Who is Collecting Information?
The Open Road Experience Ltd
Why is it being collected?
This information is either to provide you with requested services such as email newsletters, or to complete your booking and provide a e-bike experience to you.
What information do we collect?
When you sign up to our email newsletters on our website, we may ask for personal information about you consisting of information such as your name, e-mail address and country of residence. By entering your details in the fields requested, you enable us to provide you with the services you select. You will be able to unsubscribe from our emails at any time using the unsubscribe link or by contacting our office. We will not share this data with any third parties.
When you submit an enquiry online, we may ask for information such as your name and contact details. By entering your details in the fields requested, you enable us to provide you with the services you select. We will not subscribe you to our email newsletters unless you specifically opt-in. We will not share this data with any third parties.
When you make a booking with The Open Road Experience, there is a certain amount of information we require to offer you the service you are booking. We will keep this information to the minimum necessary. What we collect depends on how you are interacting with us but may include:
Details about you: Your first and last name, title, gender, e-mail address, address, telephone number, date of birth, height, weight and dietary requirements.
Payment details: Your bank details and payment card details when making a booking deposit for your experience.
Identification documents: We ask you to show us ID documents on the day of your experience, as part of our T’s & C’s. We do not require a copy of these.
Details about your booking with us: Details of your booking information (including anyone else on the booking), previous cycling experience and e-cycling experience, any health issues we should be aware of, dietary requirements, details of any special assistances required and any other relevant information so that we can provide you with the experience you have booked from us.
Details from your interactions with us: Information about interactions or conversations with us and our staff, including when you make enquiries, comments, complaints or submit feedback to us.
Your use of our systems and services: This includes how you use our site and/or social media pages, IP addresses and information you may post on social media.
Job applications: If you apply for a job with us, your CV, work history, educational details and the role you are applying for.
Special types of data: In some circumstances we may need to collect information from you that is deemed sensitive. For example, we might collect:
- Data about your health. Knowing your height, dietary requirements and any medical conditions you have will ensure that the experience you book is suitable for you and any necessary adjustments are made.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
The Open Road Experience will keep your information confidential except where disclosure is required or permitted by law (for example to government bodies and law enforcement agencies). All information is kept securely and can only be accessed by the employees of The Open Road Experience.
How will it be used?
Under data protection laws we are allowed to use personal information only if we have a proper reason to do so such as:
- to fulfil a contract we have with you or;
- when it is our legal duty or;
- when it is in our legitimate interest (or those of a third party) and your interests and fundamental rights do not override those interested or
- when you consent to it
The Open Road Experience will use your information as follows:
To manage your booking with us: We will use your information to provide you with the e-bike experience that you request or purchase.
To contact you with information about your bookings and support services: We will use your contact details to send you communications which relate to your booking or services you have requested. The types of information usually included would be: e-mails responding to enquiries, alerting you to changes or responding to any complaints you have. We do these things in order to fulfil our contract with you and on the basis of our legitimate business interest of providing you with customer service.
To provide assistance with online bookings: We may collect information when you enter it into forms on our websites but do not complete your booking. We do so in order to offer assistance in case you are experiencing difficulties using our website.
To enable you to partake in a prize draw, competition or complete a survey: We do this to perform our contract with you or for our legitimate events of studying how customers use our services, develop them and grow our business.
To send you marketing communications: We will use your information to contact you in order to keep you up to date with the latest news, offers, events, sales, brochures, promotions and competitions that we consider may be of interest or relevant to you. We will usually only do this when we have your consent to do so or on the basis of our legitimate interest to provide you with customer service. You are able to unsubscribe from marketing emails/newsletters at any time.
To personalise your customer experience and improve our service: We use your information to provide you with a more personalised service. This might include personalising the communications we send to you with preferences (on the basis of our legitimate interests to present you with the right kinds of products and services).We may also record and/or monitor calls in order to improve our customer service. To analyse and improve the services offered e.g. post experience feedback
To ensure security and protect our business interests: In certain circumstances, we use your information to ensure the security of our services, buildings, and people, including to protect against, investigate and deter fraud, unauthorised or illegal activities, systems testing, maintenance and development (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so);
To process your job applications: We will use your information to process any job applications that you submit to us (speculatively or in response to any ad) (on the basis of our legitimate interest to recruit new employees or contractors);
To optimise our site: If you use our website, we will use your information to ensure that the content from our websites are presented in an effective manner for you and your device, to provide you with access to our site in a manner that is effective, convenient and optimal, and to provide you with content that is relevant to you, using site analytics and research and in certain circumstances combining that with other information we know about you (on the basis of our legitimate interests to operate and present an effective and convenient website to our website users);
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences: This is necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To conduct research: We use your information to carry out aggregated and anonymised research about general engagement with our services and systems, or if you choose to participate in customer surveys, consumer focus groups and research (on the basis of our legitimate interests to improve our products, services and customer service); and
To comply with our legal obligations: In certain circumstances, we will need to use your information to comply with our legal obligations, for example to comply with any court orders or subpoenas (on the basis of our legitimate interests to comply with a legal obligation).
If you have booked an experience with The Open Road Experience Ltd, we will keep your information on record for three years in case this information needs to be accessed in matters relating to your booking. This information will be deleted after three years.
How do we collect it?
Depending upon your interactions with us, we might collect information in the following ways:
Direct Interactions: You may give us your identity, contact and financial data by filling in forms or by corresponding with us by post, phone and email or otherwise, This includes personal data you provided when you:
- book or search for an experience via our website or office
- fill in part of the booking information on our site but do not complete the booking;
- sign up to receive email updates, participate in any of our competitions, promotions (for example via any social media channels, email or our site), surveys or market research;
- enter information onto online forms;
- provide us with information about an accident, illness or incident that occurred or some other feedback;
- apply for a job with us by email or via the site;
- contact us via our office, social media, post, email or instant messenger. Our interactions with you may be recorded and monitored for the purposes of improving customer service, quality assurance, training, security and general business purposes; or
- attend our stand at any of our promotional events
Third parties or publicly available sources: We may receive personal data about you from various third parties eg. hotel providers or other parties we work with if they make a booking on your behalf, or provide us with feedback on your behalf
When do we share your Personal Data?
In order to provide you with the services and on the lawful grounds described above, we may share your personal information with third parties such as:
- Third party suppliers we work with to provide your booking and our other services to you. We may share your information with parties such as tourism providers (sites, hotels, restaurants, transport companies) and Komoot cycle route planner.
- Third party suppliers for collecting feedback on your holiday eg Survey Monkey. They will only email you once, upon your return, asking you to rate your experience.
- Credit references and fraud prevention agencies.
- Courts or advisors. We may have to share your information with other third parties (such as legal, accountants or other advisors, regulatory authorities, courts and government agencies) to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law; and
- Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
- In the event of our insolvency we, or any appointed insolvency practitioner, may disclose your personal information to the CAA, and/or TTA so that they can assess the status of your booking and advise you on the appropriate course of action under any scheme of financial protection.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Some of our external third parties are based outside the EEA so their processing of your personal data will involve a transfer of data outside the EEA. If we do transfer information to parties outside of the EEA, we will make sure that it is given a similar degree of protection.
We use “cookies” to store and collect information regarding your usage of the website. Cookies are small files placed on your computer’s hard drive, or in your browser memory, when you visit our website. Your computer will only share the information in the cookie with the website that provided it, and no other website can request it. There are two types of cookies, session and persistent. Session cookies last only as long as your web browser is open. Once you close your browser, the cookie disappears. Persistent cookies store information on your computer for longer periods of time - typically up to 3 months. The Open Road Experience website may use both types of cookies.
The cookies we set;
This site offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.
In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences we need to set cookies so that this information can be called whenever you interact with a page is affected by your preferences.
Third party cookies
Our site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content. For more information on Google Analytics cookies, see the official Google Analytics page.
Third party analytics are used to track and measure usage of this site so that we can continue to produce engaging content. These cookies may track things such as how long you spend on the site or pages you visit which helps us to understand how we can improve the site for you.
From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features these cookies may be used to ensure that you receive a consistent experience whilst on the site whilst ensuring we understand which optimisations our users appreciate the most.
As we sell services it's important for us to understand statistics about how many of the visitors to our site actually make a purchase and as such this is the kind of data that these cookies will track. This is important to you as it means that we can accurately make business predictions that allow us to monitor our advertising and product costs to ensure the best possible price.
In some cases we may provide you with custom content based on what you tell us about yourself either directly or indirectly by linking a social media account. These types of cookies simply allow us to provide you with content that we feel may be of interest to you.
We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work the following social media sites including; Facebook, Twitter, Instagram & Linkedin, will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.
Third party cookies may be created and/or used on this site by the following services
- Google AdWords
- Google Analytics
Our website and certain literature contains hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, including cookies, and we suggest that you review them. They will govern the use of personal information you submit or are collected by cookies whilst visiting these websites. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.
What are my rights?
You have control of your personal information and the following rights:
- The right to ask us to correct any information you believe is incorrect.
- The right to ask us to not to use your information for marketing purposes.
- The right to receive a copy of the personal data we hold about you or to request that we transfer this to another service provider.
- In certain circumstances, the right to ask us to stop using information about you.
- The right to ask us to limit or cease processing or erase information we hold about you in certain circumstances.
- The right to withdraw consent that you have provided to us to use your personal information.
Exercising Your Rights
You can exercise these rights over your data by contacting us or by checking the applicable boxes on forms where we collect your information or to tell us that you don’t want to participate in marketing. You can also unsubscribe from any marketing circulation lists you are on by scrolling to the bottom of the e-mail and clicking the ‘unsubscribe’ link.
We will comply with your requests, unless we have a lawful reason not to do so. We may need you to provide additional details to confirm your identity in order to process your request.
How long do we keep your data for?
We will only keep your personal data for as long as necessary to fulfil the purpose we collected it for, including for the purpose of satisfying any legal accounting or reporting requirements.
By law we have to keep basic information about booking and our customers for six years for legal claims and tax purposes.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
This policy is under regular review. This version was last updated on 18th Oct 2021
How do I contact The Open Road Experience regarding my data?
If you have any questions regarding this privacy notice, including any requests to exercise your legal rights, please contact us at:
Email: [email protected] Tel: +44 1749850162. Address: Cedar Barn, Witham Friary, BA11 5HF