Issued:13 September 2021

1. Introduction

The British Cycling Federation ("British Cycling", "we" or "us") has issued this Privacy Notice to describe how we handle any personal information that we hold about people who apply for a Total Computers Scholarship (collectively referred to as "you").

We respect your privacy rights and are committed to handling personal information responsibly and in accordance with the UK General Data Protection Regulation and the UK Data Protection Act 2018 (“data protection laws”). This Notice sets out the personal information that we collect and process about you, the purposes of the processing and the rights that you have in connection with it.

If you have any comments or questions about this Notice, please contact us using the contact details in Section 9 below.

2. Types of personal information we collect

In order to consider and manage your application, we will need to process personal information about you.

The types of personal information we may process include, but are not limited to:

• Identification data – such as your name.
• Contact details – such as home address, telephone number, email address.
• Additional personal details – such as age, nationality and gender on a voluntary basis.
• Background information – such as academic/professional qualifications, education, criminal records data (for vetting purposes, where permissible and in accordance with applicable law).
• Cycling club information – such as club membership and club role on a voluntary basis.
• Equal opportunities monitoring information – such as ethnicity, sexual orientation and disability on a voluntary basis.
• Video submission information – including information about you, your background and future aspirations with regards to cycling.
• Reference information – if successful and with your permission, we will contact the references you have provided to check your suitability for a Scholarship.

3. Purposes for processing personal information

(i) Performance of a contract

In order to consider whether British Cycling is able to offer you a place on the Total Computers Scholarship programme, we need to collect certain types of personal data. For example, your name and contact details (so that we can contact you about your application), your background and cycling history, relevant qualifications and future goals (to assess your suitability).

(ii) Equal opportunities

We will also collect personal information on a voluntary basis to help us to monitor equality and diversity of applications and promote equality of opportunity within cycling.

(iii) Law-related purposes

We also may use your personal information where we consider it necessary for complying with laws and regulations, including collecting and disclosing personal information as required by law (e.g. for health and safety and anti-discrimination laws), under judicial authorisation, or to exercise or defend British Cycling’s legal rights.

(iv) Promotional purposes

With your permission, we may seek to use your video submission for promotional purposes. If this is something that we would like to do, we will let you know in advance and ensure that you are happy for us to use your information in this way.

(v) National Governing Body purposes

As the National Governing Body for cycling in the UK, we have a legitimate interest in ensuring that those representing British Cycling (including individuals completing a Scholarship) comply with our standards of behaviour. In order to do so, we will need to process personal data about you in the form of criminal records information (in line with applicable laws) and information provided by your references.

4. Who we share your personal information with

We take care to allow access to personal information only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the information is used in a manner consistent with this Notice and that the security and confidentiality of the information is maintained.

We will only ever share your personal information where we have a clear reason for doing so, including, where applicable:

• To comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process, including, but not limited to, a subpoena, government audit or search warrant;
• In response to lawful requests by public authorities (including for national security or law enforcement purposes);
• As necessary to establish, exercise or defend against potential, threatened or actual litigation;
• Where necessary to protect the vital interests of another person;
• In connection with the sale, assignment or other transfer of all or part of our business; or
• With your consent.

We may also share anonymised and/or aggregated information about Scholarship applications with relevant third parties (such as organisations who provide funding to British Cycling) in order to promote equality and diversity. Whenever we do this, we will ensure that it is shared in a way that does not identify you personally.

5. Legal basis for processing personal information

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. 

However, we will normally collect personal information from you only where we have your consent to do so, where we need the personal information in order to take steps to perform a contract with you (i.e. to administer your Scholarship with us), or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.

If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the details provided at Section 9 below.    

6. Transfer of personal information abroad

We may need to transfer personal information to countries other than the ones in which the information was originally collected, for example where our IT infrastructure is hosted outside of the UK. When we export your personal information to a different country, we will take steps to ensure that such data exports comply with data protection laws. For example, if we transfer personal information from the UK and European Economic Area to a country outside it, such as the United States, we will implement an appropriate data export solution to provide an adequate level of data protection under data protection laws.

7. Data retention periods

Personal information will be stored in accordance with data protection laws and kept as long as needed to carry out the purposes described in this Notice or as otherwise legally required.

In general, if your application is unsuccessful then we will hold your details on file for 12 months before deleting them unless you request earlier deletion. If your application is successful then your personal data will be held for as long as needed in relation to British Cycling’s ongoing relationship with you.

8. Your data privacy rights

You may exercise the rights available to you under applicable data protection laws as follows:

• If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us using the contact details provided at Section 9 below. 

• You can also object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. Again, you can exercise these rights by contacting us using the contact details provided at Section 9 below.

• If we have collected and process your personal information with your consent, then you can withdraw your consent at any time.  Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

• You have the right to complain to a data protection authority about our collection and use of your personal information.  In the UK this is the Information Commissioner’s Office. For more information please see www.ico.org.uk.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

9. Contact details

Please address any questions or requests relating to this Notice to British Cycling’s Data Protection Officer via email to dataprotection@britishcycling.org.uk or alternatively, you can raise any concerns directly with British Cycling’s Education Team via education@britishcycling.co.uk.