Privacy Policy

Last updated: 21st April 2025

At Challenge Adventure Charities, your privacy is important to us. We're committed to protecting your personal data and being transparent about how we use it. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR).

Who We Are

Challenge Adventure Charities is a UK-registered charity that organises cycling events to raise money for charitable causes. 100% of the money raised goes to charity, with participants covering the cost of the events themselves.

For the purposes of data protection legislation, Challenge Adventure Charities is the data controller of your personal data.

What Personal Data We Collect

We may collect and store the following information about event participants:

  • Full name
  • Email address
  • Mobile phone number
  • Passport details (where required for travel bookings)
  • Dietary requirements
  • Other information necessary for event logistics

We may also retain a record of correspondence, preferences, and donation history.

How We Use Your Personal Data

We use your data for the following purposes:

  • To manage your participation in our events
  • To book accommodation and travel on your behalf
  • To communicate with you about upcoming or past events
  • To share information relevant to your participation, including emergency contacts, itineraries, or safety information
  • To comply with legal or regulatory requirements

Legal Basis for Processing

We process your personal data based on:

Legitimate interest – to operate our charity, organise events, and communicate effectively with you as a participant

Contractual necessity – to fulfil our obligations to you once you sign up for an event

Consent – where required, such as for marketing communications 

How We Store and Protect Your Data

Your data is stored securely on our digital systems and is accessible only to event organisers who need it. We use password protection and access controls to help keep your information safe.

Some data may be shared with third-party service providers (e.g. travel or accommodation companies) solely for the purpose of organising event logistics.

We do not sell, rent, or share your data with any third party for marketing purposes.

Data Retention

We retain basic participant data (name and email address) indefinitely to keep in touch and notify you of future events.

More sensitive data (e.g. passport information, dietary requirements) is stored securely against your online profile at www.challengeadventurecharities.org.uk and can be deleted at any time by deleting your profile.

Your Rights Under UK GDPR

You have the right to:

  • Request access to the personal data we hold about you
  • Request correction of inaccurate or incomplete data
  • Request deletion of your personal data
  • Object to or restrict our processing of your data
  • Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise any of these rights, or if you have any questions or concerns, please email us at [insert contact email].

Data Sharing

We may share your data with:

  • Third-party accommodation and travel providers (only where necessary for bookings)
  • Email communication platforms used to contact you about the event
  • Our website platform provider who manages user accounts

All third-party providers are expected to comply with UK GDPR and to process your data only for the purposes specified.

Children

Our events and services are not intended for children under the age of 16. We do not knowingly collect data from children.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above. Please check back periodically to ensure you’re aware of any changes.

Contact Us

If you have any questions about this policy or how we handle your data, please contact us at:

Email: [email protected]
Website: www.challengeadventurecharities.org.uk