Privacy Policy (Rideable Now)

Effective date: 18/12/2025
Rideable Now (“we”, “us”, “our”) is committed to protecting your personal information and being transparent about how we use it.

This Privacy Policy explains what we collect, how we use it, how we keep it safe, and the rights you have.

1) Who we are

Controller: Rideable Now CIC (the organisation responsible for your personal data).
Contact email: martynashton@rideablenow.com
Postal address: Rideable Now, 28 Cwrt y Carw, Margam, Port Talbot, SA13 2TS
Company number: 16609590

If you have any questions, contact us using the details above.

2) What information we collect

We may collect and process the following categories of personal information:

Information you give us

  • Identity and contact details (name, email, phone number, postal address)

  • Account and membership details (login, membership status, transaction references)

  • Competition entries (including free entry route details where applicable)

  • Messages you send us (support requests, emails, social messages)

Information we collect automatically

  • Website usage data (pages visited, links clicked, approximate location, device and browser info)

  • Cookie and similar tracking data (see Cookies section below)

Access Fund applications (additional)
If you apply for support via the Rideable Now Access Fund, we may collect extra information to assess and administer your application, which may include:

  • Your riding goals and practical plan (storage, transport, usage)

  • Quotes/invoices from suppliers

  • Potentially information relating to health, disability, or accessibility needs (only if you choose to provide it)

3) How we use your information

We use personal information to:

  • Run the website and provide services (account access, member-only areas, admin)

  • Process membership payments and manage subscriptions

  • Administer competitions and prize draws (including verifying entries, contacting winners, fraud prevention, keeping a proper record of entries)

  • Deliver member benefits (for example discount codes or member communications)

  • Manage the Access Fund (receive applications, assess eligibility, communicate decisions, and if approved, pay suppliers against invoices)

  • Respond to enquiries and provide support

  • Improve our content and website (analytics, performance, troubleshooting)

  • Comply with legal obligations (record keeping, handling complaints, preventing misuse)

UK GDPR expects you to explain your purposes, who you share with, and retention in your privacy info, so we keep this section plain and direct.

4) Our lawful bases for processing

We only process personal data where we have a lawful basis to do so. Common bases we rely on include:

  • Contract: where you join as a member or use services we provide (for example, managing your membership and delivering what you signed up for). 

  • Legitimate interests: to run and improve Rideable Now, prevent fraud, and ensure competitions are administered fairly (balanced against your rights). 

  • Consent: where you opt in to marketing emails, or where you choose to provide optional information. You can withdraw consent at any time. 

  • Legal obligation: where we must keep certain records or respond to lawful requests.

Special category data (Access Fund applications):
If you provide information about health, disability, or accessibility needs, we will only use it for assessing and administering your application, and we will limit access to those who need it.

5) Marketing (emails and updates)

If you sign up for updates, we may send you emails about Rideable Now news, content, membership, competitions, and Access Fund updates.

  • You can unsubscribe at any time using the link in our emails.

  • We will not sell your data to third-party marketers.

6) Competitions and free entry route

When you enter any Rideable Now prize draw (paid membership entry or free entry route), we process your details to:

  • record your entry,

  • contact you if you win,

  • verify eligibility,

  • and prevent abuse or duplicate/fraudulent entries.

We keep an auditable record of entries for a reasonable period to protect the integrity of the draws and deal with queries.

7) Who we share your information with

We may share your information with trusted service providers who help us run Rideable Now, for example:

  • Website and hosting platform: Squarespace / Elfsight

  • Payment provider(s): Stripe / PayPal 

  • Email platform: Squarespace

  • Analytics provider: Google Analytics/Squarespace 

  • Competition platform (if used): 

  • Professional advisers: accountants, legal advisers (where needed)

  • Suppliers (Access Fund): if a grant is approved, we may share the necessary details with the manufacturer or distributor to pay against an invoice.

We only share what is necessary for the service being provided.

8) International transfers

Some of our service providers may store or process data outside the UK. Where this happens, we use appropriate safeguards to protect your data (for example, contractual protections).

9) How long we keep your information

We keep personal information only for as long as necessary for the purposes we collected it for.

Examples:

  • Membership records: while you are a member, and afterwards for a reasonable period for admin and record keeping.

  • Competition entries: for long enough to administer draws, verify winners, handle queries, and prevent fraud.

  • Access Fund applications: for the time needed to assess and administer, plus a reasonable period for reporting and audit.

If we cannot state an exact retention period, we explain the criteria we use, which is what the ICO expects. 

10) Your data protection rights

You have rights in relation to your personal information, including:

  • the right to be informed

  • access to your data

  • correction of inaccurate data

  • deletion (in certain circumstances)

  • restriction of processing

  • objection to processing

  • data portability (in certain circumstances)

These are core transparency requirements under UK GDPR. 

To exercise your rights, contact us at: martynashton@rideablenow.com (or use the contact details above).

11) Cookies

We use cookies and similar technologies to:

  • make the site work properly,

  • understand how visitors use the site,

  • and improve performance.

Where required, we will ask for your consent for non-essential cookies via a cookie banner. For more detail, see our Cookie Policy: [link to cookie policy page if you make one].

ICO guidance emphasises being clear and user-friendly about cookies and privacy notices. 

12) Security

We take reasonable technical and organisational measures to protect your personal information. No system is completely secure, but we work hard to keep your data safe.

13) Children

Rideable Now is not intended for children under [13/16] and we do not knowingly collect personal data from children without appropriate consent.
(If your competitions have an age limit, match it here.)

14) Complaints

If you have concerns, please contact us first and we will do our best to resolve it.

You also have the right to complain to the UK Information Commissioner’s Office (ICO). 

15) Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be posted on this page with the effective date at the top.