The protection of your personal data is important to us. We want you to be informed about the data we hold about you, the reason why we hold it, and how it will be processed. We aim to be open and transparent about what we do with your personal data. 

WHO ARE WE? 

2023 Cycling World Championships Limited is a limited company, incorporated in Scotland with registered number SC656048, having its registered office at C/O VisitScotland, Ocean Point One, 94 Ocean Drive, Edinburgh, United Kingdom, EH6 6JH (referred to in this privacy policy as 2023 CWC, we, us or our). 2023 CWC is a wholly owned subsidiary of VisitScotland, the national tourism organisation for Scotland.  

The purpose of 2023 CWC is to plan, organise and stage the 2023 Cycling World Championships in Scotland.  

2023 CWC is the data controller and responsible for your personal data. 

PURPOSE OF OUR PRIVACY POLICY 

Our privacy policy aims to give you information on how we collect and process your personal data, including any data you may provide through this website. 

It is important that you read this privacy policy together with the privacy statements referred to below, as well as any other fair processing notices or policies we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This privacy policy supplements such other privacy statements, notices and policies and is not intended to override them. 

CONTACT US 

Our contact details are: 2023 Cycling World Championships Limited, C/O VisitScotland, Ocean Point One, 94 Ocean Drive, Edinburgh EH6 6JH. 

We have appointed a data protection officer (“DPO”) for the VisitScotland Group who is responsible for overseeing questions in relation to our privacy policies. If you have any questions, including any requests to exercise your legal rights, please contact our DPO at: dpo@visitscotland.com, by telephone: 0131 472 2222, or write to: Data Protection Officer, 2023 Cycling World Championships Limited, C/O VisitScotland, Ocean Point One, 94 Ocean Drive, Edinburgh EH6 6JH. 

THE PERSONAL DATA WE HOLD, AND HOW AND WHY WE PROCESS IT 

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed and the identity cannot be attributed to it any longer (anonymous data). 

The types of personal data we hold about you will depend on how and why you have interacted with us.  Please click below to access our Privacy Statements page, which provides information about how we collect, use, store and transfer your personal data depending on how you have interacted with us. 

YOUR RIGHTS 

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your personal data. 

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you. This right always applies, although there are some exemptions which means you may not always receive all the information we process. 
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. This right always applies. 
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data in certain circumstances. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 
• Object to processing of your personal data where we are relying on a legitimate interest or the process forms part of our public taskand there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. 
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. 
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. 

You can read more about your individual rights on the Information Commissioner's Office website.  

We try to be as open as we can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a data subject access request. There is no automated decision-making or profiling. You can request submit a subject access request to 2023 CWC by emailing: dpo@visitscotland.com. 

COMPLAINTS 

If you are unhappy about the way we handle your information, please speak to our Data Protection Officer as we would prefer to resolve any issues with you directly. You can also complain to the Information Commissioner’s Office at the contact details below: 

Information Commissioner’s Office 
Wycliffe House 
Wilmslow 
Cheshire 
SK9 5AF 

Telephone: 0303 123 1113 (local rate) or use the ICO’s live chat service available through this link. 

CHANGES TO OUR PRIVACY POLICY 

We keep our privacy policy under regular review and will place updated versions on our websites when changes are made. If there are major changes, we may also notify you when appropriate.  

Our privacy policy was last updated on 16 March 2022. 

TELLING US ABOUT CHANGES 

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. 

THIRD-PARTY LINKS 

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy policies or statements. When you leave our website, we encourage you to read the privacy policy of every website you visit. 

COOKIES 

You can choose your own cookie settings using the preference centre on our website. Through the preference centre, you can select with cookie categories you want to allow. Click on the different category headings to find out more and change our default settings. However, blocking some types of cookies may impact your experience of the site and the services we are able to offer.  
 
You can review and update your preferences at any point using the cookie preference centre available via cookie settings shield button at the bottom of the screen. 

You can also set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.  

PRIVACY STATEMENT 

The types of personal data we may hold about you will depend on how and why you have interacted with us.   

This Privacy Statement will apply when you interact with us, including, for example, when you: 

• sign up to receive one of our newsletters 
• contact us or provide feedback through one of our websites 
• enter a prize draw run by us 
• sign up to be one of our Champions of the Worlds

This Privacy Statement provides information about: 

• the personal data we collect about you 
• how and why we use your personal data 
• disclosures of your personal data 
• international transfer (if any) of your personal data 
• retention of your personal data 
• security of your personal data 

THE DATA WE COLLECT ABOUT YOU 

We may collect the following personal information from you depending on the interaction we have with you: 

• Identity data: including your name, username, title, gender and date of birth  
• Contact data: including your address, email address and telephone numbers 
• Financial data: including, where provided, your bank account and/or payment card details 
• Transaction data: including details about payments to and from you and other details of products and services you have purchased 
• Technical data includes internet protocol (IP) address, your login data (which will be kept secure by us), browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website 
• Enquiry Data including data you provided us with when you contact us for customer service assistance (by any means of communication including written communications or via our website(s), support forums, telephone, email, SMS, or our social media channels) or when you visit us at a public event, such as a trade show or exhibition or you participate in one of our surveys, competitions or prize draws.  This may include information about the particular communication, including your name, the product(s) you bought, the reason why you contacted us, and the advice we gave you so we can track the resolution of any customer service issues and for customer service training purposes 
• Profile Data including your username and password, purchases or orders made by you, your interests (including, for example, your choice of Discipline(s)), preferences, feedback and survey responses We may also receive content that you choose to upload or post, such as your name, address, telephone number, email address, profile pictures, gender, date of birth, relationship status, interests and hobbies, educational details and employment details, product reviews, comments, photos and forum posts, or details of your interests and preferences that you choose to tell us about when, for example, selecting the services that you wish to receive (iKnow), Cycling Club or Group name, description of the Club or Group activities, why you think you’d make a great Champion of the Worlds
• Usage Data including information about how you use our website, products and services, as well as the frequency and pattern of your service use 
• Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences. 

HOW AND WHY WE USE YOUR PERSONAL DATA 

We will only use your personal data when the law allows us to. We will not intentionally collect Special Category Personal Data. Most commonly, we will use your personal data in the following circumstances: 

• Where we need to perform the contract we are about to enter into or have entered into with you. 
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. 
• Where we need to comply with a legal obligation. 
• Consent – but only as set out below.  

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us or following the instructions in each message we send. 

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA 

We have set out below, in a table format, a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. 

Please note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.  

 

FURTHER INFORMATION ABOUT MARKETING COMMUNICATIONS 

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.  

You will receive marketing communications from us if you have opted-in to receive such communications. We will also get your express opt-in consent before we share your personal data with any of our partners for them to send marketing communications to you.  

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or, in the case of marketing messages sent by us, by contacting us at any time at dpo@visitscotland.com.  

CHANGE OF PURPOSE  

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.  

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. 

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. 

DISCLOSURE OF YOUR PERSONAL DATA 

We may share your personal data with the parties set out below for the purposes set out in the table in the "Purposes for which we will use your personal data" section above. 

• Our partners involved in the 2023 UCI Cycling World Championships, but we will only share your personal data with partners for direct marketing purposes where you have given your opt-in consent to this at the time you provided your personal data to us. 
• Our partners in any prize draw or other marketing initiative, but only where you have given your opt-in consent to your personal data being shared with the relevant partner when you signed up for the specific prize draw or other marketing initiative. 
• Our service providers, including, for example, service providers who provide consumer research, IT and system administration services to us. 
• Our professional advisers, including our lawyers, bankers, accountants, auditors and insurers. 
• Relevant government bodies, regulators and other authorities. 

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.  

Our partners involved in the 2023 UCI Cycling World Championships include (but are not limited to): VisitScotland, UCI (Union Cycliste Internationale), Scottish Government, British Cycling, SportScotland, UK Sport, Glasgow Life, Glasgow City Council. We will update this section to provide details of any other partners we work with.  

INTERNATIONAL TRANSFERS (IF ANY) OF YOUR PERSONAL DATA 

Some of our third party suppliers are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK. For example, our website is hosted in the United States by Squarespace, and the third party provider that manages our email newsletter distribution (Mailchimp) is based in the United States.  

In addition, some of our partners are based outside of the UK. If you have given your opt-in consent to your personal data being provided to any partners that are based outside of the UK for direct marketing purposes, the transfer of your personal data to them will involve a transfer of data outside of the UK. 

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented: 

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.  
• Where we use certain service providers, we may use specific contracts approved for use by relevant regulators/Government in the UK which give personal data the protections required by UK law.  

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK. 

RETENTION OF YOUR PERSONAL DATA 

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. 

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. 

SECURITY OF YOUR PERSONAL DATA  

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.  

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.