Motorrad Riders Limited (“the Community”, “we”, “us”, or “our”) is committed to protecting the privacy and personal data of its members, volunteers, event participants, and any individuals interacting with Motorrad Riders.
This Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Purpose of This Policy
This Policy ensures that the Motorrad Riders:
- Processes personal data lawfully, fairly, and transparently
- Collects only the data necessary for legitimate Motorrad Riders purposes
- Protects personal information from misuse, loss, or unauthorised access
- Provides clarity on how payment information and financial records are handled
2. Data Controller
Motorrad Riders Limited acts as the Data Controller for the personal data it collects.
Contact:
Email: info@oxford-motorrad-riders.com
3. Personal Data We Collect
The Motorrad Riders may collect and process the following information:
Membership Data
- Full name
- Email address
- Telephone number
- Home address (if required for administration)
- Emergency contact details
- Motorcycle information (e.g., model, registration number for event planning)
- Membership status and renewal dates
Event & Rideout Data
- Booking information
- Medical details voluntarily disclosed for safety
- Attendance records
Payment Data
- Payment confirmations (e.g., subscription and event fees)
- Payment method (e.g., card, bank transfer)
- Transaction dates and values
Important:
Motorrad Riders does not store or have access to full card details. Payments are processed securely by third-party payment processors (e.g., PayPal, Stripe, or bank provider). Only the necessary transaction metadata (confirmation, amount, membership ID) is stored.
Website and Digital Communications
- Email communications and preferences
- Website analytics (non-identifiable data)
4. Legal Basis for Processing
We process personal data based on the following lawful grounds:
- Contractual necessity: Managing membership and event communication and participation
- Legitimate interests: Ensuring safety, organising ride-outs, preventing fraud, and communicating essential Motorrad Riders information
- Consent: Optional communications or services with consent
- Legal obligation: Maintaining financial records for accounting compliance
5. How We Use Personal Data
We use personal data for purposes including:
- Administering membership accounts
- Organising rides, trips, and events
- Emergency contact and safety management
- Processing membership fees and event payments
- Managing volunteer coordination
- Communicating about member services, important updates and changes
- Meeting financial reporting and auditing obligations
- Responding to enquiries or complaints
We do not sell or share personal data for marketing purposes.
6. Payments & Financial Data
Payment Processors
Membership and event payments are processed via secure third-party platforms. These platforms may collect:
- Cardholder name
- Card details
- Billing address
- Payment confirmations
Motorrad Riders only receives:
- Your name
- Payment status/confirmation
- Amount paid
- Reference or transaction ID
Financial Record Retention
To meet legal and accounting obligations, Motorrad Riders retains:
- Payment logs
- Invoices/receipts
- Annual financial summaries
These are stored securely and are not shared except where required for legal compliance (e.g., HMRC).
7. Information Sharing
We only share personal data when necessary and only with:
- Event organisers or ride leaders (e.g., emergency contact details)
- Trusted service providers (payment processors, website hosting, mailing platforms)
- Trusted partners (BMW Motorrad and BMW Motorrad Retailers for the purpose of developing and offering service to Motorrad Riders members)
- Legal authorities, when required by law
We do not transfer personal data outside the UK unless adequate protections are in place.
8. Data Storage & Security
We apply appropriate technical and organisational measures, including:
- Password-protected systems
- Encrypted cloud storage
- Restricted access for Committee members only
- Secure communication practices
- Regular monitoring and data housekeeping
Physical documents (if used) are stored securely and destroyed when no longer required.
9. Data Retention
We keep personal data only as long as necessary:
- Membership data: Retained for active membership + 1 year
- Emergency contact/medical information: Deleted immediately after each event
- Financial data (required by law): Retained for 6 years
- Emails and communications: Reviewed annually
You may request early deletion unless the data is required for legal compliance.
10. Your Rights
Under UK GDPR, individuals have the right to:
- Access their personal data
- Request correction of inaccuracies
- Request deletion (“right to be forgotten”)
- Restrict processing
- Object to processing
- Request data portability
- Withdraw consent where consent is the basis for processing
Requests can be made via email and will be addressed within 30 days.
11. Social Media Data
Members may engage with social media platforms:
- Posts and interactions may be publicly visible
- Motorrad Riders may moderate content to maintain safety and respect
- Private messages are not monitored unless reported for misconduct
Social media platforms have their own data policies, independent of Motorrad Riders.
12. Data Breach Procedure
In the event of a suspected data breach, the Motorrad Riders will:
- Investigate immediately
- Contain and assess risk
- Notify affected individuals where there is a high risk
- Report serious breaches to the Information Commissioner’s Office (ICO) within 72 hours
- Document all actions taken
13. Updates to This Policy
We may amend this Policy periodically.
Members will be notified of material changes via email or website announcement.
14. Contact Us
For any questions, requests, or concerns regarding this Policy:
Email: info@oxford-motorrad-riders.com
Revision History
| Date | Version | Summary | Owner |
| 19th Dec 2025 | 2.1 | Final Text | SM,HG,LG,AP |
