HBAM Privacy Notice

Here at HBAM we are committed to protecting your privacy. We comply with the principles of the General Data Protection Regulation (GDPR) and aim to maintain consistently high levels of best practice in our processing of per- sonal data.

As part of your membership contract with us, we will contact you with information on training, committee, and social events, together with newslet- ters/magazines relating to the group and Road Safety. You have the right to withdraw from receiving all future general notifications of these kinds by un- subscribing using the link included in all such emails from us.

If you unsubscribe from general emails, we will still continue to contact you about your own membership renewal, any courses that you are taking with us or have enrolled in with us, and formal notices of HBAM General meet- ings, for as long as you remain a member of HBAM. If you have volunteered to perform a role for HBAM, eg Observer, Ride leader, Committee Member, Administrator, we will continue to contact you in that role until you cease to perform it.

Pictures, videos and written updates of HBAM events such as training, committee and social events at which you may be in attendance or referred to, may also be published on our closed Facebook group, members Forum, group newsletters/magazines and HBAM website.

HBAM also shares your information with The Institute of Advanced Motorists in order to administer membership activities.

Who we are

HBAM is the operating name of the Herts & Beds Advanced Motorcyclists Group, a registered UK charity no. 1055810 affiliated to IAM RoadSmart. The group was formed in 1984, spending more than 30 years making our roads safer by improving rider skills through coaching and education.

This Privacy Notice covers HBAM in relation to the collection and use of the information you give us. We may change this Policy from time to time. If we make any significant changes we will advertise this on the website (www.hbam.org.uk) or contact you directly with the information. Please check the page occasionally to make sure you are happy with any changes. If you have any questions about this Notice or concerning your personal information please contact us using the details provided at the bottom of this Notice.

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Summary

The detail is set out below, this paragraph gives an overview of the personal information we hold and how its used.
We record the contact details that IAM RoadSmart send to us when you are allocated to our Group in our membership management system, membermojo. We supplement that with HBAM annual subscription information, and information about your progress through the Advanced Rider Course, eg awaiting observer allocation, in training, awaiting a pre-test checkride etc. If you volunteer to help us, we record the role you perform, eg Observer, Ride leader, Committee Member, Administrator, so that we can send requests for your help. You can see the data we hold there by signing in at https://membermojo.co.uk/mm/signin.

We also copy your name, email address, and status (Associate, Full or Honorary member) to our emailing system, MailChimp, in order to tell you about HBAM courses, events and other news that we believe is of use or interest to you. You can unsubscribe from MailChimp by using the unsubscribe link in every email sent by that method, and then you will not receive any further information of that kind from HBAM, though you will continue to get information about your membership renewal, mandatory notices (Annual or Extraordinary General Meetings, or anything vital to provide our services to you.

We use Google forms to enable you to book some courses, and to record Observer activity. If you respond to a course invitation, the administrator running it will contact you to give you information.
If you accept an invitation to join our closed Facebook Group, or our Website Forum, you do so in acceptance of the terms and conditions relating to those mediums. Details of the Forum’s privacy features are shown below.

Our legal basis for processing your personal information and what we use it for

HBAM aims to be very clear when we collect your personal data and will not do anything you wouldn’t reasonably expect in order to provide the products and/or services that you request, to communicate with you, and to personal- ise our information we send to you.

We will process your personal data because it is necessary for the perform- ance of a contract. For example, to manage your riding course or to give you information about our riding and social activities.
We may process personal data because it is in our legitimate interests to do so, which may include some or all of the following:

• to provide the information or service requested by you, and given that you have made the request, would presume that there is no prejudice to you in our fulfilling your request

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  • where the processing enables us to enhance, modify, personalise or otherwise improve our services / communications for the benefit of group members.

  • to provide communications which we think will be of interest to you

  • to monitor and protect the security (including network security) of the

    Charity, of you, other customers, our staff and others

    What type of information we collect and how we use your in- formation

    We will use your personal information in a number of ways which reflect the legal basis applying to processing of your data.
    We ask for your postal address, contact number, and email address to en- able us to contact you in relation to your HBAM membership renewal, an en- quiry you have made, your progress through the Advanced Rider Course, or to give you information about HBAM courses, events and general news, or when there is another genuine reason for doing so.

    We may ask for additional information from you in order to deliver our ser- vices.
    As required by the General Data Protection Regulation, we follow strict se- curity procedures in the storage and disclosure of information you have provided to us. You have the right to object to this processing. Please bear in mind that if you object this may affect our ability to deliver the products and services you have requested.

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Disclosure of information to third parties

HBAM will not share your details to third parties except:
• where we are required to deliver your product or service; or
• where we are required by law and by law enforcement agencies, judi-

cial bodies, government entities, tax authorities or regulatory bodies

around the world; or
• where we have your specific and individual permission

Third parties may deliver some of our products to you or provide all or part of the service requested by you. In these instances, whilst the information you provide will be disclosed to them, it will be kept secure, it will only be used for the administration of the service provided and to maintain management information for business analysis. In order to deliver these products and ser- vices, HBAM may utilise the following third parties as data processors:

3rd Party Services

Information shared and reason for doing so

Membership Management Services

HBAM may pass the data you provided when you joined IAM RoadSmart and the Group together with information regarding your HBAM membership renewal and payments, your course progress, your role and status within the Group to membermojo Ltd for the purposes described in our basis for processing. They are a robust professional data handling and processing company with proper GDPR compliant regulations and controls.

Emailing Services

HBAM may use the data held in Member Mojo to contact you for the purposes described in our basis for processing. They are a robust professional data handling and processing company with proper GDPR compliant regulations and controls.

Emailing Services

HBAM may upload some of your details to MailChimp who are an email management company who enable us to send emails to our members. The data held is name, email address and membership number plus your status within the Group. MailChimp is a US based company that has signed up to the Privacy Shield Initiative run by the US Govt. You have the option to opt-out of all future mailings from this source.

IAM RoadSmart

HBAM may exchange your contact information with our affiliated organisation to request a IAM test appointment or in connection with your ongoing membership of HBAM or the IAM.

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Google Forms

HBAM may use Google Forms to collect data for booking events or for recording Observer Activity. Google is a US based company that has signed up to the Privacy Shield Initiative run by the US Govt. You have the option to respond or not to our use of them.

We may also disclose your personal information if we are required to do so under any legal obligation, or where doing so would not infringe your rights, but is necessary and in the public interest.
If HBAM utilises any third party other than those listed above as a Processor, we will inform you under the requirements of GDPR and our contract with you.

Where we provide information to a third party (either a provider of a product or service, or an external data processing agency such as a mailing house) we will exercise the strictest control over the third party contractually, requir- ing it and any of its agents and/or suppliers to:

  • maintain the security and confidentiality of the information and restrict access to those of its own employees;

  • use the data for the agreed purpose only and prevent it being used for any other purpose by any other party;

  • refrain from communicating with you other than concerning the products and services in question;

  • return the data to us at the conclusion of any contract term and destroy or delete any copies made of all or any part of the information unless copies are needed to be kept to comply with regulations.

    In addition, we will restrict the information disclosed to the absolute minim- um necessary, for example, to provide the product or service.

    Forum

    The Member's Forum provides you with the facility to "subscribe" to a sub- forum or topic within a sub-forum. A useful feature allowing you to "follow" a forum or topic. Any changes are advised to you by email in the form of a short email message. In order to do that your email address is held within the Forum database which is only accessible by password protection known only to Webmaster and Webadmin. The Forum is managed by the aforemen- tioned using PHPBB open-source software which is also protected by ad- equate password protection to ensure it's security and integrity. Your user- name and initial password is supplied to you by Webadmin and is locally held by that person. However you are advised within your welcome letter to change that password at the first opportunity to one of your choice. Webad- min cannot access that new password but can create a new one at your re- quest if necessary.

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In addition, in order to provide internet access for HBAM's website HBAM subscribes to the services of Site5.com to provide our hosting platform. This service is strictly controlled by robust password protection and is again only known to Webmaster and Webadmin. This service provider does not have access to any of your personal details.

Finally HBAM also uses the services of Easyspace.com to provide our inter- net identity. Again password protected and known only by Webmaster and Webadmin. No personal data is shared with this service provider either.

Marketing

Unless you have told us that you do not want to hear from us, we may send you relevant information (including details of other products or services provided by ourselves or by IAM RoadSmart which we believe may be of in- terest to you). If you change your mind about how you would like us to con- tact you or you no longer wish to receive this information, you can tell us at any time by writing to, emailing or calling us using the contact details below or by unsubscribing from the email service used to send you that informa- tion.

How long do we keep your information?

We will hold your personal information for as long as it is necessary for the relevant activity. By way of example, we hold records of payment you make for at least six years so we can fulfil our statutory obligations for tax pur- poses

We may retain information after your association with us has come to an end. Some information may be retained indefinitely for historical, statistical or research purposes. As stated below, you have the right to require us to erase personal data.

Your rights

You have a number of legal rights to control what HBAM can do with your in- formation. For example:

  • the right to be informed about the collection and use of your personal data

  • the right to access the information we hold about you

  • the right to correct or update information we hold about you

  • the right to have the information we hold about you erased

  • the right to restrict or suppress your personal information

  • the right to obtain and reuse your personal data for your own purpose

  • the right to object to the processing of their personal data in certain cir-

    cumstances Please note that:

    In some cases, exercising these rights may mean that we are no longer able to provide you with our products and services.

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We will not administer requests by a third party unless accompanied by evidence that the third party is entitled to act on behalf of the individual. Please also note that the above rights are not absolute, and we may be en- titled to refuse requests where exceptions apply.

Changes to this Privacy Notice

This Notice may be changed from time to time. If we make any significant changes we will advertise this on our website or contact you directly with the information.
Do please check this Policy each time you consider giving your personal in- formation to us.

Contact us

Please contact us if you have any questions about our privacy policy or in- formation we hold about you:

• Via email to: sec.hbam@gmail.com

• Via telephone to: 0800 4588425
This Policy was last updated on 1st December 2018