of our members and visitors very seriously. We ask that you read this Privacy Policy (‘the Policy’) carefully as it contains important information about how we will use your personal data.
For the purposes of the Data Protection Act (‘DPA’), we are the ‘Data Controller’ and responsible for the control the processing of any of your personal data that we need to know or is disclosed to us by you.
Data Protection Officer is Iain Suggett 07973541507 or Iain@motogymhana.org this may change over time but we will endeavour to keep this policy updated.
This Policy is in line with the General Data Protection Regulation (GDPR) reform that came into effect in May 2018. That set out the rights for individuals and required transparency in how personal data is processed by Data Controllers, such as consent, distribution, marketing and deletion. Our lawful basis for processing your personal data is done so under a Legitimate Interest – Article 6(1)(f) – “the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.”
Personal data we may collect
We will obtain personal data about you (including your name, address, date of birth, contact information, interests, payment details, any relevant medical conditions you may disclose to us (relating to riding motorcycles as necessary) including our use of first aid care if necessary and opinions of us ) and those whose personal data you have with express authority or responsibility to disclose to us (‘others’ including those under 18 that you have responsibility for) whenever you complete an online or paper form, make a telephone enquiry with us, or visit to receive our services. If you submit an online enquiry you will be required to agree to the terms of this Policy which include permitting us to contact you via the contact means of which you provide us with the details of. i.e. email address, telephone number, etc.
For example, we will obtain personal data when you (e.g. contact us for any reason, or purchase services). In certain circumstances, we tat may result in us holding sensitive personal data if you provide us with such information if you feel that it is relevant for the purpose of your enquiry, but we will not ask for such information. Any sensitive personal data obtained and recorded will only be done so with your explicit consent and remain confidential to the best of or abilities.
Our lawful basis for processing personal data
MGWM’s lawful purpose for processing your data will depend on what we are processing it for, and these lawful purposes and reasons are laid out below.
Art. 6 (1) (a) Consent: In circumstances where you have provided us with a freely given, informed and specific choice to allow MGWM to process your data, consent will be the lawful basis under which we process your data.
Art. 6 (1) (b) Contract: If you have entered or are in the process of entering into a contract with MGWM, your personal data may be processed if it is necessary for performance of the contract or is in order to take steps at your request prior to entering into a contract.
Art. 6 (1) (f) Legitimate interest: You may have your personal data processed for the purposes of the legitimate interests pursued by MGWM except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data.
To balance your fundamental rights and freedoms with MGWM necessary interests, you will be informed that you may chose to opt-in to receive marketing communications for similar products and services at the point enquiry and can opt-out at any time of further processing at any subsequent point in the relationship by contacting us. You may contact our Data Protection Officer Iain Suggett 07973541507 or Iain@motogymhana.org who will process your request for you.
How we use personal data
We will use the personal data you disclose to us for the purposes described in Our Terms.
These purposes include:
to assist us in processing your enquiries and obtaining the services which you require;
to help us identify you .
administration;
research, statistical analysis and behavioural analysis; (currently we do not do this but may in the future).
customer profiling and analysing your preferences; (currently we do not do this but may in the future).
fraud prevention and detection;
billing and order fulfilment;
customising our website and its content ;
to notify you of any changes to our website or to our services which may affect you;
security vetting; and
improving our services.
Marketing and opting-out
Disclosure of personal data
We may disclose personal data which you provide to us to:
Our service providers (e.g. providers of web hosting, maintenance services or potential funders);
Law enforcement agencies in connection with any investigation to help prevent unlawful activity;
Insurance companies with whom we deal for the purposes of providing cover for our services to you and to verify information provided to us by you; and
Other third parties with whom we deal with in the course of providing our services to you; e.g landowners of any variety who grant us permission to access their property for the purposes of events
Any regulators within whose jurisdiction we operate within from time to time.
Please be aware that we will not sell or otherwise disclose any personal data provided to us to any other party. NOTE we have no control over any details provided on any social media platform.
Keeping data secure
We currently safeguard personal data by storing it on paper or on password protected data storage and shall ensure that from time to time we use no lesser technical and organisational measures to safeguard personal data which is disclosed to us. Whilst we will use all reasonable efforts to safeguard such personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data which are transferred from you or to you via the internet.
Monitoring
We may monitor and record communications with you (such as telephone conversations and emails) for the purpose of quality assurance, training, fraud prevention or compliance purposes.
Information about other individuals
If you give us information about others, you confirm that you are either an parent appropriate adult or guardian or that the other third party person has appointed you to act on their behalf. This is also relevant where others are concerned if you indeed ask another person to act on your behalf as a third party.
Under the third party authorisation, the other person can:
Give consent on their behalf to the processing of his or her personal data for the purposes and reasons set out in this Policy; and
Receive on their behalf any data protection notices.
Such authorisation will remain in place until this has been revoked, either by verbal or written communication.
Use of First & Third Party Cookies and Identifiers
Cookies
This website only uses cookies to help us make the experience on the site better. Cookies are small files which are sent back and forth with web pages which can be used to identify that you have previously visited a site, or to store small bits of information locally with you. If you want to know more about what cookies are and how to control them, AboutCookies.org is a great resource, or read on to see what we use cookies for:
cookies off or delete cookies?
Find out more about cookies including how to disable/enable and delete them at the following website www.aboutcookies.org.
You can block most cookies (except for Flash cookies) by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our sites, or you may experience reduced functionality when accessing certain services. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies as soon you visit our website.
If you want to delete cookies from the browser on your mobile phone, you will need to refer to your handset manual.
Your rights
You have the right to request access to your personal data which we process. This formal request is made under the DPA and is referred to as a Subject Access Request. If you wish to exercise this right and make a Subject Access Request, you should;
Put your request in writing; either by Email .
Include proof of your identity and address (e.g. a copy of your driving licence or passport, and a recent utility or credit card bill);
Specify the personal data you want access to, including any account or reference numbers where applicable.
You have the right to require us to correct any inaccuracies in your data free of charge. If you wish to exercise this right, you should:
Either speak to us via telephone or put your request in writing;
Provide us with enough information to identify you (e.g. account/order number, username, registration details); and
Specify the information that is incorrect and what it should be replaced with.
You also have the right to ask us to stop processing your personal data for direct marketing purposes. If you wish to exercise this right you should:
put your request in writing (an email sent to iain@motogymkhana.org with a header that says ‘unsubscribe’ is acceptable);
provide us with enough information to identify you (e.g. account/order number, username, registration details);
please specify the channel you are objecting to.
Data Retention
We will only process your personal data providing you have given your consent for us to do so. Under the provisions of the DPA, our organisations lawful basis for processing personal data is based on a Legitimate Interest.
The legitimate interest relates to a legal requirement for the firm to hold your personal data and financial information on record for up to a total of six years. This six year period satisfies the requirement of our regulator, The Financial Conduct Authority and is also in line with other financial industry retention periods.
Our contact details
We welcome your feedback and questions. If You wish to contact us, please send an email to iain@motogymkhana.org or you can write to us at 959 chester road Birmingham B24 0HQ or call us on 07973541507. We may change this Policy from time to time. You should check this policy occasionally to ensure you are aware of the most recent version which will apply each time you deal with us.
August 2024