COGS Privacy Policy Version 1.1 6 th April 2019
This document provides you with information about how we are handling, or are intending to handle, your personal information. If you are aged 16 or under, please get your parent/guardian’s permission before you provide any personal information to us.
About us - The Cycling Opportunities Group for Salisbury (COGS) was set up in 1994 and its purpose is to seek a safer and friendlier environment for cycle users in and around Salisbury and to encourage people to cycle whether for work, utility or leisure.
COGS is committed to protecting and respecting your privacy and complying with the principles of
applicable data protection laws. This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. The data controller of the personal data referred to in this policy is COGS who can be contacted at cogsbike@gmail.com (and see contact details at the foot of this policy). Collection of personal data COGS may collect and/or create or otherwise obtain and process information about you that you provide when you register with COGS as a member, or when you renew membership.
Various other parties with a legitimate interest in Salisbury cycling may also request copies of meeting minutes and agenda (e.g. Sustrans), and email contact details may be held and used to supply these.
Personal data held - The personal data we hold includes member’s name, postal address, email address and telephone numbers (mobile and/or landline). We hold this information in order to be able to contact members, usually by email if this has been supplied.
We may occasionally use anonymised data on our membership for grant applications or surveys relating to cycling.
Photographic images
Identifiable photographic images can be considered to be personal data, and we may wish to post cheerful and respectful photographs of COGS members on our Facebook page, website or other social media to promote COGS and the work we do to improve cycling facilities in the Salisbury area. These may be shared to other websites by other people without our knowledge. We may also wish to submit photographs to the local press with COGS Press Releases which promote cycling.
Individual cyclists will not be named in the media unless they have given their consent, and the consent of all cyclists being photographed will generally be asked before a photo is taken for wider distribution.
However this may be difficult in some circumstances, and COGS reserve the right to publish photographs taken in public places which show cyclists which they feel contribute to COGS legitimate interest in promoting cycling.
COGS websites
The COGS website is www.cogsbike.org.uk, and COGS also post information on social media (Facebook) Uses made of your information and the basis of processing COGS use Mailchimp to contact our members who have email addresses, and data is held on that system under the terms of Mailchimp’s Privacy policy, available on their website at:https://mailchimp.com/legal/privacy/
It is assumed that members will wish to receive emails from COGS regarding local cycle news and updates. The aim is to send these emails on a monthly basis, though occasionally additional emails are required. See ‘right to Opt-out’ paragraph below for opt-out details.
Membership data is held by the COGS Data Controller and is stored in an Excel spreadsheet format with regular backups to cloud-based storage.
To facilitate operation of the discount available to COGS members in various local cycle shops, an updated list of COGS members’ names and postcodes (not full addresses) for members who give consent will be passed on to participating retailers. Other than this, COGS will not pass your personal details onto other organisations, or share them with other members who are not on the management committee Data retention period. We will hold information about you in our data systems only for as long as we need it for the purpose for which we collected it. If you have not renewed your membership for three years than your data will be removed from our membership database.
Right of access You have the right to obtain a copy of information we hold about you. Please contact COGS via the email or address below.
Right of rectification or erasure
If you feel that any data that we hold about you is inaccurate, you have the right to ask us to correct or rectify it. You also have a right to ask us to erase information about you where you can demonstrate that the data we hold is no longer needed by us, or if you withdraw the consent upon which our processing is based, or if you feel that we are unlawfully processing your data.
Right of Complaint You also have the right to lodge a complaint about any aspect of how we are handling your data with the UK Information Commissioner’s Office, which can be contacted at www.ico.org.uk.
Right to Opt-out of COGS Communications
You have the right to opt-out of communications we send to you at any time. You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the Mailchimp emails we send you.
We are obliged to send information of direct relevance to your membership – such as details of the AGM and renewal requests.
Changes to our privacy policy
Any changes we may make to our Privacy Notice in the future will be posted on this page and the revision number will be changed in the heading of this document.
Revision number Date Changes from previous revision
1.0 8th April 2018 First version
1.1 6th April 2019 Second version – move option to select COGS meetings papers
and add sharing of names and postcodes with bike shops
How to contact us
If you wish to contact us about your personal data or exercise any of the rights described above please
contact: cogsbike@gmail.com
Or COGS Data Controller, Woodruff Cottage, Hale, Fordingbridge, SP6 2NQ