Privacy Policy

Velo Club Godalming + Haslemere Ltd. (VCGH) is a registered Community Amateur Sports Club (CASC). VCGH is a voluntary organisation run by and for its members. This privacy policy explains how we use any personal information we collect about you from the membership application form and from your participation in club events.

What information we collect

We collect your name, date of birth, gender, post code, e-mail address, phone numbers and In Case of Emergency (ICE) contact details when you complete the membership application form. When voluntarily provided, we collect event participation information (rider names) for club rides, training sessions and other club events from sign up forms. We collect anonymised aggregated information about club activity (ride type, pace group, numbers of riders, etc.) from ride leader observations.

We use “Legitimate Interests” as the GDPR lawful basis for collecting and processing this data.

How we use the information

We use your information in the legitimate interest of running the Club to administer our membership database, support decision making and to demonstrate compliance with relevant CASC and club insurance requirements. We only process/use personally identifying information for the following purposes:

  1. We use the membership application form information to keep the club membership database up to date and for membership communication
  2. We use event participation information (only when you voluntarily provide it via a sign-up form) to demonstrate we exceed the 50% participating members threshold as required by CASC.
  3. We use your email address to contact you with club news or information about club events and activities when appropriate
  4. We use the emergency contact information you have supplied for In Case of Emergency (ICE) contact in the event of any incidents involving you

We process and use anonymised aggregated membership information to better serve our membership and to ensure the Club is open to anyone interested in the sport of cycling. We process and use anonymised aggregated club activity information to support decision making in the running of the Club and to ensure we provide appropriate levels and number of rides and events for our active membership.

We do not share your personal information with 3rd parties, unless required by law to do so.

We will retain this data for as long as you are a paid up member of the Club and for up to 3 months thereafter or until you ask us to erase it from our database.

How we protect the information

Our membership database is provided by membermojo.co.uk. You can read their Privacy Policy here.

We also store membership data on Google Drive using the G Suite services for mailing list and data analysis purposes. As a result, data may be stored in Google data centres outside the European Economic Area (“EEA”). Google uses encryption to protect the data both in transit and at rest. Data is encrypted at several levels. Google forces HTTPS (Hypertext Transfer Protocol Secure) for all transmissions between users and G Suite services and uses Perfect Forward Secrecy (PFS) for all its services.

Within the Club access to membership and personally identifying information is restricted to the Membership Secretary and a limited number of authorised members. In Case of Emergency contact details can also be viewed by Ride Leaders.

Your rights and access to your information

You have the right to request a copy of all the information we hold about you, the right to ask us to correct any inaccurate information and the right to ask us to erase all information we hold when it is no longer needed. You also have the right to object to the processing of your personal data if we cannot demonstrate it is in the legitimate interest of the Club to do so. You may make any of these requests verbally or in writing to our Membership Secretary. We are required to respond to your request within one month.

Changes to our Privacy Policy

We will keep our privacy policy under regular review and any changes we make in the future will be posted on this page and, where appropriate, notified to you by e-mail. This privacy policy was last updated on 6th March 2024.

How to contact us

You may contact us by:

e-mail:          
[email protected]
[email protected]