Privacy Statement
Introduction
Who we are
This Privacy Statement
Use of Data for Benefits and Orders
LEGAL BASIS FOR COLLECTING DATA
DATA COLLECTED
- Name
- Middle initial
- Surname
- Employer Name
- Employee ID
- Work email
- Work phone
- Depending on the settings for the employer we may also collect additional information such as employee ID or work location. These will be detailed in the user registration or the order submittal forms.
- Name
- Middle initial
- Surname
- Employer Name
- Employee ID
- Work email
- Work phone
- Photo
- Leap Card public transport integrated ticket ID
- Name
- Work email
- Work phone
- Employer name
TRANSACTIONAL PROCESSING OF DATA
We will process the data as follows:
- To provide information on benefits, process orders, process the renewal of orders
- To keep users informed about benefits, orders, and the renewal of orders
- In improving and developing this website and Bike to Work Ltd's related websites.
- To respond to any queries users might have and generally provide customer support.
- comply with applicable laws
- respond to governmental enquiries; or enquiries from a legal, governmental or quasi-governmental local authority agency, or Internet protection agency
- comply with a valid legal process or procedure
- protect our rights or property, this website, and/or other users of this website
TRANSFER OF DATA TO THIRD PARTIES
For Cycle to Work Scheme orders, we may transfer users' name and surname to the bike shop along with the details of the quote for the bicycle and accessories that the employee got from the bike shop.
Employees may wish to give the shop additional information to allow them to order the bicycle, arrange collection, or as part of any warranty for the goods. Employees are responsible for transferring this data to the bicycle shop and the bicycle shop will be the controller of this data which will be administered using the bicycle shop's systems.
For Travel Pass tickets we may transfer the following data to the Public Transport Operator in order to process the ticket.
- Name
- Middle initial
- Surname
- Work email
- Work phone
- Photo
- Leap Card public transport integrated ticket ID
In these cases the Public Transport operator will become a data controller for this data and will administer the data using their systems. Employees should make contact directly with the operator regarding their individual data rights for data controlled by the Operator.
AGREEING TO THIS USE OF DATA
Marketing Use of Data
We may ask users to consent to allow us to use their data for marketing purposes. Users have a choice whether they opt in or not. Employees do not have to opt in in order to place an order with us.
If users consent to allow us to use your marketing data we may use the following data:
- Name
- Surname
- Work email
- Work phone
- Employer Name
- Details of the orders you place.
We may use and process the data for the following:
- To send news on our services and other related services and services related to the Cycle to Work Scheme and TravelPass scheme.
- To send special offers and discounts on bikes, accessories and cycling related products.
- To let users know about new public transport services or other information on public transport.
- To analyse trends and carry out research on our orders and in cycling and the use of public transport generally.
We will never sell users data. We will not transfer data to third parties other than third parties we use to process the data for our use as set out below in the section on third parties.
Zoom Webinars
We use a third party Zoom to run our webinars. If you register for a webinar you will be asked to enter your name and email address. This will be used to notify and remind you of the webinar and send a follow up email after the webinar. Your name and email address will be deleted from Zoom within 30 days of the webinar. Webinars may be recorded.
Third Party Processors
In the section above we have described how we may transfer users data to Bike Shops for Cycle to Work Scheme Orders and Public Transport Operators for Travel Pass Orders as part of fulfilling those orders. These Bike Shops and Public Transport Operators become Data Controllers for that data.
Beyond this, we use may third party Sub-Processors to deliver our services and may securely transfer data to them. These may include
- Our software developer
- Our server hosting company
- Third party services for delivery of emails such as The Rocket Science Group LLC, AWS or Google.
- Outsourced service providers such as Adobe Sign, Atlassian, API Layer, Dropbox, AWS, SmartSheet, Xero, Zoom, Zendesk
- Professional advisers and auditors.
This third party processing is on behalf of us. We will not transfer data to third parties for their purposes without users' explicit consent. We will inform the Employer of our current Sub-Processors and of any proposed additions or changes to them.
Personally Identifiable Information collected while browsing our websites
- help our website function to process orders
- address to help diagnose problems with our server
- to administer the Website.
Security and retention
Cookies and Google Analytics
Necessary Cookies
Optional Statistics and Marketing Cookies
Your Rights
Users have the followings rights which can be exercised as follows:RIGHT TO BE INFORMED
This Privacy Statement informs users about their data.RIGHT OF ACCESS
In the footer of our websites users can access information on cookies used.If users login at www.travelhub.ie/login and click My Account they can access the data that we hold on them.
RIGHT OF RECTIFICATION
When users login at www.travelhub.ie/login and click My Account they can immediately edit certain data fields that we hold on them. For other fields we cannot allow users to edit the data immediately as it may be in use for active orders. Users can raise a ticket to request a data amendment.Users can also opt-in or opt-out of the use of their data for marketing purposes.
RIGHT OF ERASURE
See the section above on our general data retention policy.Users can request that we erase the data we hold on them by logging in at www.travelhub.ie, clicking My Account and creating a ticket. We will discuss the erasure request with the Employer. We will erase or anonymise as much data as possible. We or the employer may need to retain certain amounts of data. For example if an order is processed for a Cycle to Work Scheme bike or Travel Pass ticket the employee will get tax relief on that order and the employer may need to retain the data for audit purposes. We will communicate the response to the data request to the employee.
RIGHT TO RESTRICT PROCESSING
We have outlined above what data we require in order to process orders.Users can login at www.travelhub.ie/login and go to My Account and request that we restrict processing by opting out of consenting to the use of your data for marketing purposes (if the user had previously consented).
RIGHT TO DATA PORTABILITY
The employer can request copies of the data if required to ensure data portability.
RIGHT TO OBJECT
When we reply to any data rectification request we will inform the user about their right to object and include details on how to object. Users can also report Data Protection issues generally on our reporting form.RIGHTS RELATING TO AUTOMATED DECISION MAKING INCLUDING PROFILING
We don't have automated decision making processes.
Changes to this Statement
Please note that this Statement forms part of the Terms and Conditions for use of the websites and all associated subdomains and Bike to Work Ltd and associated brands services and forms part of the Agreement between you and Bike to Work Ltd. Users can determine with this Statement was last revised by referring to the last updated date below. We may, from time to time, amend this Statement, in whole or part, in our sole discretion. If we make major changes we will ask users to accept the revised Privacy Statement before they place any new orders.Revisions
Revised: 6th October 2016: Reference to Data Protection Act 1998 updated to Data Protection Acts, 1988 and 2003
Published: 4th March 2015