Calne Bike Meet – Privacy Policy

Last updated: August 2026

1. Who We Are Calne Bike Meet (“we,” “our,” or “us”) is an annual community-run event held in Calne, Wiltshire. We are committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect We may collect and process the following personal data depending on how you interact with us:

  • Contact Information: Name, email address, telephone number, and postal address (e.g., when booking a trader stall, registering a motorcycle club, or signing up as a event marshal/volunteer).
  • Payment Details: Transaction information for trade stand bookings or merchandise purchases (processed securely via third-party payment providers; we do not store full card details).
  • Media & Photography: Event photography and drone/aerial footage taken during the public event for promotional and safety purposes.
  • Technical Data: IP address, browser type, and basic usage analytics gathered via cookies when you visit calnebikemeet.com.

3. How We Use Your Data We use your information strictly to:

  • Manage event logistics, vendor bookings, club stands, and volunteer rotas.
  • Respond to general inquiries sent to enquiries@calnebikemeet.com or specific team contacts.
  • Process payments, issue tickets, or send important event updates.
  • Promote future events using event media (photos and videos).

4. Legal Basis for Processing

  • Contractual Necessity: To fulfill bookings or agreements with traders, exhibitors, and vendors.
  • Legitimate Interests: To organize and promote a safe, successful community motorcycle event.
  • Consent: Where you have explicitly opted in to receive marketing updates or newsletter communications.

5. Sharing Your Information We never sell or rent your personal data to third parties. We may share limited data with:

  • Essential service providers (e.g., web hosting, email systems, payment processors).
  • Local authorities or emergency services if strictly required for event safety or legal compliance.

6. Data Security & Retention We implement appropriate technical security measures to keep your data safe. We retain personal information only for as long as necessary to fulfill the purpose for which it was collected or to comply with accounting and legal requirements.

7. Your Rights Under UK data protection law, you have the right to:

  • Request access to, correction of, or deletion of your personal data.
  • Withdraw consent for marketing communications at any time.
  • Object to processing based on legitimate interests.

To exercise any of these rights, please contact the committee at enquiries@calnebikemeet.com