Global Data Protection Policy

Southborough District Wheelers operates the following GDPR Policy:

Southborough & District Wheelers (the Club) is a member only Cycling Club. 


The General Data Protection Regulation 2016 (GDPR) requires the Club to be clear regarding the information it holds about its members and how this information is retained, processed and, where applicable, destroyed.


The Club is the “Data Controller”, and is responsible for making sure that any processing of personal data complies with our legal responsibilities.  When you become a member of the Club, the Club will collect certain information about you.  This information is given by you upon completion of a paper based form, or online.


We do not share your data with any third party other than our “Data Processors” (see below) required for the storage and processing of data only.  In turn, they do not use the data for their own purposes or share it with any third party.


This notice informs you of the personal data that we collect, why we collect it, how we collect it, where it is stored and what we do with it.


You are the “Data Subject”, the individual who is the subject of the personal data. As a Data Subject you are not obliged to share your personal data with the Club, however, if you choose not to share your personal data with us we may not be able to register or administer your membership. 


Where is your data stored

Your membership data is held online via our chosen online membership provider Membermojo, and they act as the “Data Processor”.  The  Club Secretary and Club Committee have full access to Membermojo.  A single copy of the Membermojo database is stored as a MS Excel file on a secure PC belonging to The Club Secretary, with a list of names only available to members to whom the Membership Secretary may from time to time deem need to know.


Further details of Membermojo’s Privacy Policy can be found at  Membermojo is based in United Kingdom.  Their GDPR Statement can be found at  Membermojo may share data with sub-processors, e.g. for the printing of Club Membership cards.


The Club has authorised Membermojo to use PayPal as its payment gateway.

Paypal may use services such as cloud-based servers and other IT support infrastructure that is located outside the United Kingdom and the European Economic Area.  When you consent to PayPal making payment on your behalf, you should check their Terms and Privacy Policy as to how your data is processed by them.  When proceeding to “Checkout”, your name, purchase details and billing address will be transferred to PayPal.

PayPal then requests your credit card details which are used to complete the transaction.

Once the purchase is complete PayPal then deletes your credit card details unless you have paid using your own PayPal account.

The Club does not store any credit card details.


What information we collect and why

Type of Information


Legal Basis of Processing

Member’s name, address, telephone number, e-mail address

Managing the Member’s membership in the Club, performing administration and providing information in connection with and related to that membership


Managing volunteers for Club events. Sharing information between volunteers to enable effective running of those events. For example, time trials, cycle races, charity rides and social events

For the legitimate interests of members in operating the Club

Member’s name, address, telephone number, e-mail address and date of birth/age related information, club affiliations and race times

Managing race entries and race results. Sharing race results with other clubs and the race governing body and providing race results to print and online media.

For the purposes of the legitimate interests of members in operating the Club.



Member’s name, address, telephone number, email address and age-related information

Collected for rides which feature a nominated ride leader and shared between those participating in the ride to ensure that members leading a ride can maintain contact with members on the ride.

For the legitimate interests of members in operating the Club.

Photos and videos of members and others who participate in Club events

Putting on the Club’s website and publications (including and Chainline) and social media pages and use in press releases

For the legitimate interests of members in operating the Club.

Emergency contact details

Contacting next of kin or member nominee in case of emergency

Protecting the Member’s vital interests and those of their friends, family and/or dependants and for the legitimate interests of members in operating the Club.

Date of birth / age-related information

Managing membership categories which are age related.

For the legitimate interests of members in operating the Club


For the legitimate interests of members in operating the Club




Reporting information to cycling organisations




For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities for each gender.





For the purposes of the legitimate interests of the club to maintain diversity data required by Sports Councils.


Medical Conditions

To be displayed on membership card and record in case of emergency

For the legitimate interests of members in operating the Club

Insurance cover

Compulsory for some categories of membership

For the legitimate interests of members in operating the Club

Membership details including history

Managing club membership, e.g. subscription rates and renewals

For the legitimate interests of members in operating the Club


Why we need your personal data

We need to process your data to be able to administer your membership, and provide the membership services you expect from the Club.  For example, we will process your membership form and payment, share data with the Club’s committee members, notify you when membership renewal is due, and send you the Club newsletter notifying you of Club and related activities.


For new members, your name will be listed on the Club noticeboard whilst your application is being considered.


How long we hold your personal data

We will hold your personal data on file for as long as you are a member of the Club, and it will be deleted  six  months after non-renewal of your membership.  Personal data can be updated by you at any time by logging in to Membermojo, but as a minimum it is updated annually at renewal. 


If your membership application is unsuccessful, the application will be shredded and destroyed, and data provided for an online application will be deleted after three months.


Our lawful basis for processing your data

The Club has a legitimate interest in processing the data of its members so that it can administer and manage the Club membership efficiently and effectively and inform you of events and meetings held by the Club. We rely on this legitimate interest as our lawful basis for processing your data.


Your rights regarding your personal data

As a data subject you have the right at any time to request access to, rectification or deletion of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office, about the processing of your personal data.  If you wish to exercise any of these rights please email


Website - Our Internet provider is  From time to time, members’ names may be identified on the website.


Reviewing and updating this privacy notice

The Club will review and update this privacy notice from time to time, without notification to members.