Oxford Advanced Motorcyclists

ho we are

Oxford Advanced Motorcyclists is an independent registered UK road safety charity, affiliated to IAM RoadSmart, as part of their support for Associate Members preparing for the advanced test. We help to improve rider skills through coaching and education.

Oxford Advanced Motorcyclists is run by volunteers, represent a unique resource with unparalleled experience and expertise. We also provide a social focus meeting and enjoying the company of fellow motorcycling enthusiasts.

Oxford Advanced Motorcyclists acts as the data controller/data processor when collecting and processing your data.

This Privacy Notice covers Oxford Advanced Motorcyclists in relation to the collection and use of the information you give us. We may change this Policy from time to time. If we make any significant changes we will advertise this on our website or contact you directly with the information. Please check this page occasionally to make sure you are happy with any changes.

If you have any questions about this Notice or concerning your personal information please contact us using the details provided at the bottom of this Notice.

Our basis for processing your personal information and what we use it for

Oxford Advanced Motorcyclists aims to be very clear when we collect your personal data and will not do anything you wouldn’t reasonably expect in order to provide the products and/or services that you request, to communicate with you, and to personalise our information we send to you.

We will process your personal data because it is necessary for the performance of a membership contract. For example, if you have purchased an IAM RoadSmart rider course and/or you requested local membership.

How do we use your information?

We use your information to: -

• Arrange and manage your Advanced Rider Course (our obligation arising from your purchase via IAM RoadSmart)

• Manage your membership with our Group

• Inform you about local Group and/or IAM RoadSmart activities (only if we have no withdrawal of your consent)

• Register you for activities, locally and the wider IAM group network (only if you have requested this service)

Pictures, videos and written updates of Oxford Advanced Motorcyclists events and activities at which you may be in attendance, or referred to by name, may also be regularly published on social media sites, in group newsletters/magazines and on group related websites.

What type of information we collect and how we use your information

We will use your personal information in a number of ways which reflect the legal basis applying to processing of your data. To enable us to contact you in relation to an enquiry you have made, Group events and to manage your membership.

The personal data that we collect from you is: -

• Name

• Membership number

• Postal address

• Email address

• Telephone / Mobile number

To enable us to contact you in relation to an enquiry you have made, relevant products or services, Group meeting and events you may be interested in.

If you provide us with bank, credit or debit card details in order to arrange a financial transaction, we will keep such details secure with only very restricted access for relevant group roles and comply with the respective retention period for Charities.

As required by the General Data Protection Regulation, we follow strict security procedures in the storage and disclosure of information you have provided to us. You have the right to object to this processing. Please bear in mind that if you object this may affect our ability to deliver the products and services you have requested.

Disclosure of information to third parties

Oxford Advanced Motorcyclists will not share your details with third parties except: -

A. we have your permission;

B. where we are required to deliver your product or service;

C. where we are required by law and by law enforcement agencies, judicial bodies, government entities, tax authorities or regulatory bodies around the world;

Third parties may deliver some of our products to you or provide all or part of the service requested by you. In these instances, whilst the information you provide will be disclosed to them, it will be kept secure, it will only be used for the administration of the service provided and to maintain management information for business analysis. In order to deliver these products and services, Oxford Advanced Motorcyclists may utilise the following third parties:

3rd Party Services >> Information shared and reason to doing so

• IAM RoadSmart >> Oxford Advanced Motorcyclists may pass on your details to IAM RoadSmart for the administration and processing of requested membership services and products.

• IAM local groups, examiners & trainers >> Oxford Advanced Motorcyclists may pass your details to other local IAM groups, examiners and trainers so that they may deliver your course or advise you of their local events and activities if enquired.

• Email & Data Cloud Service Provider (Google) >> Oxford Advanced Motorcyclists may use/store your details on a 3 rd party system who are an email & data cloud service provider who enable us to communicate and administer your details required for your membership and requested services.

• Subscription Payment Service Provider (WebCollect) >> Oxford Advanced Motorcyclists may upload your details to a 3 rd party who are a subscription payment service provider who enable us to send renewal payment requests/reminders to our members. The data they use is name, email or postal address and membership number.

• Direct Debit Service Provider (GoCardless) >> Oxford Advanced Motorcyclists may share your details to a 3 rd party who are a service provider for Direct Debit transactions in order to administer subscription payments. The data they use is name, email or postal address, membership number and bank account details.

• Emailing Services (MailChimp) >> Oxford Advanced Motorcyclists may upload your details to a 3 rd party who is an email service provider who enables us to communicate group news to our members. The data relevant for this service are name and email address.

• Social Media Communication (WhatsApp) >> Oxford Advanced Motorcyclists may upload your details to a 3 rd party system, to register your access to a social media communication forum for our membership. This service will only be provided upon request and the data they use for this service is a mobile number.

We may also disclose your personal information if we are required to do so under any legal obligation and may use external data for the purposes of fraud prevention and credit risk reduction, or where doing so would not infringe your rights, but is necessary and in the public interest.

If we provide information to a third party (either a provider of a product or service, or an external data processing agency such as a mailing house) we will exercise the strictest control over the third party contractually, requiring it and any of its agents and/or suppliers to: -

• maintain the security and confidentiality of the information and restrict access to those of its own employees;

• use the data for the agreed purpose only and prevent it being used for any other purpose by any other party;

• refrain from communicating with you other than concerning the product in question;

• return the data to us at the conclusion of any contract term and destroy or delete any copies made of all or any part of the information unless copies are needed to be kept to comply with regulations.

In addition, we will restrict the information disclosed to the absolute minimum necessary, for example, to provide the product or service.

Marketing

Unless you have told us that you do not want to hear from us, we may send you relevant information (including details of other products or services provided by IAM RoadSmart which we believe may be of interest to you). If you change your mind about how you would like us to contact you or you no longer wish to receive this information, you can tell us at any time by writing to, emailing or calling us using the contact details below.

How we use cookies

“Cookies” are small pieces of information sent by a web server to a web browser, which enables the server to collect information from the browser. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer/mobile device so that the next time you visit that site, your device will remember useful information such as items added in the shopping cart, visited pages or logging in options.

Cookies >> Functionality

NID, SID, HSID, lbcs, IDE, DSID, FLC, AID, TAID, exchange_uid, _gads, _gac, Conversion, session state cookies, recently_watched_video_id_list, _ga, _gid, _gat >> Website and Forms via Google - for various settings: Preference, Security, Processes, Advertising, Session State, Analytics. Full details at https://policies.google.com/technologies/types

_mcga, _mc, PHPSESSID_new-status-app_session, JSESSIONID, mc_blog_Session, _mcid, KB_ID, _integrations_session, _AVESTA_ENVIRONMENT, _experts_session, PHPSESSDATA, whatsNewLastVisited, KB_HIS, zte2095, _TEST_COOKIE, __zlcmid >> Mailchimp Newsletter – some essential Website Cookies, further cookies for Performance, Functionality, Analytics and Customization. Full details at https://mailchimp.com/legal/cookies/

session cookies, permanent cookie >> WebCollect system - In order to use some of WebCollect's essential features, like login and shopping basket Full details at https://webcollect.org.uk/pub/privacy

debug, gc_token_id_production_live, CookieConsent, _help_center_session, __cfduid, __cfruid >> GoCardless system - Strictly necessary cookies to operate the GoCardless website or payment services and to protect the security. Full details at https://gocardless.com/cookies/

You may refuse to accept cookies by activating the setting on your browser which allows you to block cookies. However, if you select this setting you may be unable to access certain parts of our site, including services and online shopping. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. Details of how to disable the Cookie function can be found at the help menu on your browser.

How we use Google Analytics

When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the volume and profile (age, gender, geographical location etc.) of visitors to the various parts of the site. This information is only processed on a group basis and in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

How long do we keep your information?

We will hold your personal information for as long as it is necessary for the relevant activity. By way of example, we hold records of payment you make for at least six years so we can fulfil our statutory obligations for tax purposes. We may retain information after your association with us has come to an end. Some information may be retained indefinitely for historical, statistical or research purposes. As stated below, you have the right to require us to erase personal data.

Your rights

You have a number of legal rights to control what Oxford Advanced Motorcyclists can do with your information. For example: -

• the right to be informed about the collection and use of your personal data

• the right to access the information we hold about you

• the right to correct or update information we hold about you

• the right to have the information we hold about you erased

• the right to restrict or suppress your personal information

• the right to obtain and reuse your personal data for your own purpose

• the right to object to the processing of their personal data in certain circumstances

Please note that:

In some cases, exercising these rights may mean that we are no longer able to provide you with our products and services.We will not administer requests by a third party unless accompanied by evidence that the third party is entitled to act on behalf of the individual. Please also note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Changes to this Privacy Notice

This Notice may be changed from time to time. If we make any significant changes we will advertise this on our website or contact you directly with the information. Do please check this Policy each time you consider giving your personal information to us.

Contact us

Please contact us if you have any questions about our privacy policy or information we hold about you:-

• In writing to: Oxford Advanced Motorcyclists, Group Data Manager, Rook Barn, 20 The Green, Garsington. OX44 9DF

• Via email to: GroupDataManager@iamoxfordbikes.org

• Via telephone to: 07875373281

This Policy was last updated on 23/11/2020 (ver1.2)

In pursuing its goals, IAM RoadSmart serves the interests of those applying to become advanced drivers and riders through a number of products. Employees and volunteers work with each other and the members of public at large. The following Code of Conduct (“the Code”) is designed to allow IAM RoadSmart to preserve its tradition of integrity and credibility with the public and within the organisation.

This Code applies to all volunteers (those in face to face contact with members ), Group committees, regional forum committees if applicable, all associates and members, all employees (permanent full-time, hourly, fixed term contract, permanent part-time), and any third party service provider in face-to face contact with our clients.

The code covers the following items:

a. Group Complaints Policy

b. Anti-Harassment and Bullying Policy

c. Equal Opportunities

Code of Conduct Principles of IAM RoadSmart

• We treat everyone equally and fairly

• We adhere to policies of IAM RoadSmart

• We only communicate the IAM RoadSmart position

• We take responsibility for our actions & decisions

• We take pride in where we meet and host events

• We respect confidentiality of information gained as an official via memo/data

• We respect confidentiality of individual personal information

• We respect all members regardless of gender or beliefs

• We are proud to be part of IAM RoadSmart

We encourage you all to engage with us on social media by interacting with our posts and tagging us in any of your own posts.

Please take a look at our community rules before posting on an IAM RoadSmart / OAM social media page or chat forum:

• Don’t be abusive or rude towards others. This includes other contributors on this site, IAM RoadSmart / OAM staff and any other individual/organisation.

• Stay on topic. This group is for IAM RoadSmart news items and posts about driving, riding and road safety. It is not a forum for individual grievances or personal concerns.

• Please do not post inflammatory or aggressively negative comments about IAM RoadSmart / OAM or our content. We are happy for constructive debate to be aired in this group, but reserve the right to edit, hide, or remove posts that we believe to be damaging to our reputation.

• Keep it civil and respectful. Do not use swear words or offensive language.

• We will immediately remove any comments we deem to be racist, sexist, or discriminatory towards any group of individuals.

• Don’t upload or post inappropriate content. We will remove such content.

• No spam.

• No solicitation.

• Observe copyright and trademark law.

• Keep it legal. We will remove all illegal content.

• No impersonations. We reserve the right to block profiles that appear to be fake.

• Protect your privacy and respect the privacy of others.

• We reserve the right to edit, hide, or remove posts that break any of our guidelines.

• We will block any contributor that overtly or persistently goes against our group rules.

Guidelines are available on the IAM RoadSmart website Group management dashboard.