Effective date: 15/09/2026
Last reviewed: 15/09/2026
Version: 2.0

Previous versions are retained by the Club as historical and compliance records. This Privacy Notice is not intended to retrospectively alter the legal position applying before its effective date.

1. Who We Are

Sikh Motorcycle Club UK is responsible for determining how and why personal information is processed for the purposes described in this Privacy Notice.

Privacy contact: info@sikhmotorcycleclub.co.uk

2. What Personal Information We May Collect

Depending on your relationship with the Club and the activity involved, we may collect:

Name, address and contact details.

Membership application, registration and membership-status information.

Motorcycle details and information relevant to motorcycle licence entitlement, insurance, MOT and other legal requirements where reasonably necessary for Club administration, safety or participation.

Membership-fee and payment information.

Emergency-contact information where provided for Club activities.

Information about attendance at rides, events, meetings, fundraising and community activities.

Correspondence, enquiries, complaints and dispute information.

Photographs, video recordings and other audiovisual material.

Information required for insurance, safety, safeguarding, legal claims or regulatory purposes.

Website and technical information, including IP address, device/browser information and cookie information where applicable.

3. How We Collect Information

We may collect information directly from you, for example when you apply for membership, communicate with the Club, attend an event or make a payment.

We may also receive information from Club organisers, event organisers, service providers, insurers, other participants or publicly available sources where lawful and reasonably necessary for Club activities. Where required, the Club will provide appropriate privacy information when information is obtained from another source.

4. Why We Use Personal Information

We may process personal information for the following purposes:

Administering and managing Club membership.

Processing membership applications, renewals and fees.

Checking or recording information reasonably required for safe and lawful participation in motorcycle activities.

Organising rides, events, meetings, fundraising and community activities.

Communicating with members and responding to enquiries.

Managing Club finances, insurance and administration.

Promoting Club activities, achievements, community work and the Club’s mission.

Creating and maintaining operational and historical records of Club activities.

Managing complaints, disputes, incidents and legal claims.

Protecting members, the public, Club property, information and systems.

Complying with legal and regulatory obligations.

Operating, maintaining and securing the Club website and online services.

5. Lawful Bases for Processing

The Club will only process personal information where there is a lawful basis under applicable UK data protection law. Depending on the circumstances, these may include:

Contract: where processing is necessary to administer membership or take steps at your request before membership is accepted.

Legal obligation: where the Club is required to process information by law.

Legitimate interests: where the Club has a legitimate interest, the processing is necessary for that purpose, and the individual’s interests, rights and freedoms do not override it.

Consent: where consent is the appropriate lawful basis for a particular purpose.

Where the Club relies on legitimate interests, it will consider the purpose, necessity and balance between the Club’s interests and the individual’s rights and freedoms. Where appropriate, the Club will document that assessment and keep it under review.

The Club’s legitimate interests may include operating and administering a community motorcycle club, maintaining membership and financial records, organising activities, communicating with members, promoting the Club’s lawful activities, maintaining reasonable historical and operational records, protecting members and the Club, preventing misuse, and establishing, exercising or defending legal claims.

6. Photography and Video

The Club may photograph and record video at Club rides, events, social activities, fundraising activities, community events, meetings and other activities connected with the Club.

Photography and video may be used for legitimate Club purposes including documenting Club activities, promoting the Club, communicating with members and the wider community, raising awareness of the Club’s mission, recording achievements and maintaining an historical and operational record.

The Club will consider the circumstances of the photography or recording, the reasonable expectations of participants, the purpose, the nature and prominence of the individual, the privacy impact and appropriate safeguards.

Where legitimate interests are relied upon, the Club will consider the three-part legitimate interests test and will keep an appropriate assessment under review.

Where consent is used as the lawful basis for a particular purpose, consent will be obtained through an appropriate positive indication. Consent may be withdrawn, and the Club will explain the consequences of withdrawal where relevant.

7. Group Photographs, Event Footage and Historical Records

Club activities commonly involve group photographs, wider event scenes and video footage containing multiple members, former members, guests, organisers, members of the public or other participants.

An individual may therefore appear in material that also records other people and the event itself. The Club may retain and use such material where it has a lawful basis and a continuing legitimate purpose.

Leaving the Club or ceasing membership does not, by itself, require deletion of every historical photograph or video in which a former member appears.

A request concerning a photograph or video will be considered individually under applicable data protection law. Relevant factors may include the lawful basis, purpose, whether the person is prominently featured, whether the material is a group or wider event record, the interests of other people shown, reasonable expectations, the practical implications of removal, and any applicable legal obligation or exception.

Where appropriate, the Club may consider removing or replacing prominently featured individual promotional material where continued use is no longer reasonably necessary for the relevant purpose.

Nothing in this section removes or limits any statutory data protection right.

8. Withdrawal of Consent and Erasure

Where processing is based on consent, you may withdraw consent at any time. Withdrawal does not automatically make processing that was lawful before withdrawal unlawful.

The right to erasure is not absolute. A request for erasure will be assessed under the applicable legal requirements and on its individual circumstances.

The Club may retain information where it is lawfully necessary or permitted, including where retention is required by law, necessary for the establishment, exercise or defence of legal claims, or where another applicable legal exception applies.

The Club will not operate a blanket rule that every erasure request is automatically accepted or automatically refused.

Where the Club refuses all or part of an erasure request, it will explain the position where required by law and provide information about applicable rights.

9. Former Members

When membership ends, the Club may retain information that it is lawfully entitled or required to retain for legitimate administrative, financial, insurance, historical, evidential or legal purposes.

Historical retention does not mean that a former member will be knowingly represented as a current member.

The Club will consider requests from former members under the same applicable data protection requirements as requests from current members.

10. Material Published by Third Parties

Independent third parties, including event organisers, photographers, news organisations, social media users and other individuals, may publish photographs, videos or other information outside the Club’s control.

The Club cannot guarantee removal of material from third-party accounts, websites, platforms, archives or publications that it does not control.

Where the Club itself shares, reposts or otherwise republishes third-party material, that activity is separate processing by the Club and will be assessed under this Privacy Notice and applicable law.

11. Who We May Share Personal Information With

Depending on the circumstances, information may be shared with:

Website, hosting, membership, communication and other service providers acting for or supporting the Club.

Payment providers and financial service providers where necessary.

Insurers and insurance-related providers where necessary.

Relevant motorcycle organisations, event organisers or community organisations where necessary for Club activities.

Professional advisers, accountants or legal advisers where necessary.

Emergency services, regulators or public authorities where required or appropriate.

Charities or community organisations where necessary for supported fundraising or activities.

Members or participants where sharing is reasonably necessary for a particular Club activity and proportionate to the purpose.

The Club will only share information where there is a lawful basis and will seek to limit information shared to what is reasonably necessary for the relevant purpose.

12. International Transfers

Some website, social-media, communications or other service providers may process personal information outside the UK. Where applicable, the Club will comply with the legal requirements for international transfers and use an appropriate lawful transfer mechanism and safeguards.

Where required, further information about relevant safeguards can be requested from the Club.

13. Retention

The Club will not keep personal information for longer than reasonably necessary for the purpose for which it is processed, subject to legal obligations, lawful retention requirements and applicable exceptions.

Retention periods or criteria may include:

Membership information: while membership is active and for a reasonable period afterwards where necessary for administration, accountability or legal purposes.

Financial and payment records: for as long as required or reasonably necessary for accounting, tax, insurance or legal purposes.

Insurance, incident and safety records: for as long as reasonably necessary for insurance, dispute, safety or legal purposes.

Complaints and disputes: until resolved and for an appropriate subsequent period where necessary.

Historical and operational records, including relevant photographs and videos: where the Club has a lawful continuing purpose and retention is justified.

The Club will periodically review retention and will erase or anonymise information when it is no longer needed, subject to applicable law and lawful exceptions.

14. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have the right to:

Request access to your personal information.

Ask for inaccurate or incomplete information to be corrected.

Request erasure where the legal requirements for erasure are met.

Request restriction of processing in applicable circumstances.

Object to processing where the legal requirements for objection are met, including certain processing based on legitimate interests.

Request data portability where applicable.

Withdraw consent where processing relies on consent.

These rights are not absolute and may be subject to conditions and statutory exemptions. The rights available to you depend on the lawful basis and circumstances of the processing.

15. How to Make a Data Protection Request

Requests should normally be sent to info@sikhmotorcycleclub.co.uk.

The Club may need to verify your identity before releasing, correcting or deleting personal information.

The Club will normally respond within one month where required by law. The response period may be extended where the law permits, and the Club will explain any applicable extension.

Requests will be handled on their individual circumstances. The Club will not treat a request as invalid merely because the person is a former member.

16. Security

The Club will take reasonable technical and organisational measures appropriate to the circumstances to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

No website, online service or electronic transmission can be guaranteed to be completely secure. Where a personal data breach occurs, the Club will assess and respond in accordance with applicable legal requirements.

17. Website, Cookies and Online Services

The Club website may use cookies or similar technologies. Where required, appropriate information and choices will be provided.

Website, hosting, analytics, security, social-media or other online providers may process technical information in accordance with their own terms and privacy information. The Club will only use such services in a manner consistent with applicable law.

18. Communications and Marketing

The Club may contact members about membership administration, rides, events, meetings, fundraising, Club activities and other matters connected with membership where there is a lawful basis.

Where consent is required for direct marketing or another specific purpose, the Club will obtain and respect that consent in accordance with applicable law.

You may object to or opt out of communications where applicable by contacting the Club.

19. Children

The Club’s membership and activities are primarily intended for adults unless the Club expressly provides otherwise. Where personal information about children is processed, the Club will apply appropriate safeguards and comply with applicable legal requirements.

20. Automated Decision-Making

The Club does not currently make decisions about members using solely automated processing that produce legal or similarly significant effects. If this changes, the Club will update its privacy information and provide any information required by law.

21. Complaints

If you have concerns about how the Club handles your personal information, please contact info@sikhmotorcycleclub.co.uk first so that the Club has an opportunity to investigate and respond.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator. Current ICO contact information is available on the ICO website.

22. Changes to This Privacy Notice

The Club will regularly review this Privacy Notice and update it where necessary to reflect changes in its processing, activities, services, technology or legal requirements.

Where the Club intends to use personal information for a new purpose, it will update its privacy information and provide appropriate information before the new processing begins where required by law.

The latest version will be made available through the Club’s website or other appropriate means.

23. Contact

Sikh Motorcycle Club UK

Privacy contact: info@sikhmotorcycleclub.co.uk

End of Privacy Notice

This Privacy Notice replaces previous versions of the Sikh Motorcycle Club UK Privacy Notice and applies from 15 September 2026. Previous versions are retained by the Club as part of its document and compliance records.