Active Surrey Bike Project – Privacy Notice

Policy Owner: Lisa Bywell

Date of last review: March 2025

Frequency of review: Annually unless management or legislation require it sooner.

Revision Date Reviewed By Revisor Description of Revision
March 2025   Lisa Bywell New policy written

 

Active Surrey is the Active Partnership for Surrey, hosted by Surrey County Council. This privacy notice explains how we handle any personal information we collect when you apply for a refurbished bike from Active Surrey.

Information we collect

We will collect information about you (your personal data) when you complete an application form for a bike. This is collected through an online booking form or made directly with an Active Surrey representative.

This personal data is captured using a secure online form. The information is then stored on secure servers run and protected by Active Surrey’s hosting organisation, Surrey County Council.

General website usage information is collected using cookies. For more information regarding cookies, please see our cookie policy: https://www.activesurrey.com/Policies/Cookies

When you use a bike equipped with a See.Sense Fleet Tracking unit, they will collect telemetry information which includes the GPS position and time. See.Sense do not receive personal information about the rider of the bike and are therefore unable to identify a specific person from the GPS records. For more detailed information about See.Sense data, please see: https://seesense.cc/pages/privacy-policy

Our legal basis for processing your data

We collect your personal data in order to process the bike application form.

This includes the following:

  • Name
  • Gender
  • Email address
  • Postcode
  • Contact telephone number
  • Date of birth
  • Height

By completing a bike application form you have given consent to the processing of your personal data for that purpose.

How we use the information we hold

We will hold your personal data for the time specified below.  After the stated length of time, all your personal, identifiable data will be deleted.

We do not share your name or contact information with See.Sense.

GPS data collected will be anonymised for the purposes of monitoring and evaluation.

How long we hold the information you provide

Your contact details will be stored on secure servers run and protected by Active Surrey’s hosting organisation, Surrey County Council for no longer than 12 months from the date of requesting your bike. After this time, all your personal data will be deleted.

Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal data, please email active.surrey@surreycc.gov.uk, with the subject title ‘Data Access Request –Cycling’

We want to make sure that your details are accurate and up to date, so you may ask us to correct or remove information that you think is inaccurate.

If you are dissatisfied with our response or have a more detailed query, please contact Surrey County Council’s Data Protection Officer at corporateig@surreycc.gov.uk

Other websites

Our website contains links to other websites. This privacy policy only applies to bike project we facilitate and Active Surrey’s use of your data. When you visit other websites you should read their own privacy notices.

How to contact us:

Please contact us at active.surrey@surreycc.gov.uk if you have initial questions about this policy, ensuring you flag that you are enquiring about the bike project.

For more detailed queries or questions relating to legislation surrounding the wider use of any data you provide, please contact Surrey County Council’s Data Protection Officer via corporateig@surreycc.gov.uk.