Privacy & Cookie Policy

This privacy policy applies between you, the User of this Website, and Southern Motorcycle Advanced Riders Training (SMART), the owner and provider of this Website. SMART takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website.

Please read this privacy & cookie policy carefully.

In this privacy policy, the following definitions are used:

In this privacy policy, unless the context requires a different interpretation:

• the singular includes the plural and vice versa;
• references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy;
• a reference to a person includes associates, charity trustees, firms, companies, government entities, trusts and partnerships;
• “including” is understood to mean “including without limitation”;
• reference to any statutory provision includes any modification or amendment of it;
• the headings and sub-headings do not form part of this privacy policy.

This privacy policy applies only to the actions of SMART and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

For purposes of the applicable Data Protection Laws, SMART is the “data controller”. This means that SMART determines the purposes for which, and the manner in which, your Data is processed.

SMART subscribes to MemberMoJo and this service is integrated into our SMART website.

MemberMoJo provides club management services to manage and collect our membership data, manage payments, online store and emails regarding membership joiners, leavers and renewals.

Additionally, we also use MailChimp for all club membership services, where a subset of data is transferred manually to manage email newsletters, activity notifications and surveys etc.

We may collect the following Data, which includes personal Data, from you:

• Name;
• Billing address;
• Contact Information such as email addresses and telephone numbers;
• Riding qualifications;
• Licence type;
• Motorcycle(s) information;
• IP address (automatically collected);
• Web browser type and version (automatically collected);

in each case, in accordance with this privacy policy and Member MoJo’s privacy policy.

We collect Data in the following ways:

• data is given to us by you.

SMART will collect your Data in a number of ways, for example:

• when you contact us through the Website, by telephone, post, email or through any other means;
• when you complete surveys that we use for research purposes (although you are not obliged to respond to them);
• bank details, for expense reimbursement (Instructors only);
• when you enter a competition or promotion through a social media channel;
• when you make payments to us, through this Website or otherwise;
• when you elect to receive marketing communications from us;
• when you use our services;

in each case, in accordance with this privacy policy and Member MoJo’s privacy policy.

To the extent that you access the Website, we collect your Data automatically, for example:

• we automatically collect some information about your visit to the Website. This information helps us to make improvements to Website content and navigation, and includes your IP address, the date, times and frequency with which you access the Website and the way you use and interact with its content.
• we will collect your Data automatically via cookies, in line with the cookie settings on your browser. For more information about cookies, and how we use them on the Website, see the section below, headed “Cookies”.

Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

• internal record keeping;
• improvement of our products / services;
• transmission by email of marketing materials that may be of interest to you;

in each case, in accordance with this privacy policy.

We may use your Data for the above purposes if we deem it necessary to do so for our legitimate interests. If you are not satisfied with this, you have the right to object in certain circumstances (see the section headed “Your rights” below).

For the delivery of direct marketing to you via e-mail, we’ll need your consent, whether via an opt-in or soft-opt-in:

• soft opt-in consent is a specific type of consent which applies when you have previously engaged with us (for example, when you complete the membership application, contact us to ask us for more details about a particular product/service, and we are marketing similar products/services). By default, all members of SMART are deemed as “soft opt-in” as part of their joining process. Under “soft opt-in” consent, we will take your consent as given unless you later request to opt-out.
• for other types of e-marketing, we are required to obtain your explicit consent; that is, you need to take positive and affirmative action when consenting by, for example, checking a tick box that we’ll provide.
• if you are not satisfied with our approach to marketing, you have the right to withdraw consent at any time. To find out how to withdraw your consent, see the section headed “Your rights” below.

We may share your Data with the following groups of people for the following reasons:

• our trustees (ie: Committee members) and or Instructors, to provide contact details;
• MemberMoJo – SMART uses this service to manage all members data.
• MailChimp – SMART uses MailChimp with a subset of MemberMoJo data to enable mailing and survey communications to you and other members/associates.
• Third party payment providers (ie: PayPal) who process payments made over the Website – to enable third party payment providers to process user payments and refunds;

in each case, in accordance with this privacy policy.

We will use technical and organisational measures to safeguard your Data, for example:

• access to your account is controlled by a password and a username that is unique to you.
• we store your Data on secure servers.

Technical and organizational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorized access to your Data, please let us know immediately by contacting us via this e-mail address: committee@southernriders.org.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the Data be deleted.

Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes.

You have the following rights in relation to your Data:

• Right to access – the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is “manifestly unfounded or excessive.” Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.
• Right to correct – the right to have your Data rectified if it is inaccurate or incomplete.
• Right to erase – the right to request that we delete or remove your Data from our systems.
• Right to restrict our use of your Data – the right to “block” us from using your Data or limit the way in which we can use it.
• Right to data portability – the right to request that we move, copy or transfer your Data.
• Right to object – the right to object to our use of your Data including where we use it for our legitimate interests.

To make enquiries, exercise any of your rights set out above, or withdraw your consent to the processing of your Data (where consent is our legal basis for processing your Data), please contact us via this e-mail address: committee@southernriders.org.

If you are not satisfied with the way a complaint you make in relation to your Data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at https://ico.org.uk/.

It is important that the Data we hold about you is accurate and current. Please keep us informed if your Data changes during the period for which we hold it. Equally you can review and update you own membership details here SMART Membership.

We have full integration into MemberMoJo’s service for our members data.

MemberMoJo’s legal policies, including privacy and cookies can be viewed here https://mailchimp.com/legal/;

In addition, this Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

SMART may, from time to time, expand or reduce our service and this may involve the transfer of control of all or part of SMART. Data provided by Users will, where it is relevant to any part of our registered charity so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the Data for the purposes for which it was originally supplied to us.

In the above instances, we will take steps with the aim of ensuring your privacy is protected.

At this time, SMART does not use any Cookies on its native webpages. However, Cookies are used by [a] MemberMoJo and [b] MailChimp. See section 17 below for their policies.

This Website may place and access certain Cookies on your computer.  SMART may use Cookies to improve your experience of using the Website and to improve our range of services.

All Cookies used by this Website will be used in accordance with current UK and EU Cookie Law.

You can find a list of any Cookies that we use in section 17 Cookies Schedule below.

You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies but this can be changed. For further details, please see the help menu in your internet browser. You can switch off Cookies at any time, however, you may lose any information that enables you to access the Website more quickly and efficiently.

You can choose to delete Cookies at any time; however, you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalization settings.

It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.

You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.

If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy policy will not be affected.

Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

SMART reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.

You may contact SMART by email at committee@southernriders.org.

This privacy policy was created on 18 June 2023.