Privacy Policy

HDVRC Privacy Notice

Introduction

The HDVRC respects your privacy and is committed to protecting your personal data.

This Privacy Notice explains how we collect, use, and protect your personal information

in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data

Protection Act 2018.

What Information We Collect

We may collect and process the following personal data:

• Full name

• Address

• Email address

• Telephone number

• Date of birth

• Regiment

• Service number

• Emergency contact details

• Motorcycle details (e.g., make, model, registration)

• Participation history in club events

How We Collect Your Information

We collect your information when you:

• Complete membership application or renewal forms

• Register for club events

• Communicate with us via email, phone, or social media

• Provide emergency contact details

Purpose and Legal Basis for Processing

We process your personal data for the following purposes:

• Administering club membership

• Organising and managing club events and competitions

• Communicating with members

• Ensuring safety and emergency contact readiness

• Complying with legal obligationsLegal bases for processing:

• Contractual necessity – to manage your membership

• Legal obligation – for insurance and safety compliance

• Legitimate interests – to promote and run club activities

• Consent – for marketing communications (where applicable)

Sharing Your Information

We may share your data with:

• Event organisers and marshals

• Insurance providers

• IT service providers (e.g., website or membership platform hosts)

We do not sell your data. Any third-party processing is governed by appropriate data

protection agreements.

Data Retention

We retain your personal data only as long as necessary for the purposes stated above.

Membership data is reviewed annually and securely deleted when no longer required.

Your Rights

You have the right to:

• Access your personal data

• Request correction or deletion

• Object to or restrict processing

• Withdraw consent (where applicable)

• Lodge a complaint with the Information Commissioner’s Office (ICO)

Contact Us

contact:

If you have any questions or concerns about this Privacy Notice or your data, please

Privacy Lead: Paddy Baker, HDVRC Secretary

Secretary@hdvrc.club 

Cookies

• Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology

For further information, visit allaboutcookies.org.

How do we use cookies?

HDVRC uses cookies in a range of ways to improve your experience on our website, including:

• Keeping you signed in
• Understanding how you use our website
• What types of cookies do we use?
• There are a number of different types of cookies, however, our website uses:

Functionality – HDVRC uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.

Advertising – HDVRC uses these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. HDVRC sometimes shares some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.

How to manage cookies

• You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites

• The HDVRC website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

• HDVRC keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 24/11/2025

How to contact us

• If you have any questions about HDVRC’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: Secretary@hdvrc.club

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that HDVRC has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office.