O3e Limited (parent of Charity Bike Build) is committed to protecting your personal data and handling it responsibly.
This policy covers the personal data that O3e Ltd collects whenever you interact with us, including when you use our websites, when you attend our events, and when you correspond with us (such as by email or over the phone). It also covers personal data that we may receive from third parties.
The sections below explain in more detail:
The types of personal data we collect from you
We collect personal data from your interactions with us, such as when you engage with our websites, attend one or our events or when you email or phone us.
The personal data we collect from you may include:
- the name and contact details that you provide to us
- your payment and address details, if you have provided them
- your marketing preferences, including any consents you have given us
- your browser or device information
- information about your use of our websites
- your communications with us
- information about your attendance at one of our events. Photos and video footage of you may be taken at these events and you should explicitly advise if you would like to opt out of this
The types of personal data we receive from 3rd parties
Sometimes we receive personal data from third parties, in particular:
- our Charity Partners may provide us with your name and contact details if you’ve asked to receive information about one of our events in support of that particular Charity
- our Agency Partners may provide us with a list of your event needs, if they believe we have a service that meets your needs. They never disclose your personal contact details to us
- online personalisation providers tell us how you engage with our websites
- data specialists provide us with insights about our website visitors, based on their own aggregated data sets
Why we process your personal data
This section explains the reasons why we process your personal data and our legal bases for doing so.
If you’ve opted-in to receive information and offers relating to O3e and Charity Bike Build (for example by submitting your name and email via an online form), then we’ll provide this information to you by email or newsletter via our secure third party providers.
We also rely on your consent to process information about your use of our websites, apps and social media sites, so that we can improve your browsing experience.
Wherever we rely on your consent to process personal data, you have a right to withdraw that consent.
We process your personal data when necessary to pursue our legitimate interests in the following:
- tailoring our communications for you. We collect information about your engagement with via your online form submissions, online, written or verbal correspondence with us, to build a fuller understanding of your individual preferences
- monitoring, improving and protecting our products, content and services
- checking the credit or debit card details you provide (to process your payments and prevent fraudulent transactions)
- sending you some types of direct marketing, typically as an online newsletter, but not excluding by email and post, where you have provided contact details
- responding to your comments or complaints
- undertaking, or inviting you to take part in, market research
- querying whether you have had an issue completing an online form
- preventing, investigating and/or reporting fraud, terrorism, misrepresentation, security incidents or crime
- managing legal claims, compliance, regulatory and investigative matters
- processing job applications
You have a right to object to any processing that we undertake for our legitimate interests.
We process your personal data when necessary for contractual reasons, such as to administer your account registration and competition entries and to provide products and services that you have requested.
We are legally required to process your personal data in cases where we need to:
- respond to certain requests by government or law enforcement authorities
Who we share your personal data with
As applicable, we may share your personal data with the following recipients:
- your agreed charity(ies) for your event
- third party suppliers involved in: data insights; website hosting; database management; identity checking; payment processing; delivery logistics; and credit and debt management
- government authorities or law enforcement officials, to assist with their official requests and comply with our legal obligations
- recruitment and vetting agents, to assist with our recruitment processes
Personal Data Transfers outside of the EEA
The EEA includes all EU countries, as well as Iceland, Liechtenstein and Norway. Some of the third parties that we store your personal data with mean we need to transfer personal data outside of the EEA, for example to the United States of America.
Where your personal data is transferred to a country outside of the EEA and that country is not subject to an EU adequacy decision, we will ensure your data is protected by appropriate safeguards in line with EU General Data Protection Regulations.
How long we retain your personal data
We retain your personal data for as long as you remain actively engaged with us. This is determined through you either opening or clicking on emails and newsletters, engaging in telephone or face to face meetings, or contacting us via post.
With respect to ‘event bookings’ and ‘event enquiries’ we retain personal data relating to your confirmed or enquired events for several years. This is to understand your purchasing preferences and to meet our legal and contractual obligations. It also allows us to pull up event information, should you have subsequent enquiries about it.
Where you have asked us not to send you direct marketing, we keep a record of that fact to ensure we respect your request in future.
We also retain information with the potential to give rise to legal disputes for 7 years.
Your rights to withdraw your consent and to object (including to direct marketing)
Wherever we rely on your consent to process personal data, you always have a right to withdraw that consent.
You also have the right to object to any use of your personal data for direct marketing purposes, as well as to processing that we undertake based on our legitimate interests (including profiling).
Your other personal data rights
In addition to your rights to withdraw your consent and to object, you have the right to ask us:
- for access to information about your personal data or for a copy of your personal data
- to correct or delete your personal data
- to restrict (i.e. stop any active) processing of your personal data
- to provide you with certain personal data in a structured, machine readable format and to transmit that data to another organisation
These rights may not always apply, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have a compelling legitimate interest in keeping. If this is the case then we’ll let you know when we respond to your request.
How to contact us and exercise your data rights
For direct marketing, the easiest way to stop receiving information from us is by opting out of communications via the ‘unsubscribe’ link, at the bottom of every newsletter email we send you. You can also email Claire at firstname.lastname@example.org who can assist.
If you have previously attended one of our events or requested information on an event, we may hold further data about you, in line with ‘the types of personal data we collect about you’ in our client database. We will only use this in accordance with our ‘why we process your personal data’ policy. If you would like to request to see this detail, please email email@example.com or contact us at O3e Ltd, Unit 4, Chalex Industrial Estate, Southwick, BN42 4NH. Telephone 0330 113 7170.
We will do our best to assist with any queries you have about your personal data. You can contact our Data Protection Officer via Peter, at any time using the contact details above. When you do so, please provide your full name, your preferred contact information, and a summary of your query.
Our goal is to ensure you are both informed and comfortable with your personal data, we look after. However, if you have unresolved concerns, you also have the right to complain to an EU data protection authority where you live, work or where you believe a breach may have occurred. This is likely to be the Information Commissioner’s Office in the UK.
You can surf the Websites anonymously and access important information without revealing your identity. However, for the purposes described in this policy, we use “cookies” to measure your visits to our Websites. A cookie is a small text file that our Websites store on your device or web browser and can later retrieve. These cookies allow us to distinguish you from other users of the Websites and capture data such as ‘how long you spend on a page’, ‘how many pages you visit’, ‘how many visits you make to our page’. This information does not identify you personally, and is only helpful to us in understanding website usage. If you click through to our website from an advert, blog, social media channel, or one of our affiliated charity websites, then we will see which website you came from.
If you choose not to delete and/or block cookies from the Websites, and continue to use the Websites, you are thereby consenting to our use of such cookies.
A description of the type of cookies that we use, and their purpose, is below:
Category 1: Strictly Necessary Cookies
These are required for the operation of the websites. For example, to remember the previous actions so you can navigate back to previous pages. These cookies are essential in order to move around the websites and use their features, such as accessing areas of the websites.
Category 2: Analytical/Performance Cookies
These cookies collect anonymous information about how visitors use the Websites. These cookies collect information about how you use the Websites, for instance which pages you go to most often. These cookies do not collect information that identifies you. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how the Websites work and understand what interests our users.
Category 3: Functionality Cookies (we do not currently use the Cookies)
These are used to recognise users when they return to the Websites. They remember user choices and enable the personalisation of content. These cookies allow the Websites to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. They may also be used to provide services such as remembering whether you have already responded to a questionnaire. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.
Category 4: Targeting Cookies (we do not currently use the Cookies)
These cookies collect information about your browsing habits in order to make advertising relevant to you and your interests.These cookies are used to deliver adverts more relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They are usually placed by advertising networks with our permission. They remember which websites you have visited and this information is shared with other organisations such as advertisers. Quite often targeting or advertising cookies will be linked to site functionality provided by the other organisation.
You may delete and block all cookies from the Websites, but parts of the Websites may not then work. Most web browsers and devices allow some control of most cookies through the browser or device settings, for example you can set up your web browser to inform you when you receive a cookie, giving you the chance to decide whether or not to accept it. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org. To manage cookies linked to targeting/advertising activities, visit www.youronlinechoices.com. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
In certain cases, the Websites may also employ flash cookies. Flash cookies are used to improve and enhance your web browsing experience (such as enabling advertising to be specifically tailored to your interests or facilitating purchases to be transferred to your shopping basket when making a purchase). For further details about flash cookies, please visit http://kb2.adobe.com/cps/526/52697ee8.html