Privacy Policy

Introduction

Hogsback Chapter is a licenced Harley Owners Group? (H.O.G.?) run by members, for members under an international framework called the H.O.G. Charter.
Hogsback Chapter requires information from you to provide you access to our
products, events, ride-outs and online resources. This document clearly explains
what information we collect about you, how we process it, and what we share.
By giving us your personal information, including personal data like your address and
phone number, you consent to us collecting and using that information in the ways
that we describe in this privacy policy and/or that you have specifically consented to.

Information we collect about you via membership form

Your full name, residential address, phone numbers, email address, date of birth and gender
Partner/Pillion name
Your national H.O.G. number

What your information will be used for

Your full name, residential address, phone number, email address, date of birth and
gender & subscription details are used to identify you.
?

Your email address is used:

To contact you about your membership or for renewal reminders
To assign you login details to access the Members Only area of this website
To communicate with you about activities, ride events and Chapter information
To confirm your national H.O.G. number. During membership application and annual membership renewal we have a requirement to verify you have active national membership with H.O.G. You cannot be a member of a H.O.G. Chapter without an active national H.O.G. membership

Your phone number is used:

As an emergency contact number
To tell you about critical or late-breaking event/ride-out updates

Information we store about you

Your full name, residential address, phone numbers, email address, date of birth and gender
Partner/pillion name
Your national H.O.G. number
Your membership subscription purchase history
Your photo either individually or part of a group or scene
Your use of our website, although we don’t identify individuals
How you came to our website ? for example, through an email link or a search engine
The type of computer, browser or operating system you use
The IP address, network location and internet connection you use
Cookies which are stored on the devices you use to access our website

How we process your information

Your consent is given as part of submitting your annual membership form.
Your email address will be used to communicate notices of upcoming social events, ride-outs and other Hogsback Chapter or H.O.G. business
Your mobile number will be used for emergencies and contacts from chapter committee members and road crew for communications about events, activities and rides
Your vehicle registration, VIN number, name and gender will be used where you entered your bike for the annual chapter mileage challenge
Your photo may be used and published online to our Hogsback Chapter or national H.O.G. online galleries, and our magazine which is both printed and published online
Your name (including family members) may be collected during events and rides. This information is used for monitoring your attendance at a specified number of events to enable you to obtain your Chapter patch
We reserve the right to remove information you contribute to our website

Sharing your information with other systems and organisations

Photos and/or videos where you feature as part of a scene, a group, or individually may be uploaded to our Hogsback Chapter online SmugMug galleries
Your name, photo(s) and where you feature as part of a scene, a group, or individually may be published in our printed magazine which is uploaded to our Hogsback Chapter newsletter area
Harley Owners Group (H.O.G) ? We will access H.O.G membership systems to verify that you are a member of H.O.G. If you consent to taking part in the Chapter Mileage Challenge, your name, motorcycle registration number, VIN number, your name and gender will be uploaded to their systems where it is subject to the H.O.G Privacy Policy
Guildford Harley-Davidson? – We share Chapter membership information with our Sponsoring Dealership to enable verification for discounts they may give you
Social media ? Content you have contributed to this site, photos where you appear as part of a scene or individually may be shared on social media platforms such as Facebook and Twitter as part of Hogsback Chapter?s effort to market itself
Law enforcement ? we will fully cooperate with UK law enforcement agencies if required

How we protect your information

We take appropriate physical, electronic and managerial measures to ensure
that we keep your information secure, accurate and up to date, and we only
keep it as long as is reasonable and necessary
Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We do our best to protect personal information, but we cannot guarantee the security of information transmitted to our website, so any transmission is at the user?s own risk
Your password protection is your responsibility once it has been issued to you

What we don?t do

Sell, or share your information to third parties unrelated to Hogsback Chapter, H.O.G., or its activities
Store any method of credit / debit card / payment information
Permit third parties outside of the Officers of Hogsback Chapter to access the website operational systems

Retention of Data

Your personal information will be stored for as long as you are a member
We review expired member accounts annually and look for ex-members with
accounts older than 18 months. If within this period you have not renewed your
membership we will:

Remove your website account so you will not be able to access the Members Only area of the Chapter website
Remove you from our e-shot mailing list
Remove your access to our closed Facebook page
Destroy your paper application forms
Delete your details from our membership data, retaining only your name for our historical records unless you request its deletion

Requesting a copy of your information

To request a copy of your information please send an email to our Membership Officer. We aim to respond to an information request within one calendar month of receiving it. We can provide the following:

A copy of your signed application form
The data stored in our membership database about you
We may redact information where the data we provide to you references other individuals, groups or miscellaneous entities. We have a duty of care for their privacy also
For security purposes you can only request information about yourself or a person for whom have legal responsibility
For security purposes, we will only send the data via email
Respond to an information request within one calendar month of receiving it

Withdrawing or amending your data or consent choices

You have the right to amend your information or consent as you see fit and we?re happy to help
You can OPT OUT of receiving e-shots by contacting the Chapter Webmaster or by using the unsubscribe link at the bottom of the e-shot.
You can choose to amend your data by emailing our Membership Officer
Some amendments may affect our ability to service your membership, for example (but not limited to) an emergency contact number. Where this situation arises, we will refer your request to our Membership Officer for review and advise you of the referral.
We will respond to your request within one calendar month of receiving it

Leaving Hogsback Chapter

We would be very sad to see you go but if you do:

Your website Members Area access will be disabled and deleted as part of an expired account review
Your e-shot mails will be cancelled
Your Facebook access to our closed group page will be cancelled
We do not give refunds for members leaving part-way through their membership period