COGS Privacy Policy

March 2025

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.  In addition members can supply an emergency contact name and phone number: this would only be used in the case of some emergency event (e.g. an accident on a COGS ride).

We may occasionally use anonymised data about 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 is currently migrating from Mailchimp to Membermojo to hold details of members: members whose details were initially collected before March 2025 will have details held on Mailchimp, those who join or renew from 17th March 2025 will have their details held on Membermojo. 

Data is held on Mailchimp under the terms of Mailchimp’s Privacy policy, available on their website at: https://mailchimp.com/legal/privacy/.

Data is held on Membermojo under the terms of Membermojo’s Privacy policy, available on their website at https://membermojo.co.uk/cogs/help/privacy.

Members can opt to receive emails from COGS with meeting agendas and minutes and any local cycle news.  The aim is to send these emails twice a month, to report before and after each meeting, though occasionally additional emails are required.  See ‘right to Opt-out’ paragraph below for opt-out details.

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” link in the emails sent from Mailchimp or Membermojo.

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 – remove option to select COGS meetings papers and add sharing of names and postcodes with bike shops

1.2 25th March 2025 Third version – updates to take account of migration to Membermojo

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  

Our COGS Data Controller, Woodruff Cottage, Hale, Fordingbridge, SP6 2NQ