HASTINGS BIKE PROJECT — PRIVACY NOTICE
This privacy notice explains how Hastings Bike Project (“we”, “us”, “our”) collects, uses, and protects your personal data when you use our workshop facilities or attend our sessions.
We are a Community Interest Company (CIC), registered at Companies House under company number 14717307. Our registered office is at:
The Former Life Guard Stores Lower Promenade, Warrior Square, St Leonards On Sea, East Sussex, England, TN37 6BA.
This notice meets our obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
WHAT DATA WE COLLECT
When you sign our Public Workshop User Agreement, we will collect minimal information for our records:
- Full name
- Age (to confirm eligibility for unsupervised participation)
- Contact email
- Session date and attendance record
If you volunteer with us, we also collect the additional information set out in our Volunteer Agreement.
WHY WE COLLECT IT (LAWFUL BASIS)
We collect and process your personal data under the following lawful bases:
- Contractual necessity (UK GDPR Article 6(1)(b)) — We need this information to provide you with workshop access and to fulfil our duty of care during your participation.
- Legitimate interests (UK GDPR Article 6(1)(f)) — We retain records for insurance, health & safety compliance, and safeguarding obligations. Our legitimate interest is operating a safe and legally compliant community workshop.
- Legal obligation (UK GDPR Article 6(1)(c)) — We may be required to retain or disclose records under safeguarding legislation or where requested by statutory authorities.
We do NOT collect personal data for marketing, profiling, or automated decision-making.
WHO WE SHARE IT WITH
Your personal data will only be accessed by:
- Workshop coordinators and designated volunteers who need it to run sessions safely
- Our Designated Safeguarding Officer (DSO), where safeguarding concerns apply
- Our insurers, in the event of a claim
- Statutory authorities (e.g., Local Authority, Police, LADO) where we are legally required to disclose information — particularly in safeguarding situations
We will NEVER sell your data or share it with third parties for commercial purposes.
HOW LONG WE KEEP IT
- Workshop sign-in records: retained for [3] years for insurance and liability purposes, then securely destroyed
- Safeguarding records: retained in line with statutory safeguarding retention guidance — typically until the subject’s 25th birthday or longer if required
- Volunteer records: retained for the duration of volunteering plus [3] years, then securely destroyed
When the retention period expires, we securely shred paper records and permanently delete digital records.
YOUR DATA RIGHTS
Under UK GDPR, you have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — ask us to correct inaccurate or incomplete data
- Erasure — ask us to delete your data (subject to legal retention obligations; we may need to keep some records for insurance or safeguarding purposes)
- Restriction — ask us to limit how we use your data
- Object — object to our processing of your data
- Data portability — request your data in a machine-readable format
To exercise any of these rights, contact us at:
Email: hastingsbikeproject@proton.me
Post: The Former Life Guard Stores Lower Promenade, Warrior Square, St Leonards On Sea, East Sussex, England, TN37 6BA
We will respond within one month of receiving your request.
HOW WE STORE IT
- Paper records (sign-in sheets, agreements) are stored in a locked cabinet accessible only to coordinators and the DSO
- Digital records are stored on password-protected devices using encrypted storage
WHAT WE DO NOT COLLECT
We do not collect:
- National Insurance numbers
- Passport or ID document copies
- Bank or payment card details (cash transactions or personal bank transfer only at sessions)
- Browsing data or cookies (for any workshop sign-in process)
- Data from children beyond what is necessary for their safe participation
CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. The current version will always be available on our website and displayed in the workshop. The date below shows when this version was last reviewed.
CONTACT & COMPLAINTS
If you have any questions about this privacy notice or how we handle your data, contact:
Data Protection Contact: David Williams Email: hastingsbikeproject@proton.me Address: The Former Life Guard Stores Lower Promenade, Warrior Square, St Leonards On Sea, East Sussex, England, TN37 6BA
If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner’s Office (ICO):
Website: ico.org.uk Phone: 0303 123 1113 Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF