Last updated: 7 April 2026
Rye & District Wheelers (“the Club”, “we”, “us”, “our”) is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Rye & District Wheelers is a cycling club based in Rye, East Sussex.
For the purposes of data protection law, Rye & District Wheelers is the Data Controller of the personal data you provide to us.
If you have any questions about this policy or your data, please contact:
Club Secretary
Email: info@ryewheelers.com
2. What Personal Data We Collect
We collect and process personal data when you:
Apply to join the Club
Renew your membership
Log in to the members’ area
Pay subscriptions
Contact us via the website
Participate in Club activities
The types of personal data we may collect include:
Full name
Postal address
Email address
Telephone number
Date of birth (if required for membership category)
Emergency contact details
Membership status and history
Payment information (see section below)
Login credentials (encrypted password)
Any additional information you provide in membership forms
We do not store card details on our website.
3. Payment Information
Membership subscriptions and joining fees are processed via secure third-party payment providers integrated into our website.
We do not store full card details.
Payment providers process payment data securely and independently.
We retain transaction references and status (e.g. paid, pending) for record-keeping purposes.
4. How We Use Your Information
We use your personal data to:
Administer your membership
Process subscription payments
Manage renewals
Communicate Club information (rides, events, updates)
Maintain membership records
Ensure rider safety (including emergency contact information)
Comply with legal or regulatory obligations
We do not sell or rent your personal data to third parties.
5. Lawful Basis for Processing
Under UK GDPR, we rely on the following lawful bases:
Contract
Processing necessary to provide membership services.
Legitimate Interests
To manage the Club effectively and communicate with members.
Legal Obligation
Where required for accounting or regulatory compliance.
Consent
Where we rely on consent (e.g. certain communications or photography), you may withdraw this at any time.
6. Sharing Your Information
We only share your personal data where necessary and in line with our legitimate interests as a members’ organisation.
Your information may be shared in the following ways:
Within the Club
Limited member information (such as name and contact details) may be visible to other members via the Club website. This supports the effective running of the Club, communication between members, coordination of events, and, where appropriate, welfare and safety considerations.
Members can choose to restrict their details from being visible to other members at any time via their profile settings. Where this option is selected, personal details will not be visible to other members, but will remain accessible to authorised Committee members for administrative purposes.
Service Providers
We may share data with trusted third-party providers who support the operation of our website or services (for example, hosting or payment processing). These providers are required to keep your data secure and only use it for the intended purpose.
Legal Requirements
We may disclose personal data where required to do so by law or to comply with legal obligations.
7. Data Storage & Security
Our website uses secure hosting and appropriate technical measures including:
Encrypted connections (HTTPS)
Secure login systems
Password encryption
Restricted administrator access
We take reasonable steps to protect your data from loss, misuse, unauthorised access or disclosure.
8. Data Retention
We retain personal data:
For the duration of your membership
For up to 6 years after membership ends (for accounting and governance purposes)
Longer if required by law
After this period, data is securely deleted.
9. Your Rights
Under UK GDPR you have the right to:
Access your personal data
Request correction of inaccurate data
Request erasure (“right to be forgotten”)
Restrict processing
Object to processing
Data portability (where applicable)
Lodge a complaint with the Information Commissioner’s Office (ICO)
ICO website: https://www.ico.org.uk
10. Members’ Area
Members log in via a secure portal to:
Update their details
Renew subscriptions
Manage membership information
You are responsible for keeping your login credentials confidential.
11. Cookies
Our website uses essential cookies for:
Login sessions
Security
Basic website functionality
We may also use analytics tools to understand website usage. These do not identify individuals personally.
A separate Cookie Policy may be provided if required.
12. Photography & Club Communications
Photographs may be taken at Club events for use on:
The Club website
Social media
Promotional materials
Where identifiable images are used, we rely on legitimate interests or consent where appropriate.
You may request removal of specific images.
13. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website.