Data Privacy Notice

Let’s Ride Data Privacy Notice

Last updated 19 December 2023


This privacy notice tells you what to expect when British Cycling collects and handles your personal information. Please read it carefully to understand what we do with your personal data.

If you are under 16 please get your parent/guardian’s permission before you provide any personal information to us.

British Cycling is committed to protecting and respecting your privacy and complying with the principles of applicable data protection laws: the UK General Data Protection Regulation (GDPR), the Data Protection Act (2018), and other laws that may come into effect to regulate the use of personal data.

The British Cycling Federation of Stuart Street, Manchester, M11 4DQ is the data controller of personal data referred to in this policy. We are registered with the Information Commissioner’s Office (ICO) under registration number Z1066209.

This privacy notice covers information British Cycling collects and uses when you join the Let’s Ride cycling community and take part in rides, or you volunteer to become a group or ride leader.

British Cycling provides a separate Data Privacy Notice:  on our website  which covers our collection and use of personal data for our other purposes

Important information about your Let’s Ride profile privacy settings

When you sign up to we will create a publicly available profile for you which allows you to interact with other Let’s Ride users.

If you would prefer limited details to be displayed, or if you would like your profile to be hidden altogether and not publicly available, you can change your privacy settings under the ‘Age and Family Information’ section of your profile, click on ‘Edit profile’ and you can choose from the following privacy settings:

Information British Cycling collects and uses for Let’s Ride

Types of data we collect

We may collect the following data about you where you provide it to us:

  • Name, email and postal address, phone number, date of birth, photo, emergency contact details, British Cycling membership number, number of children, cycling preferences, routes, buddies or groups you ride with.
  • Additional data for volunteers: qualifications, clothing size, details of cycling background
  • Special category data: data about disability, gender identity.

How we collect your data

Directly from you when you sign up to Let’s Ride, join a group ride, Breeze ride, or Pedal Party or volunteer to become a ride or group leader.

What we use your data for:

  • Enable you to join our recreational cycling community and sign up to rides
  • Receive notifications about future rides
  • Volunteer to lead rides or groups
  • Reward you when you reach led ride milestones
  • Send you relevant news tips and offers if you choose to receive it
  • Gather statistics about people interested in cycling
  • Notify you about changes to our service.

Who we share data with

  • British Cycling ride and group leaders to enable them to administer activities and communicate with participants.
  • Companies that process data on our behalf such as website hosting companies or email broadcasting companies.


Cookies are small text files that may be placed on your phone, tablet or computer when you visit a website. Cookies are widely used, and British Cycling uses them to make our website work, provide us with information about how you use our site, and to remember your preferences and settings for our site.

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration. For the same reason, we may use cookies to obtain information about your general site usage.

You can adjust your cookie settings through your web browser, however this may affect how the site works and appears. You can find further information about adjusting browser settings at: 

Lawful basis for processing personal data

The legal basis on which we collect and process your personal data described above depends on the personal information concerned, and the specific context in which we collect it. However, we will only use your personal information where we:

  • Have your consent to do so
  • Need the personal data to perform a contract with you
  • Need to process your personal information for our legitimate interests, and only where our legitimate interests are not overridden by your data protection interests or fundamental rights and freedoms
  • Have a legal obligation to collect personal information from you, or
  • Need the personal information to protect your, or someone else’s, vital interests.

If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time, and advise you whether the provision of your personal information is mandatory or not, and the possible consequences if you do not provide your personal information.

British Cycling will not use any of the personal information we collect from you to make automated business decisions.

Conditions for processing special category data

We collect and process special categories of personal data for equality monitoring purposes under the Data Protection Act substantial public interest conditions: 8. Equality of opportunity or treatment.

Our Appropriate Policy Document provides further details of how we use special category data.

Transferring personal data outside the UK

We do not envisage transferring any information about or relating to individuals to anyone who is located outside of the UK and European Economic Area.

However, sometimes companies who process data on our behalf may store or process data in other countries. Where we permit this, we will ensure that those companies provide and maintain appropriate safeguards so that your personal information is subject to the same standards and protections as it is inside the UK and European Economic Area.

Security of your information

British Cycling will take all steps reasonably necessary including policies, procedures and security features to ensure that your data is processed securely and protected from unauthorised and unlawful access and/or use, and in accordance with this notice.

Where we require you to use a password to access certain parts of the website, you are responsible for keeping this password confidential and not share it with anyone.

Where any payments are being collected on our behalf, we require our payment providers to be compliant with the Payment Card Industry’s Data Security standards (PCI-DSS).

Data storage and retention

We will hold information about you in our systems only for as long as we need it for the purpose for which we collected it.

British Cycling sets out its data retention requirements in its data retention schedule. But in particular personal data linked to the processing of subject access requests, disputes, safeguarding investigations, disciplinary or police matters, and British Cycling governance will only be kept for as long as it necessary for those purposes.

Your information rights

Under data protection laws you have information rights in relation to your personal data. They are the right to:

  • Be informed about how we process and how we use your personal data
  • Request access to your personal data
  • Request that your personal data is rectified if inaccurate, and completed if incomplete
  • Request that we erase or delete your personal data
  • Request the restriction of processing of your personal data in some circumstances
  • Request that we provide a copy of your personal data in a format that can be transferred to another data controller
  • Object to our processing of your personal data
  • Not be subject to automated decision making
  • Withdraw your consent at any time if our processing is based on your consent.

If you want to exercise any of your information rights, please contact our Data Protection Officer using the details below.

Contacting the Data Protection Officer

We hope we can satisfy any queries you have about the way we process your data. If you wish to contact us about your personal data or exercise any of your rights please contact:

[email protected]

The Data Protection Officer, British Cycling Federation, Stuart Street, Manchester, Lancashire M11 4DQ.

If you are not happy with how we have handled your data or responded to your rights request, you have the right to raise a complaint with the UK Regulator, the Information Commissioner’s Office (ICO) Data protection and personal information complaints tool | ICO.

Changes to our Data Privacy Notice

We will update this privacy notice from time to time as required. Where there is any significant change, we will let you know via our communication channels and newsletters.

If you think you have a complaint related to Data Privacy the contact details are as follows: