AUDAX UNITED KINGDOM
PRIVACY NOTICE FOR OUR MEMBERS AND TEMPORARY MEMBERS

We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership or temporary membership with us. This notice explains how we comply with the law on data protection, what your rights are and that for the purposes of data protection we will be the controller of any of your personal information.

This notice applies to you if you are either:

1. an individual participant who has joined AUK or has entered an AUK event as a temporary member;
2. an organiser who has registered with AUK to organiser events; or
3. a delegate or director of AUK.

References to we, our or us in this privacy notice are to the Audax United Kingdom Long Distance Cyclists’ Association (“AUK”)

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but the General Secretary has overall responsibility for data protection compliance in our organisation.

Contact details are set out in the "Contacting us" section at the end of this privacy notice.

1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU

When you sign up for membership or an event with us, you may provide us with or we may obtain personal information about you, such as:

o personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;

o date of birth;
o gender;
o membership details including start and end date;
o records of your interactions with us such as telephone conversations, emails and other

correspondence and your instructions to us;
o records of your participation in our events;
o images in video and/or photographic form and voice recordings; and
o your marketing preferences so that we know whether and how we should contact you.

Participants

If you are a participant who has registered his/her interest in participating in our sport, you may also provide us with or we may obtain the following additional personal information from you:

o details of any club and/or Cycling UK membership;
o details of next of kin, family members and emergency contacts;
o records and assessment of points totals, validated events, details regarding events attended and awards;
o any disciplinary and grievance information;

Organisers

If you have registered with us as an organiser you may also provide us with or we may obtain the following additional personal information from you:

o your current affiliated club or other organisation (if applicable); 1

o officiating/volunteering history;

2. WHERE WE COLLECT YOUR INFORMATION

We typically collect personal information about people when they register with AUK, or for offline event entries, when they enter an event.

3. USES MADE OF THE INFORMATION

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

 

Purpose	Personal information used	Lawful basis
All Registered Users
To administer any membership account(s) you have with us and managing our relationship with you, including arranging for any insurance and dealing with payments and any event enquiries made by you	All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences.	This is necessary to enable us to properly manage and administer your membership contract with us.
To send you information including details about third party insurance cover, Arrivee Magazine, membership renewal, governance, AUK events and eligibility for awards or trophies	All contact and membership details	This is necessary to enable us to properly manage and administer your membership contract with us.
To answer your queries or complaints	Contact details and records of your interactions with us	We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
Retention of records	All the personal information we collect	We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and in some cases, we may have legal or regulatory obligations to retain records.
The security of our IT systems	Your usage of our IT systems and online portals.	We have a legitimate interest to ensure that our IT systems are secure.
To conduct data analytics studies to better understand event attendance and trends within the sport	Records of your attendance at any events hosted by us.	We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.
For the purposes of promoting the sport, our events and membership packages.	Images in video and/or photographic form.	Where you have given us your explicit consent to do so.
To comply with health and safety requirements	Records of attendance	We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.
Participants
To administer and monitor your attendance at events	All non-medical performance and attendance data. Details of any affiliated club membership.	This is necessary to enable us to properly manage and administer our organisation
To gather evidence for possible grievance or disciplinary hearings	All the personal information we collect including any disciplinary and grievance information.	We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any disciplinary hearings, appeals and adjudications.
Organisers
To conduct performance reviews, managing performance and determining performance requirements	All performance and attendance data Details of your current affiliated club or other and/or officiating and volunteering history.	This is necessary to enable us to properly manage and administer our organisation and your development as an organiser
To make decisions about your progression and accreditation status	As above.	As above.
To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirements	Information about your criminal convictions and offences	For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

 

 

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information.

If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your position as a member.

For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent.

Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

4. EVENT INFORMATION
Email, post and SMS information: from time to time, we or our organisers may contact you by email, post or SMS with information about future AUK events.

5. DISCLOSURE OF YOUR PERSONAL INFORMATION

We share personal information with the following parties:

o Any party approved by you.
o To any governing bodies or regional bodies for the sports covered by our club: to allow them to properly administer the sports on a national and international level.
o Other service providers: for example, payment processors, contractors or suppliers and postal agents for Arrivee Magazine;
o The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
o Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

We do not disclose personal information to anyone else except as set out above.

6. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY

The personal information we collect is not stored in countries outside of the UK and the European Economic Area.

Some of our events are subject to external validation by Audax Club Parisien and/or Les Randonneurs Mondiaux, both of which organisations are based outside the United Kingdom. In such circumstances, we may need to forward your name and gender to one or both of those organisations. We will not pass your details to any other third parties.

Where organisers run BRM events, we will additionally be required to submit the name and email address of the organiser to Audax Club Parisien.

7. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us. Exceptions to this rule are:

o Information that may be relevant to personal injury claims, or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after you have worked for us.

o Information relating to awards, trophies and participation in events which we hold on a permanent basis.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address.

You may be able to update some of the personal information we hold about you through the membership portal on our website. Alternatively, you can contact us using by using the details set out in the "Contacting us" section below.

8. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION You have the following rights in relation to your personal information:

o the right to be informed about how your personal information is being used;
o the right to access the personal information we hold about you;
o the right to request the correction of inaccurate personal information we hold about you;
o the right to request the erasure of your personal information in certain limited circumstances;
o the right to restrict processing of your personal information where certain requirements are met;
o the right to object to the processing of your personal information;
o the right to request that we transfer elements of your data either to you or another service provider;

and
o the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.

If you are unhappy with the way we are using your personal information, you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

9. CHANGES TO THIS NOTICE

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

10. CONTACTING US
In the event of any query or complaint in connection with the information we hold about you, please email

the General Secretary – secretary@audax.uk or write to us at: The General Secretary
Audax UK
Unit 6 

Whitelands Terling Road Hatfield Peverel Essex CM3 2AG

Version dated 15/02/2025