Privacy Policy

York Rally Privacy Policy

Who we are

This website is operated by York Rally CIC (registered in the UK, company number 10647021) , the Community Interest Company formed by the volunteers who organise the annual York Rally.

Our contact details are provided here. For questions or requests about this privacy policy, please in the first instance email info@yorkrally.org.

Personal data we collect and why we collect it

Comments

When visitors leave comments on the website we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. If you are using Gravatar, then after approval of your comment, your profile picture is visible to the public in the context of your comment.

Newsletter subscription forms

When you provide your email address via the sign-up form, and confirm by clicking the link in the follow-up email, we will store your email address in the Mailpoet WordPress plug-in, and use it only to deliver our regular email newsletters about the York Rally and associated activities.  You can unsubscribe at any time by using the link provided on each newsletter or by contacting us as above.

To send you emails, we use the name and email address you provide us. Our site also logs the IP address you used when you signed up for the service to prevent abuse.

This website sends emails through the MailPoet sending service. This service allows us to track opens and clicks on our emails. We use this information to improve the content of our newsletters. No identifiable information is otherwise tracked outside this website except for the email address.

Campsite bookings

When you provide information on the campsite booking form, or on a paper form, we will use this information to manage your campsite booking. This information will be used by the volunteers responsible for managing the campsite, and it may also be added to the Mailpoet plug-in used by this website if we need to mass-email all booked in campers.

If when booking your pitch, or at campsite check-in,  you also request to be added to the newsletter list or offer to volunteer, this information will also be used as described in the relevant section of this policy.

Information provided during ordering and payments will be processed as described below.

Merchandise orders

We will use the information you provide only to fulfil your merchandise order. Information provided during ordering and payments will be processed as described below.

Volunteer registration form

Information provided by you on the volunteer registration form will be used by the York Rally team  to manage your volunteering participation. It may also be added to the Mailpoet plug-in used by this website if we need to mass-email all volunteers.

Friends of York Rally membership forms

Information provided when you join the Friends of York Rally supporters’ club will be used only to administer your Friends membership. Information provided during ordering and payments will be processed as described below. Friends data may also be added to the Mailpoet plug-in used by this website if we need to mass-email all Friends.

Saddlebag Sale table bookings

Information provided when you book a table at the Saddlebag Sale will be used only to manage your participation in the Sale. It may also be added to the Mailpoet plug-in used by this website if we need to mass-email all participants.

Information provided during ordering and payments will be processed as described below.

Auction

Personal information provided by participants in the auction sale will be used only to administer the auction sale and to make any subsequent payments.

Trade show

Personal information provided by or about individuals whose companies are participating in the trade show will be used only to administer the trade show.

York Rally sportive

Entries for the York Rally Sportive are made via British Cycling and their privacy policy will apply.  The York Rally will have access to the details necessary to confirm and manage your entry, and to follow up after the event.

Other correspondence

If you email the York Rally, any personal information you give will be used only insofar as is necessary to respond to your request. This may sometimes include sharing it with others on the York Rally team.

Online ordering

Any transactions involving payment are processed via the secure online shopping cart system from Mal’s E-Commerce, whose privacy statement is here.  Card details are processed by Paypal, whose privacy policy is here.

The York Rally CIC does not see or store any card data or payment information beyond receiving order info and payment receipt emails from Mal’s and Paypal respectively.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

In particular, we use a Facebook Feed plugin to display social media content on our website. As a result, our website makes requests to Facebook’s servers in order to display images and videos. These requests make your IP address visible to Facebook, who may use it in accordance with their data privacy policy: https://www.facebook.com/about/privacy/update

Analytics

We do not use analytics software on this website. Our hosting provider may however collect usage data.

Who we share your data with

Within the York Rally team, data is held by designated volunteers and shared with others on the team only where that is necessary for the purposes for which we obtained consent when the data was provided.

We share your data only with those third parties necessary to deliver the activities, services or products you have requested. Specifically:

  • Online ordering information will be shared with Mal’s E-Commerce and Paypal for processing
  • If we have to write to you, your name and address details will be on any letter we send and hence shared with the postal services.
  • Sportive entry information will be shared with British Cycling
  • We may as part of administering the York Rally on occasion share information between relevant Rally personnel using Google cloud services, such as Google Docs or Google Calc. Any documents containing personal information shared in this way will be shared between logged-in authorised users only.
  • Similarly we archive documents in private folders on Google Drive and archive York Rally emails via the Gmail service.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

For data records relating to transactions (campsite bookings, merchandise etc.) we will normally retain this for 7 years as it forms part of our financial records.

What rights you have over your data

You can request to receive an exported file of the personal data we hold about you, including any data you have provided to us.

You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

You can also ask us at any time to correct the data we hold about you.

Where we send your data

This website is hosted in the UK. The only occasion when personal data may possibly be transferred outside the EU is when we use Google Cloud services for internal document sharing and archiving. For this, Google have provided Privacy Shield assurances: https://cloud.google.com/security/gdpr/

How we keep your data secure

We have developed best practice guidelines for all volunteers who may handle personal information, which includes guidance about storage (computer and paper based) as well as guidance on how data may be used.

Our data breach procedure

We have a data breach procedure in place to assess and respond to any reports of lost or improperly accessed personal data.

Finally

This privacy policy remains under review and may be amended at any time. Please return to view the latest version.