What do we use data for? How do we use it? Who do we send it to? What do we send?
We need to collect certain information when you enter an event in order for us to have the correct details for every athlete taking part. We currently use an entry system called Rider HQ which allows us to collect data easily and in the format we need to administrate each event. It is a secure system which stores your data until it is downloaded by our Event Director. Your financial data is stored on a 3rd party system that allows us to process financial transactions between the entry system and the organiser's bank account.
Why do I have to have a Rider HQ account?
Rider HQ gives every entrant an account with a username and password so that you are in control of your own data. The terms and conditions of our events allow you, as a customer, to log into your account to update your own information, substitute someone else in your place, transfer to a different event and enter others into an event (for example, your children, family, friends, club members etc.). This is so we can make sure that your details are correct at the time of entry.
Rider HQ does not use your information for their own purpose.
Who sees my information?
The only person who looks at your information in its entirety is the Event Director. The only person who can see the complete financial information is also the Event Director. The information is then processed and sent to the relevant people, in a relevant format who either work on behalf of the organisers (e.g. accountant) or outside organisations who are involved in the running of the event (e.g. timing company, medical team).
How is my data used?
Certain information is passed to various organisations and used in different ways in the administration of an event.
What about the charities we work with?
If you sign up to an event and choose to fundraise for our chosen charity partner, by choosing a certain entry type (eg Ride for #TeamASHGATE) or creating a Just Giving fundraising page via our entry system, you are giving consent for that charity to contact you regarding fundraising. This is so that the charity can guide you through your fundraising journey in the best way possible.
Marketing and Communications
Race Information and Start Lists
The email you provide on entry is used to send out all relevant information about an event that you have entered. These sometimes disappear into spam folders so if you haven’t received an email either check your spam/junk folder, look online at the event webpage or email us as a last resort.
These emails do not have an unsubscribe button as they are about events that you have entered and contain information you need to know about that event.
We send these periodically to inform you about upcoming events, the latest news or any offers our sponsors/partners are giving to event entrants. The email goes out to everyone on our mailing list.
Why am I on your distribution list?
If you entered one of our events from 2015 - 2017, you were automatically put on our mailing list to receive newsletters.
If you no longer want to continue receiving our newsletters, please unsubscribe from the most recent newsletter you received and your details will be wiped from our list.
On our online entry forms we have asked whether you would like to hear from us about upcoming events. If you tick the Yes box, your email, name and surname go onto our distribution list. If you tick no, we don’t put it on there.
All of our newsletters have an unsubscribe button so you can choose whether or not to continue receiving our newsletters.
We do not pass on or sell anyone’s personal details to a third party.
If you have any questions about what you have just read, please email us at XXX
Due to the changes in Data Protection law on 25th May 2018, we are giving you the option of whether you want to continue being on our mailing list. If you don’t want to receive any more newsletters from us, please unsubscribe from the latest newsletter. By failing to unsubscribe, we will take it that you do like hearing from us and want to continue to receive newsletters.
Thanks for reading,
Cycle Derby Sportive team