Sheffield Advanced Motorcyclists – Data Protection Policy

Sheffield Advanced Motorcyclists (SAM)

Data Protection Policy (UK GDPR & Data Protection Act 2018)

1. Purpose of this Policy

Sheffield Advanced Motorcyclists (“SAM”, “we”, “our”) is committed to protecting the privacy and rights of all members, associates, volunteers, and individuals whose personal data we process. This policy explains how SAM collects, uses, stores, and protects personal information in compliance with the UK GDPR and the Data Protection Act 2018.

2. Who We Are

SAM is an independent, not‑for‑profit IAM RoadSmart affiliated motorcycle group.

Contact for data protection matters: sam-editor@iamsheffield.bike

3. What Personal Data We Collect

  • Identity information (name, address, date of birth, IAM membership number)
  • Contact information (email, phone number)
  • Membership and training information
  • Event participation records
  • Images and media from SAM events (with consent)
  • Website and digital interaction data

4. How We Use Personal Data

  • Managing membership and training
  • Communicating with members and associates
  • Organising events and ride‑outs
  • Maintaining safety and incident records
  • Producing newsletters, website content, and promotional materials
  • Meeting IAM RoadSmart affiliation requirements

5. Lawful Bases for Processing

  • Contract
  • Legitimate interests
  • Consent
  • Legal obligation

6. Sharing Personal Data

Data may be shared only with IAM RoadSmart, SAM observers and committee members, event organisers, insurers, or law enforcement where required. SAM does not sell personal data.

7. Data Storage and Security

We use secure digital systems, controlled access, and regular data reviews to protect personal information. Data is retained only as long as necessary.

8. Your Rights

Individuals have the right to access, correct, delete, restrict, or object to processing of their data, and to withdraw consent. Requests may be sent to sam-editor@iamsheffield.bike.

9. Photography, Video, and Media Use

Images may be taken at SAM events for training or promotional purposes. Consent is sought where individuals are identifiable, and removal requests will be honoured.

10. Website, Cookies, and Digital Services

The SAM website may use cookies or analytics tools. Users can manage cookie preferences through their browser.

11. Data Retention

  • Membership and training records: up to 6 years after membership ends
  • Event records: up to 2 years
  • Photographs and media: until consent is withdrawn
  • Financial records: 6 years

12. Copyright Notice

All SAM‑produced text, images, graphics, and materials are protected by copyright.

© Sheffield Advanced Motorcyclists. All rights reserved.

No part of SAM materials may be reproduced without permission, except for personal, non‑commercial use by SAM members and associates.

13. Reporting Errors or Concerns

If you notice any errors in this policy or any SAM publication, please notify us at sam-editor@iamsheffield.bike.

14. Policy Review

This policy is reviewed annually or sooner if required by legislation or operational needs.

15. Recognition of Third‑Party Copyright Holders

SAM respects all third‑party intellectual property rights. Where SAM uses text, images, graphics, or other media from external creators, those rights remain with their respective copyright holders.

If you believe any SAM publication contains uncredited, misattributed, or incorrectly used third‑party material, please contact sam-editor@iam-sheffield.bike for immediate review, correction, acknowledgement, or removal.

Free Assessed Ride

Want to try before you buy? Fill in the form below and arrange the FREE ride assessment when it’s convenient for you.  Or just ride down to Meadowhall Retail Park, Sheffield S9 1EP, 9am any Saturday morning.

Be safe - ALWAYS carry your Biker I.C.E card!

Riding a motorcycle comes with risks. In an accident, motorcyclists’ injuries are likely to be more serious than those of other road users. To reduce these risks, the Biker I.C.E. (In Case of Emergency) Card is a simple but essential tool for riders. It’s easy to use and convenient to carry. It can be folded to fit in your wallet and handed to anyone who needs it, not just accident responders.

The Biker I.C.E. Card contains all necessary information. It has contact information, important health, medical and doctor’s details, a list of medications and your doctor’s contact. If you’re in an accident, emergency services can use the card to quickly understand your health and medical needs t0 provide you with the best care possible.

Just fill in your email address below. We will keep you updated of any design changes. The card is given as FREE public service that you can use and share as many times as you like. You simply add details like your NHS or travel insurance numbers, as these can help emergency responders access your healthcare records or handle costs when travelling abroad.

Sheffield Advanced Motorcyclists, well known for our quality assured advanced rider training, support the use of this card. It can be a critical safety tool. While training improves road safety, the card ensures you get the right help should things go wrong.

Download your Biker I.C.E. Card NOW, for safer rides and peace of mind!