Privacy Policy

Cycle Solutions (Cycle to Work) Limited ("Cycle Solutions") are committed to being transparent when it comes to the collection and use of your data. We appreciate the trust that our customers have in us to use their information carefully, sensitively and only for the purposes of providing our service to them. We are also to committed to ensuring that we comply with the General Data Protection Regulation and the Data Protection Act 2018.

Any personal information collected is controlled by Cycle Solutions (Cycle to Work) Limited and the only information we share is to the services required to fulfil our service agreement to our customers.

We have produced this Privacy Statement to help you understand

How and why Cycle Solutions collect information from you;
Who we share your information with, why and on what basis; and
What your rights are.

If we make changes to this statement we will notify you by updating it on our website. Cycle Solutions will be what is known as the "Data Controller" of the personal data you provide to us. This means that we (Cycle Solutions) will determine the purposes and way in which any personal data are, or will be, processed.

What information do we collect from you, and why?

We only request information when a customer places an order or enquiry with us so that we can complete the request in a professional and timely manner.

This information includes:

Name
Telephone Number
Email
Postal/Billing Address & Postcode
Credit/debit card details*
Payroll or Employee Number (For Cycle to Work orders only)
Tax rate (For Cycle to Work orders only)
National Insurance Number (For Cycle to Work orders only)

* Payment card details are only [temporarily] recorded to process telephone orders, online (website) orders are processed using a secure server and no card details are handled or stored by us.

The data outlined above is essential to completing your order used for that purpose only. The Cycle to Work specific information is requested to allow your scheme administrator to identify you as an employee and to approve your order.

In order to undertake website personalisation, we will also gather information about the devices you use to access our sites (desktop and mobile), and this may include IP address. For further information on our use of cookies and tracking please see the Cookies section below.

We also offer our customers optional inclusion into our marketing communications where we request clear consent to be included. This permission can be changed at any time by the customer through an unsubscribe link included in every email.

How do we gather information?

The information that we use is obtained through 3 ways.

Information given to us
Information is received and stored when a user buys a product, enquires, participates in competitions run by the Cycle Solutions or communicates with our ordering or customer service team both online & offline.
Automatic Information collected
Our website may automatically collect anonymous technical information about a user such as their IP address, browsing device and software version as well as geographical information and pages visited on our website.
Information from third parties
On rare occasions information may be given to us by a third party such as when a Cycle to Work order is placed through a local bike shop or third-party benefits platforms. In these instances, the data received will only be used for that single unique purpose.

How do we use your information?

Data Protection regulations say that we are allowed to use and share your personal data only where we have a proper reason to do so. The law says we must have one or more of these reasons and these are:

Contract - your personal information is processed in order to fulfil a contractual arrangement e.g. in order to send you your order.
Consent – where you agree to us using your information in this way e.g. for storing details of your Reward points or account credits.
Legitimate Interests - this means the interests of Cycle Solutions in managing our business to allow us to provide you with the best products and service in the most secure and appropriate way e.g. to transfer your data to certain Third Party's such as delivery partners.
Legal Obligation – where there is statutory or other legal requirement to share the information e.g. when we have to share your information for law enforcement purposes.

Here is a list of the ways that we may use your personal information, and which of the reasons described above we rely on to do so. Where we list legitimate interests as a reason, we also describe below what we believe these legitimate interests are.

What We Use Your Personal Information For	Our Reasons (Legal Basis)	Our Explanation Of Cycle Solutions' Legitimate Interests	Data Retention Period
Set up your Cycle Solutions account	Legitimate Interest	Process efficiency in dealing with such activity.	If we provide a product or service, we hold your data for six years from the end of the August following the transaction. If you set up an account, but we do not supply a product or service to you, we retain your data for six months following account set-up.
Process your orders	Fulfilling a contract	N/a	If we provide a product or service, we hold your data for six years from the end of the August following the transaction.
Notify you of your order status	Legitimate interests	Process efficiency in dealing with such activity, and to make improvements to our services.	If we provide a product or service, we hold your data for six years from the end of the August following the transaction.
Produce and provide Hire Agreements between You and Your employer	Legal obligation/ Legitimate interests	Keeping our records up to date, handling our customer contact efficiently and effectively, working out which of our products and services may interest you and telling you about them.	If we provide a product or service, we hold your data for six years from the end of the August following the transaction.
To detect, investigate and report financial crime (e.g. Fraud)	Legal obligation/ Legitimate interests	Developing and improving how we deal with financial crime. Complying with any legal obligation placed on us by regulators such as the FCA. Complying with any regulations that apply to us. Process efficiency in dealing with such activity, and to make service and process improvements.	If we provide a product or service, we hold your data for six years from the end of the August following the transaction. If you set up an account, but we do not supply a product or service to you, we retain your data for six months following account set-up.
Undertake website personalisation and administration.	Legitimate interests	Developing products, services, applications and designs that attract and retain customers. Improving customer interaction with our sites. Defining types of customers for new products or services.	If we provide a product or service, we hold your data for six years from the end of the August following the transaction.
Marketing communications to inform you of special offers, promotions, new lines and Sales. Provide you with online advertising	Legitimate interests	Developing products, services and applications that attract and retain customers. Improving customer interactions with our sites.	If we provide a product or service, we hold your data for six years from the end of the August following the transaction. If you set up an account, but we do not supply a product or service to you, we retain your data for six months following account set-up. Where customers have opted-in to our communications, live data will be maintained for the duration of the consent period. Once consent is removed by the recipient, data and permissions are also removed from any mailing lists. Minimal data is kept after being unsubscribed as a record of that action.
Notifying you about enhancements to our services, such as changes to the website and new services that may be of interest to you.	Legitimate interests	Developing products, services and applications that attract and retain customers. Improving customer interactions with our sites.	If we provide a product or service, we hold your data for six years from the end of the August following the transaction. If you set up an account, but we do not supply a product or service to you, we retain your data for six months following account set-up.
Contact you to undertake customer satisfaction surveys, invite you to provide product reviews or for market research.	Legitimate interests	Developing products, services and applications that attract and retain customers. Improving customer interactions with our sites	If we provide a product or service, we hold your data for six years from the end of the August following the transaction. If you set up an account, but we do not supply a product or service to you, we retain your data for six months following account set-up.
Contacting you on behalf of your employer at the end of your cycle to work salary sacrifice period to provide options for return or ongoing use of the equipment supplied.	Legal obligation/ Legitimate interests	Keeping our records up to date, handling our customer contact efficiently and effectively, working out which of our products and services may interest you and telling you about them.	If we provide a product or service, we hold your data for six years from the end of the August following the transaction.
Maintaining network and data security.	Legitimate interests	To maintain the security of our network. In turn, this helps us to ensure the safety and confidentiality of your information.	If we provide a product or service, we hold your data for six years from the end of the August following the transaction. If you set up an account, but we do not supply a product or service to you, we retain your data for six months following account set-up.
Logistics planning, demand forecasting, management information and research.	Legitimate interests	We use information about shopping habits, products bought and volumes, to help us to respond to demand, ensure the right products get to the right areas and to help us plan our ranges.	If we provide a product or service, we hold your data for six years from the end of the August following the transaction. If you set up an account, but we do not supply a product or service to you, we retain your data for six months following account set-up.

How secure is your information?

We control your data in the strictest confidence. We only share selected data outside of our company to external services that are required to complete your order.

All information transmitted to our website is done so via HTTPS and stored within a secure environment.

Who we share your information with and why

Store network partners – to maximise the choice and options available to you through the Cycle to Work Scheme you may wish to select your cycle to work bike and/or equipment through a member of our nationwide partner store network. All partners will only need to hold the minimum amount of personal information needed in order to fulfil the quotations they provide for you, and/or the orders you place.

Delivery partners – In order for you to receive your goods, Cycle Solutions works with a number of delivery partners. Again, we only pass limited information to them in order to ensure delivery of your items.

IT Companies – Cycle Solutions works with businesses who support our website and other business systems.

Marketing companies – Cycle Solutions works with marketing companies who help us to manage our electronic communications with you or carry out surveys and reviews on our behalf.

Payment processing – Cycle Solutions works with trusted third-party payment processing providers in order to securely take and manage payments.

Dependant on your purchase method your data may be shared with a bank or finance provider.

Retail finance providers – When you apply for retail finance you will be required to provide consent for your details to be passed to the retail finance provider. Details of how the retail finance provider will process, store and protect your data are included on their website (https://www.v12retailfinance.com/privacy-policy).

Keeping in touch with you

We want to keep you up to date with information about new ranges, special offers, services and improvements to our offering and website. When you set up your account with us, we will ask you if you want to receive this type of marketing information.

If you decide you do not want to receive this marketing information you can request that we stop by writing to Data Protection Officer at Cycle Solutions, Unit 6 Europa Way, Fforestfach, Swansea, SA5 4AJ, by email to info@cyclesolutions.co.uk, or by phone on 0330 100 2480, or via the unsubscribe link within each email we sent to you.

You may continue to receive mailings for a short period while your request is dealt with.

Your rights and access to your information

You are entitled to request the following from Cycle Solutions, these are called your Data Subject Rights and there is more information on these on the Information Commissioners website ico.org.uk

Right of access –to request access to your personal information and information about how we process it
Right to rectification –to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
Right to erasure (also known as the Right to be Forgotten) – to have your personal information erased. Contact Call Centre 0330 100 2480.
Right to restriction of processing – to restrict processing of your personal information
Right to data portability - to electronically move, copy or transfer your personal information in a standard form
Right to object - to object to processing of your personal information
Rights with regards to automated individual decision making, including profiling –rights relating to automated decision making, including profiling

If you have any general questions about your rights or want to exercise your rights please contact info@cyclesolutions.co.uk.

You have the right to lodge a complaint with a data protection regulator in Europe, in particular in a country you work or live or where your legal rights have been infringed. The contact details for the Information Commissioner's Office (ICO), the data protection regulator in the UK, are available on the ICO website www.ico.org.uk where your personal information has or is being used in a way that you believe does not comply with data, however, we encourage you to contact us before making any complaint and we will seek to resolve any issues or concerns you may have.

Other Websites

This privacy policy refers to this website only. We will occasionally include links to external websites where their unique privacy policy will apply.

COOKIE NOTICE

We may use technology to track the patterns of behaviour of visitors to our site. Information is not used to identify individuals but is collected to provide us with an understanding how our site is being used. This can include using a "cookie" which would be stored on your browser. Cookies are devices that identify your computer to our server and personalise the site for your use. A cookie will not provide us with any personal information about you.

What we use Cookies for

To enhance your experience whilst visiting our website. Cookies are used to carry information across our website and prevent you from having to resubmit information when you return to our website(s).
To analyse how our website works and measure the website traffic we receive.
To ensure that the advertisements we present to you, including on other websites, show details of the products you might be interested in based on your most recent visit to our website.
To tailor the email marketing you receive from us and present details of products we think you might be interested in based on your most recent visit to our website.

You can amend your browser settings to prevent cookies, but this will affect your use of this site.

Are cookies safe?

Yes. The information stored in cookies is safe and anonymous to any external third party, and your account security is never compromised. You can find out more about cookies at http://www.allaboutcookies.org and www.youronlinechoices.com.

Details of our Third-Party Cookies

Cycle Solutions allows selected Third Parties who participate with us in marketing programs to place cookies when you visit our site. These cookies enable us to monitor which averts you see and click on to get on to our website.

Cycle Solutions is not responsible for the content or privacy policies of Third Parties or their websites.

The following cookies are used on our site:

New Relic
Zopim
Twitter
Facebook
LinkedIn
Google Analytics
Google Tag Manager
Google Adwords

Changes to this Policy

This policy is under regular review and updated when appropriate.

This policy was last updated on 18 July 2023

How to contact us

If you have any questions about the information contained within this policy, please email info@cyclesolutions.co.uk