Privacy Policy

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).

Key terms

It would be helpful to start by explaining some key terms used in this policy:

We, us, our

Dyfi Park Bike Limited a company registered in England and Wales with company number 10605938 whose registered office is at Cefn Ucha, Llanrhaeadr Ym Mochnant, Oswestry, Wales, SY10 0DT

Personal Data

Any information relating to an identified or identifiable individual

Special category personal data

Personal data revealing health, racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership.

Data subject

The individual who the personal data relates to

Personal data we collect about you

The personal data we collect about you depends on the particular products and services we provide to you. We will collect and use the following personal data about you:

your name and contact information, including email address and telephone number

if you are a parent or guardian of a Junior Rider (terms and conditions) there name, address and date of birth

information to check and verify your identity, e.g. your date of birth

your billing information, transaction and payment card information

details regarding your next of kin

details posted on our social media accounts such as account information or location data including your social media username if you interact with us via social media

your contact history, purchase history and saved items

information about how you use our website

photographs of you using the Bike Park, the services we provide or when you are attending one of our events

your image maybe recorded on our CCTV located in the Bike Park

your responses to surveys, competitions and promotions

We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below. If you do not provide personal data we ask for, it may delay or prevent us from providing products and services to you.

How your personal data is collected

We collect most of this personal data directly from you—in person, by telephone, text or email and/or via our website. However, we may also collect information:

from cookies on our website—for more information on our use of cookies, please see our cookie policy

when you engage with us on social media

through automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, e.g.:

where you have given consent

to comply with our legal and regulatory obligations

for the performance of a contract with you or to take steps at your request before entering into a contract, or

for our legitimate interests or those of a third party

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.

The table below explains what we use your personal data for and why.

What we use your personal data for and our reasons

Providing products and services to you

To perform our contract with you or to take steps at your request before entering a contract

Preventing and detecting fraud against you or us

For our legitimate interest, i.e. to minimise fraud that could be damaging for you and/or us

Conducting checks to identify our customers and verify their identity

Other activities necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g. under health and safety law

Depending on the circumstances:

• to comply with our legal and regulatory obligations
• for our legitimate interests

To enforce legal rights or defend or undertake legal proceedings

Depending on the circumstances:

• to comply with our legal and regulatory obligations;
• in other cases, for our legitimate interests, ie to protect our business, interests and rights

Ensuring business policies are adhered to, e.g. policies covering security and internet use

For our legitimate interests, i.e. to make sure we are following our own internal procedures

Operational reasons, such as improving efficiency, training and quality control

For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price

Protecting the security of systems and data used to provide the goods and services

To comply with our legal and regulatory obligations

We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, i.e. to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us

Updating customer records

Depending on the circumstances:

• to perform our contract with you or to take steps at your request before entering into a contract
• to comply with our legal and regulatory obligations
• for our legitimate interests, e.g. making sure that we can keep in touch with our customers about existing orders and new products

Statutory returns

To comply with our legal and regulatory obligations

Ensuring safe working practices, staff administration and assessments

Depending on the circumstances:

• to comply with our legal and regulatory obligations
• for our legitimate interests, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you

To protect our customers, premises and assets from crime we operate CCTV systems on site which record images for security.

For our legitimate interests e.g. making sure the Bike Park is safe and secure for both our benefit and that of our customers

Communicating with customers regarding the services such as notifications about the closure of the Bike Park

Depending on the circumstances:

• to perform our contract with you
• for our legitimate interests, e.g. making sure that we can keep in touch with our customers regarding the closure of the Bike Park

Marketing our services to:

• existing and former customers
• third parties who have previously expressed an interest in our services
• third parties with whom we have had no previous dealings

For our legitimate interests, i.e. to promote our business to existing and former customers

To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency

In such cases information will be anonymised where possible and only shared where necessary

Depending on the circumstances:

• to comply with our legal and regulatory obligations
• in other cases, for our legitimate interests, ie to protect, realise or grow the value in our business and assets

How and why we use your personal data—Special category personal data

Certain personal data we collect is treated as a special category to which additional protections apply under data protection law. This is likely to be data concerning your health if we are required to authorise you to attend the Bike Park or as a result of an accident at the Bike Park.

Where we process special category personal data, we will also ensure we are permitted to do so under data protection laws, e.g.:

we have your explicit consent,

where permitted to comply with our legal and regulatory obligations, or

the processing is necessary to establish, exercise or defend legal claims

How and why we use your personal data—sharing

See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.

Marketing

We will use your personal data to send you updates (by email, text message, telephone or post) about our products and services, including exclusive offers, promotions or new products and services.

We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.

You do, however, have the right to opt out of receiving marketing communications at any time by:

contacting us at [email protected]; or

using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts.

We may ask you to confirm or update your marketing preferences if you ask us to provide further products and services in the future, or if there are changes in the law, regulation, or the structure of our business.

We will always treat your personal data with the utmost respect and never share it with other organisations for marketing purposes.

Who we share your personal data with

We routinely share personal data with:

third parties we use to help deliver our products and services to you, e.g. payment service providers

other third parties we use to help us run our business, e.g. marketing agencies or website hosts

third parties approved by you, e.g. social media sites you choose to link your account to or third party payment providers

our insurers and brokers

Our service providers include:

• PayPal
• SagePay
• WorldPay
• Klaviyo
• Woo Commerce
• Meta
• Mailchimp
• Dropbox

This list will be updated whenever we change the services.

We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data.

We or the third parties mentioned above occasionally also share personal data with:

our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations

law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations

other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible. The recipient of any of your personal data will be bound by confidentiality obligations

We will not share your personal data with any other third party.

Where your personal data is held

Personal data may be held at our offices and those of our third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).

Some of these third parties may be based outside the UK. For more information, including on how we safeguard your personal data when this happens, see below: ‘Transferring your personal data out of the UK’.

How long your personal data will be kept

We will not keep your personal data for longer than we need it for the purpose for which it is used. For example, to complete the activities we have told you about or where we have another valid reason to keep it such as a legal or regulatory obligation.

Following the end of the of the relevant retention period, we will delete or anonymise your personal data.

Transferring your personal data out of the UK

It is sometimes necessary for us to transfer your personal data to countries outside the UK. In those cases we will comply with applicable UK laws designed to ensure the privacy of your personal data.

Under data protection laws, we can only transfer your personal data to a country outside the UK where:

the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR.

there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you, or

a specific exception applies under relevant data protection law

Where we transfer your personal data outside the UK , we do so on the basis of an adequacy regulation or (where this is not available) a legally-approved standard data protection clauses recognised or issued further to Article 46(2) of the UK GDPR. In the event we cannot or choose not to continue to rely on either of those mechanisms at any time, we will not transfer your personal data outside the UK unless we can do so on the basis of an alternative mechanism or exception provided by UK data protection law and reflected in an update to this policy.

Any changes to the destinations to which we send personal data or in the transfer mechanisms we rely on to transfer personal data internationally will be notified to you in accordance with the section on ‘Changes to this privacy policy’ below.

Your rights

You have the following rights, which you can exercise free of charge:

Access: The right to be provided with a copy of your personal data

Rectification: The right to require us to correct any mistakes in your personal data

Erasure (also known as the right to be forgotten): The right to require us to delete your personal data—in certain situations

Restriction of processing: The right to require us to restrict processing of your personal data in certain circumstances, e.g. if you contest the accuracy of the data

Data portability: The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

To Object: The right to object:

at any time to your personal data being processed for direct marketing (including profiling)

in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims

The right to withdraw consent: If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time. Withdrawing consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn

For more information on each of those rights, including the circumstances in which they apply, please contact us (see ‘How to contact us’ below) or see the Guidance from the UK Information Commissioner’s Office (ICO).

If you would like to exercise any of those rights, please:

email, call or write to us—see below: ‘How to contact us’, and

provide enough information to identify yourself g. your full name, address and any additional identity information we may reasonably request from you

let us know what right you want to exercise and the information to which your request relates

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being lost accidentally or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information on how to protect your personal data and other information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You may also have the right to lodge a complaint with the Information Commissioner (the UK data protection regulator). Please contact us if you would like further information.

Changes to this privacy policy

This privacy notice was published on June 11th 2025.

We may change this privacy notice from time to time—when we do we will inform you via our website or other means of contact such as email.

Updating your personal data

We take reasonable steps to ensure your personal data remains accurate and up to date. To help us with this, please let us know if any of the personal data you have provided to us has changed, e.g. your surname or address—see below ‘How to contact us’.

How to contact us

You can contact us by email [email protected] if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.