1. Introduction
Last updated: 14/09/2023
This Privacy Notice explains the types of personal data we may collect about you when you interact with our store and how we handle that data.
We may change this Policy at any time. The date shown at the start of this Policy indicates when it was last revised. Any changes will become effective when we post the revised Policy on our Website. You agree that your continued use of the Website and our services after any posted modifications constitutes your acceptance of the new version of the Policy.
2. Who are Pedal On Limited?
Pedal On Limited is an independent cycling retailer. We have a bricks and mortar store at 56-60 Bishopswood Road, Tadley, Hampshire, RG26 4HD, UK and retail website at www.pedalon.co.uk
3. The legal bases we rely on
Data Protection law specifies a number of different reasons we may use your personal data:
Consent - in certain situations we will ask for your consent before we use your data, an example of this is sending you an email containing offers or an invitation from a 3rd party review partner.
Contractual obligations - To fulfil our contract with you we may need to pass your personal data on to a 3rd party such as a courier or a payment processor.
Legal Compliance - We may be required by law to collect and pass on your personal data. An example of this would be passing your details to the Police to because of suspected fraudulent activity.
Legitimate Interest - In certain situations we may use your personal data in a way which you might reasonably expect of a retailer which doesn't impact upon your freedom, rights or interest. An example of this might be sending you a personalised offer in an email.
4. When do we collect your personal data?
When you place an order through our website, place certain types of order in store, make a workshop booking or make a warranty claim.
When you contact us by email or post.
When you interact with us on social media.
When you use our website.
When you visit our store your image may be captured by CCTV.
5. What sort of personal data do we collect?
For website orders, store orders and workshop bookings:
Your name, address, email address, telephone number, items purchased and receipts.
If you opt to create an online account with us we will also collect your password.
Details of email and postal interactions.
Details of warranty claims.
Your social media username if you contact us via social media.
Your image may be captured by CCTV if you visit our store.
When collecting Finance orders in store, copies of Proof of ID and Proof of Address.
When you use our website personal data may be collected by us or 3rd parties using cookies or similar technologies, please see section 16.
6. How and why do we use your personal data?
We may use the personal data you provide to us to:
Provide our services to you and providing you with access to our Website.
Identify you as a registered user when you log in to your account on our Website.
Improve our Website and our services.
Respond to your questions and provide related customer service.
Send you our newsletters.
Engage in various internal business purposes, such as data analysis, audits, fraud monitoring and prevention, developing new products and services, improving or modifying the Website or our services, identifying usage trends, determining the effectiveness of our promotional campaigns and operating and expanding our business activities.
Comply with applicable legal requirements and legal process, requests from public and governmental authorities, relevant industry standards and our internal policies.
Enforce our Terms & Conditions.
Protect our rights, privacy, safety or property and/or that of our affiliates, you or others.
Allow us to pursue available remedies or limit any damages that we may sustain.
We may also use the information in other ways for which we provide specific notice at the time of collection. We may use or disclose information that is not personal information for any purpose to the extent permitted by applicable law.
7. Using your data for direct marketing
We collect the information you provide us with when you sign up to receive our newsletters, such as your name and email address. If you no longer wish to receive our newsletters, you can unsubscribe by following the unsubscribe link in a newsletter or by clicking here (external site).
8. How we protect your personal data
We seek to use reasonable organisational, technical and administrative measures to protect your personal information within our organisation and we regularly audit our system for vulnerabilities.
We do not store any payment data within our internal systems and we are fully PCI compliant.
Our third party payment providers are fully PCI compliant too.
Our website is hosted in a full SSL environment, you can view its security certificate in your browser.
9. How long will we keep your personal data?
When we collect or process your personal data, we'll only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will either be deleted completely or rendered anonymous.
For most orders we are required by law to retain the details for a minimum of 5 years. In the case of items with lifetime warranties we may retain the data indefinitely.
When you have collected an order in store and paid using finance we will keep copies of Proof of ID and Proof of Address until 3 months after your first finance payment. These copies will then be destroyed.
10. Who do we share your personal data with?
We may disclose your personal data to the following parties and in the following circumstances:
To enable a third party to process a payment or finance application in order to complete your order.
To allow you to receive a review invitation of our services from a third party on our behalf where your consent has been given.
To enable us to process or discuss a warranty claim with a manufacturer/supplier on your behalf.
To comply with laws or to respond to claims, legal process and requests from public and government authorities.
To cooperate with regulatory bodies and government authorities, including but not limited to Trading Standards.
To third parties in connection with enforcement of our Terms & Conditions.
To third parties in order for us to protect our operations or those of our partners.
To third parties in order for us to pursue available remedies, or limit damages that we may sustain.
To third parties in order for us to investigate, prevent or take action regarding suspected fraud and misuse of our website.
To third parties for Marketing and Statistical pruposes where we have been given your consent as outlined in section 16.
11. Where your personal data may be processed
We will only process the data you provide to us within the UK and it will be protected by the relevant UK GDPR legislation.
The exceptions to this are:
When we need to share data with delivery agents outside of the UK to complete international orders.
When you opt in to receiving a service review - Trustpilot (EU)
When you opt in to our newsletter/email list - Mail Chimp (US)
When you opt in to registering your bike purchase with Trek Bicycles (US)
Where we share data with third party service providers as outlined in Section 16.2 of this Notice.
12. What are your rights over your personal data?
You have several rights regarding your personal data; the right to be informed, the right of access, the right of rectification, the right of erasure, the right to restrict processing, the right to object and the right to data portability.
We will action any data requests in line with your rights.
For Data Access requests, we will inform you of the purpose for which we process your personal data; what personal information we have about you; who receives your personal information and from where the personal information originates.
Any Data Access requests will only be processed if more than six months have elapsed since any previous request made by you, unless you can substantiate a special reason for a repeat request being actioned earlier.
For Data Deletion requests, in most circumstances we will erase any personal data we hold about you.
For Data Rectification, if you believe that any of the personal data that we hold about you is incorrect, misleading or out of date then please notify us so we can correct it. You will be able to correct information in your online account yourself.
13. How can you stop the use of your personal data for direct marketing?
If you no longer wish to receive our newsletters, you can unsubscribe by following the unsubscribe link in a newsletter or by clicking here (external site).
14. Contacting the Regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner's Office.
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (please note we can't be responsible for the content of external websites)
15. Questions and contact
If you have questions or concerns about our Policy or would like to action one of your rights regarding Peronal Data, please contact us at:
The Data Controller, Pedal On Ltd, 56-60 Bishopswood Road, Tadley, Hampshire, RG26 4HD, UK. telephone: +44 (0)118 9821021, email: data@pedalon.co.uk.
16. Cookies
Our Website uses cookies and similar technologies. Cookies are small text files that can be used by websites to make a user's experience more efficient and allow the website to function.
Data protection and privacy laws states that we can store cookies on your device if they are strictly necessary for the operation of this website. For all other types of cookies we need your permission.
Our website uses different types of cookies. Some cookies are placed by third party services that appear on our pages. The details of all cookies can be found in Section 16.4.
You can, at any time, change or withdraw your consent for different types of cookies by visiting Section 16.4 of this Privacy Notice.
16.1 What do we use Cookies for?
We use Cookies for:
Authentication and basic functionality of our Website.
Optimising your experience with the Website and remembering information about your browser and preferences.
Remembering your shipping details if you select the "remember me" option at checkout.
16.2 Third party Cookies and similar scripting technologies.
Our Website uses Cookies and scripting technologies from the following third parties. No information is shared with these third parties which directly identifies you. However, the relevant third parties may combine it with other information that you’ve provided to them or that they’ve collected from your use of their services to indirectly identify you.
Trustpilot: For the purpose of displaying service review information.
Cookiebot: For remembering you cookie consent choices.
Google Analytics*: For statistical purposes, such as measuring website visits and to facilitate remarketing adverts. Data sent to Google's services are done so with a request to anonymise your IP address. You can also decline cookies from Google Analytics by using by clicking here (external site).
YouTube*: For storing preferences regarding video player settings. Embedded YouTube videos are presented in YouTube's enhanced privacy mode to prevent tracking cookies being stored in your browser.
reCaptcha*: For preventing SPAM through our contact form
Loqate (PostCodeAnywhere) - Address lookup for accurate form filling at checkout
* These third party services process data supplied to them in the United States and whilst it is protected by both service agreements and US data laws it cannot be assumed this data is afforded the same level of protection as offered by GDPR in the EU.
16.3 Deletion of cookies
If you want to delete the cookies already on your equipment, you can. If you use a PC and a recent browser, press CTRL + SHIFT + DELETE simultaneously. If the shortcuts do not work on your browser, please visit the support page for the browser in question. Please note, however, that if you do not accept cookies from our Website, you may experience some inconvenience in your use of the Website, and you may be prevented from accessing all of its features.