Active Cycle Coaching

Privacy And Data Protection Statement

Introduction

At Active Cycle Coaching we take your privacy very seriously. Personal data collected by Active Cycle Coaching is only used for the purposes for which it it provided.

Personal data is collected by Active Cycle Coaching in three forms:

  • Rider Information and Coaching Consent Forms

  • Participant Forms for Other Events

  • Active Cycle Coaching Electronic Newsletter Sign Up

All personal data collected by Active Cycle Coaching is used only for the purpose for which it was supplied by you, as described below.

This Privacy and Data Protection Statement has been prepared to allow clients to understand how the personal data which they provide to Active Cycle Coaching is used. Active Cycle Coaching complies with the General Data Protection Regulation (GDPR) which applies in Britain and EU member states from 25th May 2018.

Active Cycle Coaching is a trading name of the company, ‘Diana Farrell Active’.

What Data We Collect

  1. Rider Information and Coaching Consent Forms

    All riders who attend coaching sessions with Active Cycle Coaching are asked to complete a ‘Rider Information and Coaching Consent’ form. This form is designed by British Cycling. This form asks for personal information including name, date of birth, gender, phone number, email address, emergency contact details and information about medical conditions and specific needs. This data is collected on a form which is then emailed to Active Cycle Coaching. The form may also be printed and posted to Active Cycle Coaching or handed to the coach.

  2. Participant Forms for Other Events

    When signing up for other events run by Active Cycle Coaching, participants may be asked to complete a participant form. These forms may ask for information such as name, address, phone number, email address, emergency contact details, and information on medical conditions and specific needs.

  3. Active Cycle Coaching Electronic Newsletter Sign Up

    Individuals may choose to join the Active Cycle Coaching Newsletter mailing list through completing the sign up form on www.activecyclecoaching.com or through completing a sign up section on other Active Cycle Coaching paperwork, such as course evaluation sheets. The only data which must be provided to join this mailing list is an email address, although individuals may also choose to supply their name.

Why Is This Data Collected?

  1. Rider Information and Coaching Consent Forms

    The information which you provide on this form is used to inform the coach in planning and running coaching sessions. The information also allows the coach to contact you if there is a problem with the coaching session, such as a very bad weather forecast causing a session to be cancelled. The information is also used to ensure that all sessions are planned to enable full participation, by adapting sessions to take individual requirements into account. In addition, the completed forms are used to enable the coach to contact the appropriate people in the case of an emergency. Appropriately qualified cycle coaches are required to use this form in order for their coaching sessions to be covered by the British Cycling Coach Insurance Policy.

  2. Participant Forms for Other Events

    The data which you provide on this form is used to inform the organisers in planning the event which you are joining. It may be used to contact you with reminders about the event or if there is a problem with the event. The information provided on these forms is also used to ensure that all participants in an event are able to fully take part, through taking any individual requirements into account. The completed forms are used to enable the organisers to contact the appropriate people in the case of an emergency.

  3. Active Cycle Coaching Electronic Newsletter Sign Up

    Email addresses are collected to enable the Active Cycle Coaching Newsletter to be sent to interested individuals, through the MailChimp mailing platform (https://mailchimp.com). Names are collected to allow emails to be personalised. Email addresses supplied on other forms for Active Cycle Coaching are never added to this mailing list, unless the provider has expressly asked to be added.

Who Is This Data Shared With?

  1. Rider Information and Coaching Consent Forms

    The information provided in these forms is shared with the coach running your (or your child’s) coaching session. In the case of an accident or medical emergency, the information may be shared with the emergency services as appropriate. Should an accident, near miss, medical emergency, or other incident occur during a coached session, rider information and coaching consent forms for those individuals involved will be shared with British Cycling and their insurers. In such circumstances, the forms may also be shared with other insurance providers used by Active Cycle Coaching.

  2. Participant Forms for Other Events

    The information provided on these forms may be shared with activity providers during events. For example, on a bike mechanics course, information on individual requirements may be shared with a mechanic contracted by Active Cycle Coaching to run the course. In these circumstances, only information which is deemed necessary for the effective running of the course will be shared and only for the duration of the event. In the event of an accident or medical emergency during an event, information may be shared with the emergency services as appropriate. In the event of an accident or incident during an event, participant forms for those individuals involved may also be shared with Active Cycle Coaching’s insurers.

  1. Active Cycle Coaching Electronic Newsletter Sign Up

This information is never shared. Contact details are only ever used to send out newsletters from Active Cycle Coaching.

How Is Your Data Stored?

  1. Rider Information and Coaching Consent Forms

    Forms which are received electronically are saved as password protected files. Paper copies of the forms are also made to enable the coach to have copies to hand for reference during coached sessions. Paper copies are held in a file and only taken out during coaching sessions which you (or your child) are attending.

  1. Participant Forms for Other Events

    Forms which are received electronically are saved as password protected files. Paper copies of the forms are also made to enable the organiser to have copies to hand for reference during events. Paper copies are held in a file and only taken out during the event which you (or your child) are attending.

  2. Active Cycle Coaching Electronic Newsletter Sign Up

    Names and email addresses are stored on the MailChimp mailing platform (https://mailchimp.com).

How Long is Data Held?

  1. Rider Information and Coaching Consent Forms

    These forms are held for as long as an individual is deemed to be an Active Cycle Coaching client. Individuals who have not used the services of Active Cycle Coaching for 12 months or longer are considered no longer a client. When an individual is no longer a client, both paper and electronic copies of their forms will be destroyed. Forms will also be destroyed if this is requested by a client for whatever reason. All consent forms for children attending clubs linked to schools will be destroyed at the end of the academic year. The exception to the above is if a client has been involved in an accident or incident during a coached session. In these circumstances, records may be held by Active Cycle Coaching and their insurers for longer, for legal purposes.

  1. Participant Forms for Other Events

    These forms are held for as long as an individual is deemed to be an Active Cycle Coaching client. Individuals who have not used the services of Active Cycle Coaching for 12 months or longer are considered no longer a client. When an individual is no longer a client, both paper and electronic copies of their forms will be destroyed. Forms will also be destroyed if requested by a client for whatever reason. The exception to this is if an individual has been involved in an accident or incident during an event organised by Active Cycle Coaching. In these circumstances, records may be held by Active Cycle Coaching and their insurers for longer, for legal purposes.

  2. Active Cycle Coaching Electronic Newsletter Sign Up

    Contact information is held for as long as an individual wishes to remain a member of the Active Cycle Coaching mailing list. An individual may remove themselves from the mailing list at any time. All emails include a clearly marked link to unsubscribe from the mailing list.