Your details, looked after
What we collect, why we need it and who we share it with. Last updated October 2026.
Our promise
We only collect what we need to run your ride and keep you in the loop. We never sell your details, and we never pass them on for anyone else’s marketing.
1. Who we are
Wayside Rides is an independent guided cycling business based in England. We are the “controller” of your personal data, which means we decide how it’s used and are responsible for looking after it under UK data protection law (the UK GDPR and the Data Protection Act 2018).
For any question about your data, email hello@waysiderides.co.uk.
2. What we collect and why
| When | What we collect | Why we can use it |
|---|---|---|
| You join our list | Your name and email address | Your consent. You can unsubscribe at any time. |
| You book a ride | Name, email, phone, payment details (handled by our payment provider), an emergency contact, your height and bike choice | We need it to run your ride (our contract with you) |
| You fill in the rider form | Medical conditions, allergies and dietary needs you choose to tell us | Your explicit consent (see section 3) |
| You get in touch | Your name, contact details and what you tell us | So we can reply (our legitimate interest) |
| You visit our website | Only the cookies our website needs to work. We don’t use advertising or analytics cookies. | Needed for the website to work |
3. Health information
Anything you tell us about your health counts as special category data, so we treat it with extra care. We only ask for what helps us keep you safe and well fed on the ride. It’s seen only by your guide and, for dietary needs, the places we eat and stay. You can withdraw your consent at any time by emailing us, though we may then be unable to take you on a ride if we can’t keep you safe.
4. Who we share it with
Only the people who help us run your ride, and only what they need:
- Bike hire partners: your name, height and bike choice
- Inns, hotels and lunch stops: your name and any dietary needs
- Our email and form tools: Google (Forms, Sheets and Gmail), to run our waiting list and reply to your emails
- Our website host: SiteGround
- The authorities, if the law requires it, or emergency services if you need help
5. Where it’s stored
Your data is stored in the UK and Europe. Some of our tools are run by companies based in the US. Where data goes outside the UK, we make sure it’s protected by approved safeguards, such as the UK’s International Data Transfer Agreement.
6. How long we keep it
- Booking records: six years, for our accounts and tax
- Health and dietary information: deleted within three months of your ride
- Our mailing list: until you unsubscribe
- Emails and enquiries: two years, unless they lead to a booking
7. Keeping it safe
We use trusted, secure services for bookings, payments and email, keep access to your details to the people who need them, and never keep card details ourselves.
8. Your rights
You can ask us to show you the data we hold about you, correct it, delete it, or stop using it. You can also withdraw any consent you’ve given and unsubscribe from our emails at any time. Just email hello@waysiderides.co.uk and we’ll reply within a month.
If you’re not happy with how we’ve handled your data, please tell us first. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.
9. Cookies
Our website only uses the cookies it needs to work. We don’t use advertising or analytics cookies, so there’s nothing to accept or decline. If that changes, we’ll update this page and ask for your consent first.
10. Changes to this policy
If we change how we use your data, we’ll update this page and the date at the top. For bigger changes, we’ll let you know by email.