Policies

Our Privacy Notice

To comply with the requirements of the General Data Protection Regulation (GDPR), we have reviewed and updated our Privacy Notice for PIL Rally Club.

Why Privacy Matters to Us

PIL Rally Club takes privacy very seriously and is committed to protecting and respecting personal information and online privacy. This Privacy Notice describes our current data-processing practices; it should be read alongside our terms and conditions.

Rally Guidelines

PIL Rally Club’s annual rally is a BIKE-FOCUSED event. Although we welcome modern conveniences, please be aware of the following rules and policies:

  • No Dogs. Apart from fully charity registered and trained assistance dogs only. These MUST be prebooked with us with valid paperwork provided. Self Registered and Emotional Support Dogs are not permitted.
  • You can prebook by sending details to info@pilrc.org – Registered Assistance Dogs will not be admitted unless prebooked as the site does carry a STRICT NO DOGS Policy at all their events due to the nature of the site. (See Full Assistance Dog Policy below)
  • No Fires of any kind.
  • BBQs Permitted as long as they are off the grass (i.e., no portable ground-based barbecues).
  • Over 18s Only: If you look under 25, you may be asked to present valid photo ID upon entry.
  • All ticket sales are FINAL and no requests for refunds will be entered into (This is a policy of the ticket sales site)
  • Campervans & Caravans:
    • Must be parked to the side of the main field.
    • Are not permitted on the main field itself.
    • Friends in tents may camp across the track from friends in campervans but cannot share the same pitch.
    • Trailer Tents pulled by bike or trike are free of charge.
  • Cars:
    • Permitted but must use the off-site car park (no parking of cars next to tents).
    • Sleeping in cars is strictly prohibited—they are checked regularly by security.
    • Cars cannot be parked beside tents, even for “medical reasons.”
  • Reminder: This is primarily a BIKE Rally. Campervans, motorhomes, and cars are permitted only because of changing times and personal circumstances within the biking community.
  • Opening Time: Rally opens at 10:00 AM. There is absolutely no admittance before 10 AM, this is a requirment of our insurance. Anyone arriving before 10 AM—or on Thursday—will be turned away as the site is not safe for camping prior to opening.

Please plan your arrival accordingly and respect these guidelines so everyone enjoys a safe and bike-centric rally experience.

Assistance Dog Policy (Must Be Submitted Prior to Booking)

To ensure compliance with the Equality Act 2010 and the Rights of Access Regulations (2011), we only permit genuine assistance dogs on site. In order to bring an assistance dog to our event, you must provide, prior to booking, valid documentation from a UK‐approved assistance‐dog charity to info@pilrc.org 

Acceptable proof includes :

•A current ID card or badge issued by :
•Guide Dogs UK
•Hearing Dogs for Deaf People
•Assistance Dogs UK
•Dogs for Good
•Canine Partners
•A signed letter or certificate from a qualified trainer/instructor at one of those recognised organisations.
Important:
•No other form of “self‐registration” or private certificate will be accepted.

•If you cannot produce valid charity‐issued ID or certificate before confirming your booking, your dog will not be admitted under our “Assistance Dog” exemption.

•Once you have provided approved documentation, your assistance dog is welcome in all public areas (including camping zones and the football field), subject to the standard requirement that any fouling be cleaned up immediately.

Failure to submit valid paperwork in advance of booking will result in refusal of admission for your assistance dog. 

Thank you for helping us maintain a safe and accessible environment for all our guests.

What Is Personal Information?

Personal Information is any information relating to an identified or identifiable natural person. An identifiable person is one who can be identified, directly or indirectly, by reference to identifiers such as name, identification number, location data, online identifier, or one or more factors specific to their physical, physiological, genetic, mental, economic, cultural, or social identity.

We do not consider information that has been fully anonymised or aggregated—so that it can no longer be used to identify someone—to be “Personal Information.”

What Is Sensitive Personal Information?

Sensitive Personal Information (sometimes called “special category data”) includes data about racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, genetic data, biometric data, data concerning health, or data concerning a person’s sex life or sexual orientation.

What Personal Information Do We Collect?

We will typically collect:

  • Your name and address
  • Contact information (telephone number and email address)
  • Any additional details required for verification (e.g., reg number, if applicable)
  • Data generated through digital interaction with our website or social-media platforms (for example, IP address, device identifiers, cookies)

Where necessary for certain events (e.g., camping accommodation, medical registrations), we may collect additional information, including sensitive personal data (e.g., health conditions or emergency contact details).

How Do We Use Your Personal Information?

We process and store personal data to carry out various activities and services, including:

  • Administration and Ticket Sales
  • Event announcements, and communications
  • Managing bookings, medical forms, and registrations
  • Processing competition entries and awards
  • Operating our official social-media pages and website
  • Facilitating financial transactions (e.g., rally fees, event payments)
  • Conducting organizational audits and maintaining our records

In addition, we automatically collect data when you visit our website (e.g., IP address, browser type, pages viewed, time spent). Cookies and similar tracking technologies may be used to improve functionality and analyze user behaviour. You can configure your browser to refuse cookies, but some parts of our site (or integrated third-party services) may not function properly if cookies are disabled.

What Legal Basis Do We Have for Processing Your Personal Data?

Our legal basis for collecting and using personal data depends on the context and type of data collected. Specifically, PIL Rally Club may process your data because:

  • You have given us consent (e.g., subscribing to newsletters)
  • It is necessary to fulfill ourobligations (e.g., verifying eligibility)
  • The processing is in our legitimate interests, provided your rights do not override those interests (e.g., sending event updates)
  • To process payments (e.g., card or bank transactions)
  • To comply with legal obligations (e.g., health and safety regulations for events)

When Do We Share Personal Data?

We do not share your personal information with external organisations except when it is strictly necessary to provide services or to fulfil legal obligations. In such cases, we ensure any third party is GDPR-compliant. Your data is used solely for facilitating and supporting the events and activities organized by PIL Rally Club.

How Do We Secure Personal Data?

Safeguarding your data is a priority. We maintain strict guidelines, processes, and procedures that all  volunteers and staff must follow. Personal data access is restricted to authorised individuals only and is accessed only when required. When no longer needed, personal data is destroyed in a confidential manner. Data processed via third-party platforms (e.g., our web host or email provider) may be transferred outside the European Union; however, we ensure these providers maintain GDPR-compliant standards and are GDPR Registered.

How Long Do We Keep Your Personal Data For?

We retain your Personal Data only as long as necessary for the purposes set out in this Privacy Notice. Specifically:

  • Data is kept for the duration of your transaction and a reasonable retention period afterward (e.g., to address any post-rally queries or legal requirements).
  • Event-specific data (e.g., medical forms, camping applications) is held until it is no longer needed for health, safety, or legal compliance.
  • Usage Data (website logs, cookies) is typically retained for a shorter period, unless used for security or legal reasons that require longer retention.

Your Rights in Relation to Personal Data

As a data subject, you have the following rights:

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Ask us to correct any inaccurate or incomplete data.
  • Deletion: Request that we delete your data, where there is no legal basis for us to continue processing it.
  • Withdrawal of Consent: If we rely on consent for certain processing, you can withdraw it at any time.
  • Data Portability: Obtain a machine-readable copy of data you provided to us.
  • Restriction of Processing/Objection: Ask us to restrict or stop processing your data in certain circumstances.
  • Complaints: Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we have mishandled your data.

We will respond to any data-subject request within 30 days. To exercise any of these rights, please contact us at info@pilrc.org.

How to Contact Us

If you have any questions about this Privacy Notice, your personal data, or the rally itself, please email us at:

info@pilrc.org

Thank you for supporting PIL Rally Club and for helping us maintain everyone’s privacy and safety.