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Privacy Policy

Last updated: 22 September 2026

Kingston Junior Cycle Club (“Kingston Juniors”, “KJCC”, “we”, “us” or “our”) is an unincorporated sports club providing cycling activities for children and young people.

We are committed to protecting the privacy and personal information of our members, their parents and guardians, coaches, volunteers and visitors to our website.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with, and the rights you have in relation to your information.

As we provide cycling activities for children and young people aged 5–16, we take particular care when handling children’s personal information and aim to ensure that it is used in their best interests.

1. Who we are

Kingston Junior Cycle Club is a British Cycling Go-Ride cycling club providing cycling skills sessions and related activities for children and young people aged 5–16.

For data protection purposes, Kingston Junior Cycle Club is responsible for the personal information that it collects and uses for the purposes described in this Privacy Policy.

Privacy contact: theteam@kingstonjuniorcycleclub.com

If you have any questions about how we use personal information, or wish to exercise your data protection rights, please contact us using this email address.

2. What information do we collect?

The information we collect depends on how you interact with the club.

Children and young people

We may collect:

  • Name
  • Date of birth or age
  • Parent or guardian details
  • Emergency contact details
  • Cycling experience and ability
  • Session attendance
  • Relevant medical, allergy or other health information where necessary for safe participation
  • Information about accessibility or additional support requirements
  • Consents and permissions
  • Information relating to accidents, incidents or safeguarding matters
  • Photographs or video, where appropriate permissions have been provided

Parents and guardians

We may collect:

  • Name
  • Email address
  • Telephone number
  • Relationship to the child
  • Emergency contact information
  • Booking and payment information
  • Consents and permissions
  • Communications with the club

Coaches and volunteers

We may collect:

  • Name
  • Contact details
  • British Cycling membership information
  • Coaching qualifications and training
  • Safeguarding and DBS-check information where applicable
  • Availability and session attendance
  • Emergency contact details

Website visitors

When you use our website, we may collect:

  • Information you submit through contact or enquiry forms
  • Your name and email address if you subscribe to our newsletter
  • Technical information about your device and use of our website
  • Information collected through cookies and similar technologies

We only collect information that is reasonably necessary for the purposes described in this Privacy Policy.

3. How do we collect your information?

We may collect personal information:

  • When you contact us through our website
  • When you enquire about joining the club
  • When you register a child for club activities
  • When you or your child participates in club sessions
  • When you communicate with club coaches, organisers or committee members
  • When you make a booking or payment
  • Through Spond, which we use to manage club activities, sessions, attendance and communications
  • When you subscribe to our newsletter
  • When you provide information directly to a coach, volunteer or club organiser
  • When information is provided by a parent or guardian on behalf of a child
  • Through website cookies and similar technologies

4. Why do we use personal information?

We use personal information to operate the club safely and effectively. This includes:

Running the club

We use information to:

  • Register and manage club members
  • Organise cycling sessions and activities
  • Manage attendance and registers
  • Communicate with parents, guardians, members, coaches and volunteers
  • Organise groups and allocate riders to appropriate sessions
  • Manage bookings and payments
  • Contact parents or guardians about sessions, including cancellations or changes caused by weather or other circumstances

Keeping children safe

We may use relevant information to:

  • Ensure coaches have appropriate information to keep children safe during sessions
  • Contact parents or guardians in an emergency
  • Understand relevant medical, allergy or accessibility requirements
  • Manage accidents, incidents and safeguarding concerns
  • Meet our safeguarding responsibilities
  • Provide information to emergency services where necessary

We seek to minimise the amount of sensitive information made available to people who do not need it.

Managing coaches and volunteers

We use personal information to:

  • Organise coaching sessions
  • Manage coach availability
  • Maintain appropriate qualification and training records
  • Support safeguarding requirements
  • Communicate with coaches and volunteers

Club communications

If you subscribe to our newsletter, we may use your email address to send you club news, updates and information about club activities.

You can unsubscribe from newsletter communications at any time using the unsubscribe facility provided in the relevant email.

5. Our legal bases for using personal information

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

  • Contract: where processing is necessary to provide club membership, sessions or other services that you have requested.
  • Legitimate interests: where processing is necessary for the effective administration and safe operation of the club, and those interests are not overridden by the individual’s rights and interests.
  • Legal obligation: where we are required to process information to comply with a legal or regulatory obligation.
  • Consent: where we have specifically asked for consent, for example for certain uses of photographs or video or optional communications.

Where we rely on consent, you can withdraw that consent at any time. Withdrawal of consent does not affect processing that took place before consent was withdrawn.

6. Children’s information

Our club works with children aged 5–16, so we take particular care when collecting and using children’s personal information.

We normally communicate with a child’s parent or guardian when registering and managing their participation in club activities.

We collect information about children only where it is reasonably necessary for purposes such as:

  • Club administration
  • Organising and recording attendance
  • Delivering cycling sessions
  • Health, safety and emergency arrangements
  • Safeguarding
  • Communication with parents and guardians
  • Meeting legal or regulatory requirements

We do not sell children’s personal information.

We do not use children’s personal information for targeted advertising.

We aim to keep children’s personal information private and only make it available to people who have a legitimate need to access it.

Children have data protection rights in their own right. Depending on the child’s age, maturity and circumstances, we will consider requests from children as well as their parents or guardians.

Our privacy information is intended to be understandable to both parents/guardians and young people.

7. Health and medical information

Some information provided to us may constitute special category personal data, including information about medical conditions, allergies or other health information.

We only request and use this information where it is relevant to the child’s participation, safety, safeguarding or emergency care.

Access to this information is restricted to people who reasonably need it for those purposes, such as relevant coaches or club organisers.

Please tell us if information previously provided to the club is no longer accurate.

8. Photographs and video

We may take photographs or video of club activities for purposes such as:

  • Recording and celebrating club activities
  • Publishing club news and reports
  • Promoting the club
  • Sharing club news through approved social media channels
  • Promoting participation in cycling

We will seek appropriate permission before using identifiable images of children for promotional purposes where required.

Where we use photographs or video of children, we will take reasonable steps to avoid unnecessarily identifying children by their full names or other personal information.

If you have concerns about a photograph or video of your child, please contact: theteam@kingstonjuniorcycleclub.com

9. Spond

We use Spond to manage aspects of our club activities.

This may include:

  • Member and guardian information
  • Session bookings
  • Attendance
  • Club communications
  • Payments
  • Managing groups and activities

Spond is a separate service provider and has its own privacy policy governing its processing of personal information. Spond states that, when using the standard Spond App, Spond acts as a data controller for personal information processed through the app.

Where we provide member or guardian information to Spond, we will do so for the purposes of administering our club and its activities.

You can read Spond’s current privacy policy here: https://www.spond.com/privacy/

10. Payments

Where payments are made for club sessions or activities, payment information may be processed through Spond or another payment service provider we use.

We do not ordinarily have access to or store complete payment card details.

Payment providers may process personal information under their own privacy policies and terms.

11. Mailchimp and newsletters

We use Mailchimp to manage our email newsletter and certain club communications.

If you subscribe to our newsletter, your name and email address may be stored and processed by Mailchimp on our behalf.

Mailchimp provides tools for managing consent and GDPR requirements, and its services may involve processing personal information outside the UK. Mailchimp states that its servers are located in the United States and provides contractual and transfer safeguards for relevant data transfers.

You can unsubscribe from our newsletter at any time using the unsubscribe link in our emails.

Mailchimp’s privacy information is available here: https://mailchimp.com/legal/privacy/

12. Who do we share information with?

We do not sell personal information.

We may share personal information where necessary with:

  • Club coaches and authorised volunteers
  • Relevant club committee members
  • Parents or guardians where appropriate
  • British Cycling, where necessary for club affiliation, membership, coaching, safeguarding, insurance or related purposes
  • Spond and other service providers that support the operation of the club
  • Payment service providers
  • Website, hosting, email or IT service providers
  • Mailchimp for newsletter communications
  • Emergency services where necessary
  • Relevant authorities or organisations where we are legally required to do so
  • Safeguarding organisations or other appropriate bodies where necessary to protect a child or other person from harm

We take particular care when sharing children’s information and only share information where there is a legitimate and appropriate reason to do so.

We do not disclose children’s information to third parties for unrelated commercial purposes.

13. Safeguarding

Safeguarding children is a fundamental responsibility of the club.

Where we have a safeguarding concern, we may need to record, use or share personal information without consent where this is necessary to protect a child or comply with safeguarding responsibilities.

This may include sharing information with:

  • Parents or guardians where appropriate
  • British Cycling
  • The police
  • Local authority safeguarding services
  • Emergency services
  • Other appropriate safeguarding organisations

We will only share information that is reasonably necessary for the safeguarding purpose.

14. How we protect personal information

We take reasonable technical and organisational measures to protect personal information against:

  • Unauthorised access
  • Accidental loss
  • Destruction
  • Misuse
  • Unauthorised disclosure
  • Unauthorised alteration

Access to member and children’s information is restricted to people who need it for their role within the club.

Coaches and volunteers are expected to treat personal information confidentially and to follow the club’s relevant safeguarding and data protection procedures.

15. How long do we keep information?

We retain personal information only for as long as it is reasonably necessary for the purpose for which it was collected.

Different types of information may need to be retained for different periods.

For example:

  • Current member information is retained while a child participates in the club.
  • Attendance and session records may be retained for a reasonable period for club administration, safeguarding and insurance purposes.
  • Financial records are retained for as long as required by applicable financial and tax requirements.
  • Safeguarding and incident records may need to be retained for longer periods where appropriate.
  • Newsletter information is retained until you unsubscribe or it is otherwise no longer required.

When information is no longer required, we will securely delete or anonymise it where reasonably possible.

16. International transfers

Some of the service providers we use may process personal information outside the United Kingdom.

Where this occurs, we will take appropriate steps to ensure that personal information receives the protection required under applicable UK data protection law.

For example, Mailchimp states that its services may involve processing data in the United States and provides contractual mechanisms and other safeguards for relevant international transfers.

17. Cookies and website analytics

Our website may use cookies and similar technologies to ensure that the website works properly and, where applicable, to understand how visitors use the website.

Some cookies may be provided by third-party services.

Where consent is required for non-essential cookies, we will provide appropriate information and choices.

18. Your data protection rights

Under UK data protection law, you may have rights including:

  • The right to be informed about how your personal information is used
  • The right to access personal information we hold about you
  • The right to request correction of inaccurate information
  • The right to request deletion of information in certain circumstances
  • The right to request restriction of processing in certain circumstances
  • The right to object to certain processing
  • The right to data portability in certain circumstances
  • The right to withdraw consent where processing is based on consent

These rights are subject to certain legal conditions and exemptions.

If you would like to exercise a right, please contact: theteam@kingstonjuniorcycleclub.com

We may need to verify your identity before responding to a request.

19. Making a complaint

If you have concerns about how Kingston Junior Cycle Club has handled your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the UK’s data protection regulator:

Information Commissioner’s Office (ICO)
https://ico.org.uk/

The ICO provides information about data protection rights and how to make a complaint.

20. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our activities, services, technology or legal requirements.

The latest version will be published on our website with the date of the most recent update.

We recommend checking this page periodically for any changes.

Kingston Junior Cycle Club
British Cycling Go-Ride Club
Privacy contact: theteam@kingstonjuniorcycleclub.com
Last updated: 22 September 2026