a) BIKE 2 WORK SCHEME LIMITED ("We or Bike 2 Work") are committed to protecting and respecting your privacy.
1 ABOUT BIKE 2 WORK SCHEME
As referred to above, we are Bike 2 Work Scheme Limited, an English company whose registered office address is at 4th Floor, New Oxford House, 75 Dale Street, Liverpool L2 2HT. Our main offices are at the address referred to above, our telephone number, should you wish to contact, is 0800 612 2603 whilst you can also contact us by email on firstname.lastname@example.org.
2 WORK DONE BY BIKE 2 WORK SCHEME
Bike 2 Work Scheme is a business set up to promote its cycle to work schemes to employers to enable employees of such entities to enjoy the benefits of healthy travel to and from their place of work on a bike of their choice and by tax efficient means making it even more affordable for the relevant employee.
If you are reading the terms of this policy that is because we have entered into agreement with your employer and it has chosen Bike 2 Work as its preferred supplier in respect of the Bike 2 Work scheme and also that your employer believes that the Bike 2 Work scheme is a valuable employee benefit and one which you have the option of taking should you see fit.
If you choose to do so, then it will be Bike 2 Work who administers the scheme on behalf of your employer. We provide the means and processes to enable you to enter the scheme, obtain a bike (and any related bike equipment) and your using it to commute to and from work.
3 RELATIONSHIP WITH YOUR EMPLOYER
Bike 2 Work works on behalf of your employer as an expert in running Bike to Work schemes and administering such schemes on your employer’s behalf.
In order to be able to carry out our role in this regard we are required to process some of your personal information on your employer’s behalf and pass it to them. They will then control the use of that information by us.
Your employer is what is termed the "data controller" in respect of your personal information and, we, acting on its behalf and as its agent, are the "data processor". The majority of the information however which will be passed to us (if not all) is information which is probably already known by your employer such as your full name, address, telephone number and e-mail address and the fact that you are an employee of theirs etc.
4 REQUIRMENT FOR COLLECTION OF YOUR PERSONAL INFORMATION
In order to obtain your employer’s approval to your participation in its Bike 2 Work scheme, they need to know who you are and have details of the bike (and any related bike equipment) which you wish them to provide to you under the Bike 2 Work scheme. That is the reason why we need to obtain your personal information and revert to your employer.
We also need certain contact details from you so that we can relay important information to you in order to enable you to participate in the scheme such as the application process, how you go about collecting your bike etc.
We may also send you emails on occasions providing you with information, advice and offers to enhance your biking experience. You are however entitled to unsubscribe from this type of communication and, in order to do so, you simply need to refer to the "Personal Rights" section below. Additional information is also required in order to enable us to finalise the scheme documents (e.g. the hire agreement under which your employer will hire the bike (and any bike equipment you choose) to you) such as:
· first name;
· last name;
· home address;
· email address;
· telephone number and
· any additional information your employer has asked us to obtain in order to process the application more efficiently.
5 STORAGE OF YOUR PERSONAL INFORMATION
The information that is collected from you by us may be transferred to, and stored at, a destination outside of the European Economic Area ("EEA"). It may also be processed by individuals operating outside the EEA who work for Bike 2 Work or one of the Bike 2 Works suppliers. Such staff may be involved in, amongst other things, the finalisation of your employers bike order, the processing of your details and provision of support services.
6 STORAGE PERIOD
Bike 2 Work will keep any personal information received in relation to you for the length of the initial salary sacrifice agreement and any subsequent agreement that you enter into in order to enable us to administer your participation in your employer’s Bike 2 Work scheme. For the avoidance of doubt, personal information will not be kept beyond a maximum of 7 years from the date of your request to join the scheme.
7 SHARING OF YOUR INFORMATION WITH THIRD PARTIES AND THE REASNS WHY
Certain of the individuals or organisations that work with us in connection with the provision of the Bike 2 Work scheme will need to see your personal information, albeit on a confidential basis. In additional, they will only use such information as is necessary for the purposes for which they require them. The individuals/organisations concerned will be as follows:
(a) your employer;
(b) the bike store that we partner with which you select in order to supply the bike and any related bike equipment which you wish to order through the Bike 2 Work scheme;
(c) Bike 2 Work’s professional advisers purely for the purposes of providing Bike 2 Work with professional advice and services in connection with our obligations in relation to the provision of the scheme;
(d) certain required third parties such as:
(i) any third parties were engage as sub-contractors on our behalf to fulfil some or all of our obligations to you and/or your employer and to process the personal information; and/or
(ii) in the event that we sell any business or assets, in which case we may disclose your personal information to the prospective Buyer of our business and assets; and/or
(iii) if we are under a duty at law to disclose or share your personal information.
We are also able to disclose your personal information to any member of the Bike 2 Work Group.
9 IMPORTANT INFORMATION BIKE 2 WORK MAY COLLECT FROM YOU
Bike 2 Work may collect and process the following information about you:
9.1 Information that you provide by completing forms on our website www.bike2workscheme.co.uk ("the Site"). This includes information provided at the time of registering to use the Site, subscribing to Bike 2 Work’s service, posting material or requesting further services. You will never be asked for any ‘sensitive personal data’ (information about you which is likely to be regarded by you as highly confidential that term is defined in s.2 Data Protection Act 1998) ("DPA");
9.2 Details of transactions you carry out through the Site and of the fulfilment of your orders;
9.3 Details of your visits to the Site and the resources that you utilise;
9.4 Information you give to Bike 2 Work when you report a problem with the Site; and
9.5 If you contact Bike 2 Work, we may keep a record of that correspondence.
All information you provide to Bike 2 Work is stored on our secure servers. Where we have given you (or where you have chosen) a password that enables you to access certain parts of our site, you are responsible for keeping this password confidential.
Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our very best to protect your personal information, Bike 2 Work cannot guarantee the security of your information transmitted to the Site and any transmission is at your own risk.
10 PERSONAL RIGHTS
You have the right to control your privacy settings and how your information is processed with regards communications for marketing purposes. You can exercise your right to prevent such processing by contacting us at www.bike2workscheme.co.uk .
Our Site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and Bike 2 Work does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal information to these websites.
11 ACCESS TO INFORMATION/CORRECTIONS
The DPA gives you the right to request a copy of any information held about you. Your right of access to this information can be exercised in accordance with the DPA. Any access request may be subject to a fee of £10 to meet Bike 2 Work’s costs in providing you with details of the information Bike 2 Work holds about you. If any information you have provided to Bike 2 Work needs correcting or amending, please contact Bike 2 Work by writing to us by post or by email using the contact details above. We will endeavour to correct that information as soon as possible. We may have to contact you to verify the authenticity of any communications received by us that indicate they have been sent by you.
13 CONTACT DETAILS
We are committed to protecting and respecting your privacy.