Spokes Privacy policy
Spokes is a membership organisation which works and campaigns for cycling to be a major part of a sustainable transport policy for east Kent and for the personal, economic, environmental and social benefits of cycling to be easily available to individuals and organisation in the area. As part of its campaigning and work for cycling and cyclists, Spokes collects and processes information about individuals and organisations.
This document sets out how we collect this information, how we process it and how individuals and organisations can find out what information we hold about them and have this updated, corrected or deleted.
For details about how we manage information about usage of our website, Facebook page and other online resources, please see our Online usage policy.
Information about individuals
Spokes collects and processes information about its members, individuals who support or are interested in our work and individuals who have a role or interest in transport policies and related matters such as planning and development in east Kent.
Members
The information we collect about our members is taken from our online and paper membership forms. This includes name, contact details, membership details (including date of joining Spokes and payment details) and communication preferences. This information is held by our Membership Secretary in a password protected database.
We use this information to provide members with details of our work and activities, events, online and printed publications and for membership management, for example, subscription renewal notices.
If a member opts out of all communications from Spokes, they will still receive an annual subscription renewal notice and notice of our Annual General Meeting. If a member does not renew their subscription, their details will be deleted from our database after six months.
Spokes members are not automatically added to our email newsletter lists. Members have to join these individually and manage their accounts online.
Details of members’ financial transactions are only accessible to our Treasurer who also has access to the financial data held by our bank and Paypal.
Other individuals
We collect information about individuals who support our objectives, are interested in our work and campaigns or who may have an influence over or interest in cycling and transport in east Kent. Examples include individuals who subscribe to our email newsletters and people such as council officers, councillors and MPs.
This information is supplied by individuals directly, for example by subscribing to an email newsletter, or is taken from publicly accessible sources such as websites and public registers.
People who subscribe to our email publications, including members of Spokes, can manage their preferences online and can unsubscribe at any time. Personal information relating to email subscriptions includes names, email addresses and usage of the newsletters. We use this personal information only for sending copies of our email publications and monitoring their use. This information is only accessible to the editors of our email publications. We use Mailchimp (https://mailchimp.com/) for creating and managing our email newsletters.
We use information about MPs, councillors, council officers and people with similar roles to keep them informed about our activities and campaigns and to comment on matters such as planning applications and transport policy developments. We keep correspondence and other information for as long as we believe it is useful.
Sharing and disclosure
Spokes does not share or disclose any information about individuals with other organisations or third parties.
Information about organisations
Spokes collects information about organisations which provide us with services, for example, printing and web hosting, and organisations which support our work and campaigning directly, for example bike shops offering discounts for Spokes members and organisations advertising in our publications, or indirectly, for example libraries displaying our leaflets and publications. We also collect information about organisations with similar aims and objectives such as campaigning and community groups.
We take this information from publicly available sources, for example directories, websites and other published sources such as adverts and leaflets.
We use this information in our business and working relationships with other organisations. We may also add additional information, such as records of financial transactions, services and goods supplied and ordered, correspondence and other communications, and contact details of individuals within an organisation. This information is accessible to members of Spokes’s committee only. The information committee members can access is determined by their role. For example, only the treasurer can access financial information.
We do not share this information with other organisations or individuals.
Accessing information held by Spokes
If you would like to know what information we hold about you or your organisation, please contact us giving your name and address and stating what information you would like us to provide.
If you believe Spokes has incorrect or out-of-date information about you or your organisation, let us know your name and contact details and details of the information you would like us to correct or update.
If you would like Spokes to delete all the information it holds about you or your organisation, let us know your name and address/contact details and we will delete any records we have, subject to any legal requirements for record retention. Please be aware that although we will delete our records, copies may be held in backup systems used by service providers.
For any of these requests, please write to
Spokes East Kent Cycle Campaign
c/o 21 Lancaster Gardens
Herne Bay
Kent CT6 6PU
or email [email protected].
We will only process a requests once we are satisfied that the request relates to your personal information or you have the authority to make the request. We may make a charge to cover the costs of providing you with information or processing your request. We aim to respond to all requests within four weeks of receipt.
Comments about this policy
If you believe our Privacy policy is inadequate in any way or you would like information about how we apply it, please contact us at the address given above.
The policy was adopted on 12 March 2018 and will be reviewed no later than 12 March 2019.
Spokes is a membership organisation which works and campaigns for cycling to be a major part of a sustainable transport policy for east Kent and for the personal, economic, environmental and social benefits of cycling to be easily available to individuals and organisation in the area. As part of its campaigning and work for cycling and cyclists, Spokes collects and processes information about individuals and organisations.
This document sets out how we collect this information, how we process it and how individuals and organisations can find out what information we hold about them and have this updated, corrected or deleted.
For details about how we manage information about usage of our website, Facebook page and other online resources, please see our Online usage policy.
Information about individuals
Spokes collects and processes information about its members, individuals who support or are interested in our work and individuals who have a role or interest in transport policies and related matters such as planning and development in east Kent.
Members
The information we collect about our members is taken from our online and paper membership forms. This includes name, contact details, membership details (including date of joining Spokes and payment details) and communication preferences. This information is held by our Membership Secretary in a password protected database.
We use this information to provide members with details of our work and activities, events, online and printed publications and for membership management, for example, subscription renewal notices.
If a member opts out of all communications from Spokes, they will still receive an annual subscription renewal notice and notice of our Annual General Meeting. If a member does not renew their subscription, their details will be deleted from our database after six months.
Spokes members are not automatically added to our email newsletter lists. Members have to join these individually and manage their accounts online.
Details of members’ financial transactions are only accessible to our Treasurer who also has access to the financial data held by our bank and Paypal.
Other individuals
We collect information about individuals who support our objectives, are interested in our work and campaigns or who may have an influence over or interest in cycling and transport in east Kent. Examples include individuals who subscribe to our email newsletters and people such as council officers, councillors and MPs.
This information is supplied by individuals directly, for example by subscribing to an email newsletter, or is taken from publicly accessible sources such as websites and public registers.
People who subscribe to our email publications, including members of Spokes, can manage their preferences online and can unsubscribe at any time. Personal information relating to email subscriptions includes names, email addresses and usage of the newsletters. We use this personal information only for sending copies of our email publications and monitoring their use. This information is only accessible to the editors of our email publications. We use Mailchimp (https://mailchimp.com/) for creating and managing our email newsletters.
We use information about MPs, councillors, council officers and people with similar roles to keep them informed about our activities and campaigns and to comment on matters such as planning applications and transport policy developments. We keep correspondence and other information for as long as we believe it is useful.
Sharing and disclosure
Spokes does not share or disclose any information about individuals with other organisations or third parties.
Information about organisations
Spokes collects information about organisations which provide us with services, for example, printing and web hosting, and organisations which support our work and campaigning directly, for example bike shops offering discounts for Spokes members and organisations advertising in our publications, or indirectly, for example libraries displaying our leaflets and publications. We also collect information about organisations with similar aims and objectives such as campaigning and community groups.
We take this information from publicly available sources, for example directories, websites and other published sources such as adverts and leaflets.
We use this information in our business and working relationships with other organisations. We may also add additional information, such as records of financial transactions, services and goods supplied and ordered, correspondence and other communications, and contact details of individuals within an organisation. This information is accessible to members of Spokes’s committee only. The information committee members can access is determined by their role. For example, only the treasurer can access financial information.
We do not share this information with other organisations or individuals.
Accessing information held by Spokes
If you would like to know what information we hold about you or your organisation, please contact us giving your name and address and stating what information you would like us to provide.
If you believe Spokes has incorrect or out-of-date information about you or your organisation, let us know your name and contact details and details of the information you would like us to correct or update.
If you would like Spokes to delete all the information it holds about you or your organisation, let us know your name and address/contact details and we will delete any records we have, subject to any legal requirements for record retention. Please be aware that although we will delete our records, copies may be held in backup systems used by service providers.
For any of these requests, please write to
Spokes East Kent Cycle Campaign
c/o 21 Lancaster Gardens
Herne Bay
Kent CT6 6PU
or email [email protected].
We will only process a requests once we are satisfied that the request relates to your personal information or you have the authority to make the request. We may make a charge to cover the costs of providing you with information or processing your request. We aim to respond to all requests within four weeks of receipt.
Comments about this policy
If you believe our Privacy policy is inadequate in any way or you would like information about how we apply it, please contact us at the address given above.
The policy was adopted on 12 March 2018 and will be reviewed no later than 12 March 2019.
