Privacy Policy


Introduction

 

Updated April 2018

Thames Valley Harley Owners Group is run by members, for members under a framework provided by Harley Owners Group (H.O.G); we require information from you to provide you access to our products, events, ride outs and online resources. We hope this page will clearly explain what we collect about you, how we process the information and what we share.

By giving us your personal information, including personal data like your address and phone number, you consent to us collecting and using that information in the ways that we describe in this privacy policy and/or that you have specifically consented to.

 

Information we collect about you via membership form

 

  • Your full name, residential address, phone number, email address, date of birth and gender
  • Family members  full name, residential address, phone number, email address, date of birth and gender for Family Membership subscription
  • Your National H.O.G (Harley Owners Group) number
  • Your choices for information OPT-IN

What your information will be used for

 

  • Your full name, residential address, phone number, email address, date of birth and gender & Family members  full name, residential address, phone number, email address, date of birth and gender for Family Membership subscription
    • This information is used to identify you
  • Your email address will be used
    • To contact you about your membership or for renewal reminders
    • Assigning you a login details to access the members-only area of this website
    • Password reset functionality on the website
    • If you have OPTED IN for e-shots we will email you about forthcoming activities
  • Your National H.O.G (Harley Owners Group) Number
    • During membership application and annual membership renewal we have a requirement to verify you have active membership with H.O.G (Harley Owners Group). You cannot be a member of a HOG Chapter without an active H.O.G (Harley Owners Group) membership
  • Your phone number:
    • Used as a emergency contact number
    • Critical or late breaking event/ride-out updates. You must opt-in for this service. Each SMS includes an OPT-OUT link

Information we store about you

 

  • Your full name, residential address, phone number, email address, date of birth and gender
  • Alternative address for shipping when you purchase merchandise on this website
  • Family members  full name, residential address, phone number, email address, date of birth and gender for Family Membership subscription
  • Your National H.O.G (Harley Owners Group) number
  • Your membership subscription purchase history
  • Your history of comments made by you on this website
  • Your history of voting and polling options made by you on this website
  • Your photo either individually or part of a group or scene
  • Your use of this website:
    • The areas of the website you visit
    • The amount of time you spend on the site
    • How you came to our website – for example, through an email link or a search engine
    • The type of computer, browser or operating system you use
    • IP Address, network location and internet connection you use
    • A cookie will be placed on your device. See our cookie policy for more information

How we process your information – Optional where you have consented

 

  • Your email address will be used to communicate notices of upcoming social events, ride-outs and other Thames Valley Harley Owners Group business
  • Your mobile number will used for emergency SMS Alerts where events such as social gatherings or ride-outs have late updating changes or cancellation. These are exceptionally rare.
  • Your vehicle registration, VIN number, name and gender will used where you entered your bike for the annual chapter mileage challenge
  • Your photo may be used and published online to our Thames Valley Harley Owners group online galleries and our magazine which is printed and published online.
  • Your name (including family members) will be collected during Club Nights. This information is used for attendance monitoring.
  • We reserve the right to remove information you contribute to this website

Sharing your information with other systems and organisations

 

  • MailChimp – your email address will be used for email marketing related to Thames Valley Harley Owners group where you have OPTED IN. MailChimp Privacy Policy.
  • SmugMug – photos and/or videos where you feature as part of a scene, a group, or individually may be uploaded to our Thames Valley Chapter online SMUGMUG galleries. SmugMug Privacy Policy.
  • Issu – Your name, photo(s) and where you feature as part of a scene, a group, or individually may be published in our printed magazine which uploaded to our Thames Valley Chapter ISSUE area where you have consented. Issue Privacy Policy.
  • PayPal
  • SMS Broadcast – Your mobile phone number will be uploaded to SMS Broadcast for the purposes of sending your late breaking information for social events and/or ride outs via SMS where you have given us consent. These SMS alerts are rare! SMS Broadcast Privacy Policy.
  • Harley Owners Group (H.O.G) – We will access H.O.G membership systems to verify that you are a member of H.O.G. If you consent to taking part in the Chapter Mileage Challenge, your name, motorcycle registration number, VIN number, your name and gender will be uploaded to their systems. H.O.G Privacy Policy.
  • Social Media – Content you have contributed to on this site, photos where you appear as part of a scene or individually may be shared on Social Media platforms as part of Thames Valley Harley Owners Groups ‘ effort to market themselves. Facebook Privacy Policy. Twitter Privacy Policy.
  • TeamApp – this is our mobile app Platform. You must sign up to TeamApp, provide your information and accept their terms and conditions access our mobile app.
  • Law Enforcement – we will fully cooperate with UK law enforcement agencies if required.

How we protect your information

 

  • We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and up to date, and that we only keep it as long as is reasonable and necessary.
  • This website has an appropriate SSL certificate as signified by a padlock icon in browser.
  • Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We do our best to protect personal information, but we cannot guarantee the security of information transmitted to our website, so any transmission is at the user’s own risk.

What we don’t do

 

  • Sell or share your information to third parties unrelated to Thames Valley Harley Owners Group or its activities
  • Store any method of credit / debit card / payment information.
  • Permit third parties outside of the primary officers of Thames Valley Harley Owners Group to access the website operational systems.
  • We do not have access to your website password. This is your responsibility to maintain.We may reset passwords for website security reasons or at the request of the account holder.
  • We won’t use your email address to invite you to social media platforms.

Retention of Data

  • Your personal information will stored for as long as you are a member
  • We review expired member accounts annually and look for ex-members with accounts older than 18 months. If within this period you have not renewed your membership we will:
    • Remove your website account. You will not be able to access the members-only area.
    • Destroy your paper application forms
  • Financial history such as membership subscription purchases will be deleted after 7 years

 

Requesting a copy of your information

 

  • if you require, we will provide the following:
    • A copy of your signed application form
    • The data stored in this website related to you excluding your password
  • To request this information please send an email to our webmaster
  • We will respond to information requests within 28 days of receiving it
  • We may redact information where the data we provide to you references other individuals, groups or miscellaneous entities. We have a duty of care for their privacy also
  • For security purposes you can only request information about yourself or a person your have legal responsibility for
  • For security purposes, we will only send the data via email and password ZIP format.
  • An access password will be provided in a separate email.

Withdrawing or amending your data or consent choices

 

  • You have the right to amend your information or consent as you see fit and we’re happy to help
  • You can OPT OUT of e-shot alerts by using the link at the bottom of any email we have sent you about our activities from MailChimp
  • You can OPT OUT of SMS Alerts by using the link at the bottom of any SMS we have sent you that quotes TVHOG
  • You can choose to OPT OUT of any of the above services by emailing our webmaster
  • You can choose to amend your data by emailing our webmaster
  • Some amendments may affect our ability to service your membership, for example (but not limited to) an emergency contact number. Where this situation arises we will refer your request to our membership officer for review and advise you of the referral.
  • We will respond to your request within 28 days of receiving it

Leaving Thames Valley Harley Owners Group

 

  • Your website account will be disabled and deleted as part of a expired account review
  • Financial history such as subscription  purchase will not be deleted
  • We do not offer refunds for members leaving part-way through their membership period

Further Questions?

Contact our webmaster or director if you questions not covered here.