Privacy Policy
Last Updated: June 2026
1. Introduction
Grafham Water Cycling Ltd is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, make a booking, purchase products, hire equipment, submit forms or otherwise interact with our business.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable privacy legislation.
2. Data Controller
The Data Controller responsible for your personal information is:
Grafham Water Cycling Ltd
Business Address:
Marlow Car Park
Grafham Water
Huntingdon
Cambridgeshire
PE28 0BH
Email: info@grafhamwatercycling.co.uk
3. Information We Collect
Depending on how you interact with us, we may collect:
Personal Information
- Full name
- Postal address
- Email address
- Telephone number
- Date of birth (where required)
- Emergency contact information
- Booking details
- Purchase history
Hire Information
- Rider information
- Waiver declarations
- Safety acknowledgements
- Bicycle hire records
- Incident or accident reports
Payment Information
Payments are processed securely by third-party payment providers.
We do not store full payment card details.
Website Information
- IP address
- Browser type
- Device information
- Website usage data
- Cookies and tracking information
4. How We Collect Information
Information may be collected when you:
- Visit our website.
- Submit an enquiry.
- Make a purchase.
- Make a bike hire booking.
- Complete a waiver or declaration.
- Contact us by email, telephone or social media.
- Subscribe to marketing communications.
- Participate in competitions or promotions.
5. How We Use Your Information
We may use your personal information to:
- Process orders and payments.
- Manage bike hire bookings.
- Verify bookings and customer identity.
- Communicate regarding products or services.
- Respond to enquiries.
- Provide customer support.
- Maintain safety records.
- Improve our website and services.
- Comply with legal obligations.
- Prevent fraud and misuse.
6. Legal Basis for Processing
We process personal data under one or more of the following lawful bases:
Contract
Where processing is necessary to fulfil an order, booking or service request.
Legal Obligation
Where processing is necessary to comply with applicable laws or regulatory requirements.
Legitimate Interests
Where processing is necessary for the legitimate operation and protection of our business.
Consent
Where you have provided consent, such as for marketing communications.
You may withdraw consent at any time.
7. Marketing Communications
Where you have consented to receive marketing communications, we may send information regarding:
- Promotions
- Special offers
- Events
- New products
- New services
You may unsubscribe at any time using the methods provided in our communications or by contacting us directly.
8. Third-Party Service Providers
We use trusted third-party providers to operate our business and website.
These may include:
- WooCommerce
- Booqable
- Dojo Payment Services
- Jotform
- Website hosting providers
- Email service providers
- Accountancy and payroll providers
- IT support providers
These providers may process personal information only as necessary to provide their services.
9. Sharing Your Information
We do not sell personal information.
We may share information where necessary with:
- Payment providers
- Professional advisers
- Insurers
- Regulatory authorities
- Law enforcement agencies
- Service providers assisting us in operating our business
Where legally required or reasonably necessary.
10. Data Security
We take reasonable technical and organisational measures to protect personal information from:
- Unauthorised access
- Loss
- Misuse
- Disclosure
- Alteration
- Destruction
However, no internet transmission or electronic storage system can be guaranteed completely secure.
11. Data Retention
We retain personal information only for as long as necessary to:
- Fulfil contractual obligations.
- Meet legal requirements.
- Resolve disputes.
- Protect legitimate business interests.
Retention periods may vary depending on the type of information involved.
12. Your Rights
Under applicable data protection legislation, you may have the right to:
- Access your personal information.
- Request correction of inaccurate information.
- Request deletion of information where appropriate.
- Restrict processing.
- Object to processing.
- Request transfer of your data.
- Withdraw consent.
Requests should be submitted to the contact details provided within this Policy.
13. Children’s Information
Where information relating to children is collected as part of a bike hire booking or family activity, such information will normally be provided by a parent or legal guardian.
Parents and guardians remain responsible for ensuring the accuracy of information supplied on behalf of minors.
14. Website Analytics
We may use website analytics tools to understand how visitors use our website.
This information is generally collected in an aggregated and anonymised format where possible.
Analytics information helps us improve website performance and customer experience.
15. Links to Other Websites
Our website may contain links to third-party websites.
We are not responsible for the privacy practices or content of external websites.
Users should review the privacy policies of those websites separately.
16. Complaints
If you are dissatisfied with how your personal information has been handled, please contact us first so we can attempt to resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
17. Changes to this Policy
Grafham Water Cycling Ltd reserves the right to amend this Privacy Policy at any time.
The most recent version published on our website shall apply.
18. Contact Us
If you have any questions regarding this Privacy Policy or your personal information, please contact:
Grafham Water Cycling Ltd
Marlow Car Park
Grafham Water
Huntingdon
Cambridgeshire
PE28 0BH
Email: info@grafhamwatercycling.co.uk