Privacy Policy


We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect and process before, during and after your membership with us.  This notice explains how we comply with the law on data protection and what your rights are. References to we, our or us in this privacy notice are to Wokingham Cycling Club (the Club). Our Committee has overall responsibility for data protection compliance in our organisation. Contact details are set out in the ‘Contact us’ menu above.

Information we collect 

This section lists the types of information we hold about you, what it is used for and who within the club can access it.  Unless otherwise stated the data is only visible to Committee members, although certain items are shared with Ride Leaders.

Personal Contact details

Details  such as name, title, postal address, email addresses and telephone numbers.  These are used to email you monthly newsletters which you can opt out of and emails from TeamUp to manage your membership and ride bookings. They are shared with Committee members and Ride Leaders for contact queries.

Demographic data

Details such as Date of Birth and Gender are used for statistical purposes to understand how our membership is structured demographically. 

Membership data

Details such as membership start and end dates and payment methods for the purposes of managing access to rides and events, and renewals and reminders.

Emergency Contact Details

Details for use in an emergency such as contact name, phone and relationship.  Ride Leaders will have access to this information for use when on a Ride in emergencies.

Attendance details

Details such as dates when bookings are made and cancelled, and when rides are attended so that your engagement with the club can be monitored.  Your name may be shared with other members by the Ride Leader within TeamUp so that members can see who they will be riding with.  Ride Leaders will have access to summary counts of your attendances and cancellations, so they can see a history of your club experience. We also use this data for statistical purposes to assess overall club activity.

Images and Social Media

Images, video and social media content from your engagements in club rides and events. They are used for the promotion of the club. These are by default shared with all members and non-members via the website and Facebook.

Special Category Data

If you provide it, we may hold details of any health conditions relevant to the activity.  Ride Leaders will have access to this data to allow them to manage the group appropriately.

Store Purchases

Details such as type, and size of club kit purchased via TeamUp to allow the selection and distribution of items.  These details are shared with Mountain Trax who hold and distribute our kit.

Time Trial Data

Details such as club, bike type and timings so that results can be published.  These details are publicly available on our website.

Data Retention and Location 

Generally, where there is no legal requirement we retain all physical and electronic records for a period of 2 years after your last contact with us or the end of your membership. Your data will be stored outside of the UK and European Economic Area, as we use TeamUp software to manage the club.  The TeamUp privacy policy can be found here

Your Rights

Under data protection laws you have information rights in relation to your personal data. They are the right to:

  • Be informed about how we process and how we use your personal data
  • Request access to your personal data
  • Request that your personal data is rectified if inaccurate, and completed if incomplete
  • Request that we erase or delete your personal data
  • Request the restriction of processing of your personal data in some circumstances
  • Request that we provide a copy of your personal data in a format that can be transferred to another data controller
  • Object to our processing of your personal data
  • Not be subject to automated decision making
  • Withdraw your consent at any time if our processing is based on your consent.

If you want to exercise any of your information rights, please contact us using the 'Contact Us' option above. Note that exercising some of these rights may mean we are unable to provide membership or service to you.


We will update this privacy notice from time to time as required. Where there is any significant change, we will let you know via our communication channels and newsletters.


In the event of any query or complaint in connection with the information we hold about you, please email