Sydney Bike Rave (“we”, “us”) is a volunteer-run community group ride. We respect your privacy and aim to handle your personal information consistently with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth). This policy explains what we collect, why, how we handle it, and your rights. Questions or requests? Email sydneybikerave@gmail.com.
What personal information we collect
- Rider waiver: your full name, email, mobile number, emergency contact name and phone, your drawn signature, which ride you signed for, and the date and time you signed.
- Marketing consent: if you tick the optional box, the fact that you agreed to receive ride updates by email.
- RSVP: a random, anonymous identifier stored in your browser so the “I'm coming” counter only counts your device once. It is not linked to your identity.
- Technical information: our hosting provider keeps standard server logs (such as IP address, device and browser type) for security and reliability.
We do not seek to collect “sensitive information” (such as health records) as defined in the Privacy Act. The waiver asks you to confirm you are medically fit to ride; we do not collect medical details. Please don't send us sensitive information you aren't asked for.
Why we collect it, and what happens if you don't provide it
We collect the waiver information because it is reasonably necessary to run the ride safely and to meet our safety, legal and insurance obligations. If you don't provide the required details, we won't be able to accept your waiver, which means you can't take part in the ride. The marketing opt-in is entirely optional.
How we use and disclose your information
- To run the ride and to contact you, or your emergency contact, if something goes wrong.
- To meet our legal and insurance obligations (the rider waiver and release).
- To send occasional ride updates by email, only if you opted in.
We do not sell your personal information or use it for any unrelated purpose. We only disclose it where you would reasonably expect us to (for example, to the service providers below), or where required or authorised by law (for example, to emergency services, or in response to a lawful request).
Direct marketing
We only send marketing emails to people who have opted in. Every email identifies us and includes a way to unsubscribe, consistent with the Spam Act 2003(Cth) and APP 7. You can opt out at any time using the unsubscribe link or by emailing us, and we'll action it promptly.
Where your information is stored, including overseas
Waiver records are stored in our database and your signature in private file storage, both hosted by Supabase in a data centre in Sydney, Australia. Our website and its technical logs are served by Netlify, which may process some technical data (such as IP addresses) on servers outside Australia, including in the United States (APP 8).
Some pages embed third-party content (Instagram and RideWithGPS) and link to GoFundMe. When you load or use those features, the relevant provider may receive data and set its own cookies under its own privacy policy. We don't control those services.
Cookies and local storage
We use a small amount of browser local storage for functional purposes only: to remember your RSVP, whether you have signed a waiver on this device, and that you have seen our cookie notice. We do not use advertising or analytics cookies. The third-party embeds above may set their own cookies when loaded.
Keeping your information secure
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure (for example, signatures are kept in private storage and access is restricted). No method of transmission or storage is completely secure, but if a data breach likely to cause serious harm occurs, we will respond in line with the Notifiable Data Breaches scheme, including notifying affected people and the OAIC where required.
How long we keep it
We keep waiver records for as long as needed for safety, legal and insurance reasons, and then take reasonable steps to destroy or de-identify them. If you opted in to emails, we keep your contact details until you unsubscribe or ask us to remove them.
Accessing or correcting your information
You can ask us to access, correct or delete your personal information, or to unsubscribe from emails, by emailing sydneybikerave@gmail.com. We'll respond within a reasonable time and may need to verify your identity first.
Under-18 riders
Riders must be 18 or over, or accompanied by a responsible adult. If you are providing details for a minor in your care, please only do so as their parent or guardian.
Complaints
If you have a privacy concern, please contact us first at sydneybikerave@gmail.com and we'll try to resolve it. If you're not satisfied, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed.