The Happy Cyclist Privacy Policy
Effective date: 27 February 2026
1. Who We Are
The Happy Cyclist (“we”, “us”, “our”) provides guided cycling tours and related services in the New Forest, Hampshire, United Kingdom.
For the purposes of UK data protection law, The Happy Cyclist is the Data Controller of your personal data.
Contact details:
The Happy Cyclist
Email: chris@thehappycyclist.co.uk
Telephone: 07980 669181
2. The Personal Data We Collect
We collect and process personal data necessary to operate safe and lawful guided cycling tours in the New Forest.
2.1 Booking and Account Information
Full name
Date of birth (where required for age verification)
Postal address
Email address
Telephone number
2.2 Payment Information
Billing details
Transaction records
Payment card details are processed securely by third-party payment providers. We do not store full card details.
2.3 Health and Safety Information
To comply with our duty of care as a commercial outdoor activity provider, we may collect:
Relevant medical conditions
Injury history
Allergies
Medication details (where relevant to participation)
Emergency contact information
We collect only information necessary to ensure rider safety.
2.4 Waivers and Legal Documentation
Signed participation agreements
Liability waivers
Risk acknowledgement forms
2.5 Website Data
When you use our website, we may collect:
IP address
Browser type and version
Device information
Usage data
Cookie data
3. Lawful Bases for Processing
We process personal data under the following lawful bases:
Contractual necessity – to deliver booked cycling tours
Legal obligation – for tax, insurance, and regulatory compliance
Legitimate interests – to operate and improve our business
Consent – for marketing communications
Vital interests – where processing is necessary to protect your safety during a guided ride
Health-related information is processed under Article 9(2)(a) (explicit consent) and Article 9(2)(c) (vital interests) of UK GDPR.
4. How We Use Your Information
We use personal data to:
Administer and deliver guided cycling tours in the New Forest
Assess rider suitability and safety
Manage group sizes and risk assessments
Communicate pre-ride safety information
Contact emergency services if required
Process payments and issue invoices
Maintain insurance and legal records
Respond to enquiries
Send marketing communications (where consent has been given)
5. Safety and Emergency Disclosure
As a commercial operator in the New Forest, rider safety is paramount.
In the event of an accident, medical emergency, or safeguarding concern, we may share relevant personal data with:
Emergency services
Medical professionals
Our insurers
Legal advisers
Such disclosure will be limited to what is necessary and lawful.
6. Data Sharing
We may share personal data with:
Payment processors
Booking platforms
CRM systems
Accountants
Insurers
IT and website hosting providers
All service providers are required to process data in compliance with UK data protection law and under written contractual agreements where required.
We do not sell or rent personal data.
7. Data Retention
We retain personal data only as long as necessary:
Booking and financial records: typically 6–7 years (for HMRC compliance)
Waivers and incident records: in line with insurance requirements
Marketing data: until consent is withdrawn
Data no longer required is securely deleted or anonymised.
8. Marketing Communications
Where you have opted in, we may send:
Tour updates
Seasonal ride announcements
Offers and promotions
You may withdraw consent at any time by:
Clicking “unsubscribe” in any email
Contacting us directly
Withdrawal of consent does not affect prior lawful processing.
9. Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Request correction
Request erasure (where legally permissible)
Restrict processing
Object to processing
Data portability
Withdraw consent
Lodge a complaint
You may lodge a complaint with the UK Information Commissioner’s Office:
Information Commissioner's Office
https://www.ico.org.uk
10. Data Security
We implement appropriate technical and organisational measures, including:
Secure password-protected systems
Encrypted payment processing
Limited data access controls
Secure document storage
Despite these measures, no internet transmission is entirely secure.
11. Children
Where minors participate in tours, we collect parental or guardian consent and only process necessary data for participation and safety.
12. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for their privacy practices.
13. Changes to This Policy
We may update this policy periodically. The latest version will always be published on our website.