What information do we collect and why?
In order to monitor the performance of our site we collect the following information:
- An IP address to monitor site traffic and volume
- A session ID to uniquely identify you on our site
- Details of your Operating System and Browser, as well as your location are collected by Google Analytics. This information is used internally and is not shared with Google
What are cookies?
We use “cookies”, a piece of data stored on your computer’s hard drive which contains information about you, to improve your experience of our site. If you reject our site’s cookies (settings in your web browser), you may be limiting your use of some areas of the site.
Our cookies do not hold any personally identifiable information.
The information within the cookie is securely encrypted and can only be understood by our web site. Our cookies store information only for 2 hours and then expire (Session Cookies). If you are a Member and login using your username and password, the cookie life is extended to 2 weeks if you select the “Remember Me” option.
What we do with your information?
TVAM is registered as a Data Controller under the Data Protection Act 1998 (and any subsequent legislation) with the UK Information Commissioner’s Office (registration number Z5107038). The Secretary is the Club’s Data Protection Officer. If you wish to obtain further information about the Club’s registration, it can be viewed at Information Commissioner’s Office
All data is held and processed in line with this Privacy Statement.
We do not sell exchange or trade in any way our visitor’s personal information.
TVAM Members’ Privacy Statement
1.1 This notice is for all Members of Thames Vale Advanced Motorcyclists (TVAM, “the Club”). It explains the purposes for which we hold information about you (your personal data).
1.2 TVAM is registered as a Data Controller under the Data Protection Act 1998 (and any subsequent legislation) with the UK Information Commissioner’s Office (registration number Z5107038). The Secretary is the Club’s Data Protection Officer. If you wish to obtain further information about the Club’s registration, it can be viewed at Information Commissioner’s Office
1.3 All data is held and processed in line with this Privacy Statement. All data which we receive from you or which is created while you are a Member of the Club is kept securely and only used for legitimate purposes in connection with your Club membership and activities you undertake as a Club
Purpose of collection and processing of data
2.1 The Club needs to process your personal data to manage your membership, your membership subscription, your training, your participation in social rides and other Club activities and to keep you informed about courses, events and activities that may be of interest
2.2 When you join TVAM, you will be asked for various personal details, such as your name, address, and contact information. You will also need to sign the IAM RoadSmart declaration.
2.3 You will also be required to be a member of IAM RoadSmart and TVAM acts as a Data Processor for data passed to it from IAM RoadSmart. A data sharing agreement is in place between TVAM and IAM RoadSmart to enable the exchange of membership data and details of your training
2.4 Further information is collected as you undertake certain events and activities in the Club. This allows us to track and monitor your progress through to passing your IAM RoadSmart advanced motorcycle qualification. It also allows us to support your safety and welfare (for example by providing your mobile telephone number and the contact details of your next of kin should you participate in some social rides).
2.5 We may also collect data about you for all other activities that fall within the pursuit of the Club’s legitimate
2.6 Data will be securely stored only for as long as is necessary and in accordance with the Club’s Retention Policy – a copy can be found on the website. Once the retention period has lapsed data will be
Basis for processing
3.1 Most of the data we collect from you is required to enable us to administer your membership, to support your journey towards achieving a recognised Advanced Motorcycle qualification and through participation in Club activities. The provision of this data is part of the contract you form with TVAM when you join the Club. The legal basis for processing, as defined in the EU General Data Protection Regulations, is therefore “Contract”.
3.2 In some cases, we need your consent to process this and you will be informed of this at the time we collect it. Consent is usually obtained at the time of joining and annually at renewal time thereafter. For these data, you have the right to withdraw your consent and also for us to remove your data. You can do this by contacting the Membership Secretary (see contact details below) at any time.
|Data||How it is collected||Used for||Basis for processing|
|Personal details: Name, address, date of birth, email address(es), telephone number(s)||Upon joining and each year at membership renewal||Contacting and identifying members||Contract. Required as part of your membership of the Club upon joining and annually upon renewal.|
|Details of next of kin||When required||Contact in the event of an emergency||Consent (and you must have the consent of your next of kin in order to provide these details)|
|Financial information||Upon joining and each year at membership renewal||To process the payment of your membership subscription||Contract (at the time of payment)
Note that TVAM does not retain any of your financial information.
|Attendance data||Attendance on Club social rides, events and other activities||Monitoring attendance; Ensuring the safety and security of social rides and events.||Through the legitimate interests of the Club to ensure that only members participate in Club activities and to provide a safe and secure environment.|
|Training record||Completion of a Run Report Form following each assessed ride (or participation in other training activities).|
These data are also stored electronically.
|To support your membership of the Club and progress towards achieving an IAM accredited qualification.||Contract. Required as part of your membership of the Club.|
3.4 We may need to take your photograph, which shall be used in the Club magazine – Slipstream – and/or on the Club’s website and other social media channels. We will seek your consent before doing
3.5 You may need to provide the Club with details of your physical and/or mental health in order to ensure your safety. Where you do so, this information will only be given orally at the time it is necessary to provide it and no record of such information will be retained
3.6 If you volunteer to lead a social ride or other Club event, you may be asked to provide your contact information including an email address and telephone number. It is up to you to provide this information (or not) and by doing so, you have been deemed to consent to its publication in Slipstream and elsewhere.
Disclosures to third parties
4.1 The Club will only disclose your data to third parties where this supports the legitimate business of the Club or where we are legally obliged to do so and details are contained in the table below:
|Disclosure to:||Details :|
|IAM RoadSmart||Your TVAM membership is contingent upon you maintaining membership of IAM RoadSmart. TVAM therefore needs to share your details with IAM RoadSmart. Your progress towards achieving an IAM RoadSmart recognised qualification will also be shared. This is also required for you to take an IAM RoadSmart
This is done in accordance with a Data Sharing Agreement; in this capacity, TVAM acts also as a Data Processor.
|GoCardless||For the purpose of fulfilling membership payments by Direct Debit. Note that TVAM does not retain any of your financial information.|
|Rapid Training||For the purposes of booking you on to approved courses and to support and recording your training.|
|Tbc||For the purpose of mailing copies to Slipstream to members.|
Institute of the Motor Industry (IMI)
|For the purposes of confirming your accreditation of your Observer training (IMI Local and National Observers). IAM RoadSmart has a data sharing agreement in place with IMI in order to achieve this.|
|UK Agencies with duties relating to the prevention and detection of crime, apprehension and prosecution of offenders, collection of a tax or duty, or safeguarding national security||For example: HMRC, the Police, the UK Visa and Immigration (UKVI) or the Foreign and Commonwealth Office, as necessary, and with consideration of your rights and freedoms.|
4.2 The Club will not normally share your data with other third parties without your consent. Where it becomes necessary to make disclosures without your consent, these will always be in accordance with the provisions of the Data Protection Act 1998, the EU General Data Protection Regulations and any subsequent legislation.
5.1 Under the Data Protection Act 1998 you have a right to request a copy of your personal data held by the Club.
5.2 Any request for such a copy should be made to the Membership Secretary (see contact details below). You also have the right to object to any aspect of the processing of your personal data by the Club. Any such objection should be submitted in writing to the Secretary (contact details below).
6.1 You have a responsibility to keep your personal details accurate and up to date and should notify the Club of any changes.
6.2 Members of the Club may, during the course of their membership, have access to personal information about other individuals. You are expected to treat this in a responsible and professional manner. You have responsibilities under the Data Protection Act 1998 and any subsequent legislation for any personal data relating to other people which you may access whilst a member of the Club. This responsibility is in addition to any obligations arising from professional ethics or codes of conduct. Information obtained in the expectation of a duty of confidence should be treated as confidential and generally not disclosed without the subject’s consent. The Club will take a serious view of any breach of the Data Protection Act 1998 or subsequent legislation by any of its members, including suspending your membership.
7.1 Club Secretary and Data Protection Officer:
Ian Gaitley, email@example.com
7.2 Membership Secretary and Data Protection Officer:
Dave Simmons, firstname.lastname@example.org, Tel: 0118 402 4800
AE, May-18 v.1.0 (updated Sep-23)