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Workplace Challenge Privacy Statement

Your privacy

At Sustrans, we are committed to protect your privacy and to being transparent about how we collect and use personal data. The Challenge is run is partnership with our Challenge Partners, in this instance East Sussex County Council. This privacy information will be reviewed periodically to ensure its compliance with new legislation and best practice. If such changes fundamentally change how we process your personal data we will contact the registered users of this website. We welcome your comments and feedback.

How do we collect personal data?

We collect personal data about you when you register for an online Challenge account, make an enquiry about this Challenge, visit our website or otherwise provide us with your personal data.

What personal data do we collect?

When you chose to register for an online account for the Challenge website, we will collect your name, email address and postcode. If you chose to compete as part of a team/workplace/organisation we will also collect the name of that team/workplace/organisation. We may also ask you survey questions on your travel habits, activity levels and demographic data during registration and in a follow up survey after the Challenge has ended. Most survey questions are optional and if you chose to skip them this does not in any way affect your ability to fully participate in the Challenge. When you visit our Challenge website, we also collect information about how you use our website and track which pages you visit when you follow links from our emails. We use cookies on our Challenge website to improve your experience of the website, temporarily store data and understand the parts of the website that you are visiting. To see which cookies we use on the Challenge website see ‘Our cookies’, below.

How do we use personal data?

We use your personal data for a number of purposes, processed under the lawful basis of legitimate interest, including:

  1. providing access to the Challenge website

  2. administering the Challenge, including checking participants live or work within the Challenge area, awarding prizes and associated publicity

  3. emailing you updates about the Challenge. You will be given the option to opt out of these emails with every email which is sent out

  4. enabling Sustrans to assess the impact on, and demographics of, Challenge participants

  5. analysing, managing and improving the Challenge and its website We will process your personal data as required by law or regulation.

How long do we keep your personal data?

Whilst you are active with the Challenge we will retain your personal data. If your account is inactive for four years, or upon request, we will delete your online Challenge account as soon as practicable. If you unsubscribe from Challenge emails, minimal personal data will be kept on a suppression list to ensure you do not receive such communications.

Do we share your personal data?

Personal data from the Challenge may be shared with the Challenge Partner(s), as listed above. Your personal data will not be shared with any other third parties, except for those carefully selected third party processors necessary to deliver the Challenge. The Challenge website is a community platform. As such:

  1. Journey data, photos and comments you choose to upload may be seen by third parties, such as other participants, through the Challenge website and used in challenge reporting, but personal data beyond your name will not be shared

  2. The name of the team/workplace/organisation captain will appear at the bottom of the team/workplace/organisation profile

  3. Registered participants within a team/workplace/organisation can email each other through the Challenge website email functionality. The platform does not share email address, but if you chose to use this functionality the recipient will see the sender’s email address

Within Sustrans your personal data is only accessible by those required to administer the Challenge.

What do your rights look like in practice?

You may access your personal data at any time by logging in to the Challenge and visiting ‘your account’. If any of your details change or need correcting, then you can edit these in your account or contact us to have these corrected. You can also ask for your account to be deactivated or deleted. You may opt-out of any marketing communications at any time, by clicking on the unsubscribe link in the emails. If you are unhappy with our use of your personal data, you have the right to complain to the Information Commissioner’s Office. We would encourage you to contact us (see email address below) in the first instance so we can attempt to resolve any concerns.

Our Data Protection and Privacy Policy

Sustrans is a registered data controller under number Z7399708 with the Information Commissioner’s Office. We fully comply with all applicable data protection legislation. If you’d like more detail about how Sustrans manages personal data or your rights, you can view our full policy on our main website www.sustrans.org.uk/privacy.

Contacts us

If you have any questions, comments or feedback about how we use your personal data then please contact our Data Protection Manager on dataprotection@sustrans.org.uk or by post to Sustrans, 2 Cathedral Square, College Green, Bristol BS1 5DD.

Our cookies

We use cookies to provide you with a better experience. A cookie is a small text file that is copied onto your computer or device when you access the website. These cookies and allow us to increase your security by storing your session ID and a way of monitoring single user access. This aggregate, non-personal data is collated and provided to us to assist in analysing the usage of the site.

You have the ability to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to block all cookies, parts of the Sustrans' website may not work properly.

You may configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is set. Each browser is different, so check the "Help" menu of your browser to learn how to change your cookie preferences. Further information on how to prompt or block cookies on various browsers is available on the website from the Information Commissioner’s Office.

The list below explains the cookies we use and why.

Google Analytics

Cookie name(s): _utma, _utmb, _utmc, _utmz _utmv

Purpose: These cookies are used to collect data about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

More information: Click here for an overview of privacy at Google

Authentication

Cookie name(s): appcookie[__encrypted], appcookie[default], appcookie[pepper], appcookie[security][token]

Purpose: These cookies aid in the logging-in process and identify a logged in user to the website in order to allow use of the various features that require a user to be logged in and associated with a specific identity. These cookies record encrypted text, which identifies the user to the website and expires when the user closes their web browser.

User Settings

Cookie Name(s): appcookie[survey]

Purpose: These cookies store information about the user’s actions and options on the website so that the user can be returned to the same state on each new page view. Currently, this is only used to remember whether a user has completed a registration survey so that the user isn’t prompted to do so on each new page view.

IP Addresses

Our web servers gather your IP address to assist with the diagnosis of problems or support issues with our services. Again, information is gathered in aggregate only and we cannot trace these to individual users.