At West Suffolk Wheelers, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you join our club.

1. About Us

West Suffolk Wheelers is an amateur cycling club based in Bury St Edmunds. For the purposes of data protection legislation, the club committee acts as the "Data Controller" of your personal information.

2. Information We Collect

When you apply for or renew your membership, we collect the following information via our online membership system:

Name & title

Date of Birth / Age (to ensure correct membership category, and for club statistics and event categorisation)

Phone number

Email Address

Emergency contact details

Postal Address

Parent or guardian email (for Under 18 members, to validate a membership application)

3. How We Use Your Information

We only use your personal data for administration and to provide you with the benefits of club membership. Specifically, we use it to:

• Manage your club membership and renewals.
• Send you club newsletters, updates, and notices about club activities.
• Contact you regarding club events, including recruiting volunteers to help run them.
• Ensure the safety and proper organization of club runs and events.

4. Our Third-Party Service Providers

We use a secure third-party platform, Membermojo, to administer and store our membership database. Membermojo acts as a data processor on our behalf. They are contractually obliged to keep your data secure and are not permitted to use your information for their own purposes.

5. Sharing Your Data

We value your privacy. We will never sell, lease, or give your personal information to other organizations or third parties for marketing or any other commercial purposes.

Your data is only accessible by designated committee members (such as the Membership Secretary) who require access to fulfill their roles.

6. Data Retention

We will hold your personal information on our systems for as long as you are a member of West Suffolk Wheelers. If your membership lapses, we will securely delete or anonymize your data after a period of 12 months, unless you request its removal sooner.

7. Your Rights

Under UK data protection laws, you have the right to:

• Access the personal data we hold about you.
• Correct any inaccuracies in your information (which you can also do directly by logging into your Membermojo account at https://membermojo.co.uk/westsuffolkwheelers/yourmembership ).
• Request deletion of your data if you choose to leave the club.
• Opt-out of receiving non-essential communications (such as newsletters), though we will always need a way to contact you regarding fundamental membership renewals.

8. Contact Us

If you have any questions about this privacy policy or how your data is handled, please contact the Membership Secretary directly at membership@westsuffolkwheelers.org .