Colchester eCargo Bike Library Hire Schemes Privacy Notice

This Privacy Notice should be read in conjunction with City Council’s Privacy Policy.

Privacy Notice provides information on how we process your personal information with regard to the hire schemes delivered by the Colchester eCargo Bike library in support of the council’s commitment to tackle the climate emergency and improve the health and wellbeing of Colchester residents.

Pay-as-you-go scheme

Short term hire scheme

Information collected 

We collect and process personal data that you provide to us which may include:

• Name 
• Contact details (email address) 
• Bank details for the purposes of returning your deposit at the end of your hire (short term hire scheme only)

Additionally we may collect:

• GPS tracking of the bike should it be lost or stolen.
• Anonymized GP tracking of the bike for scheme reporting and to inform on potential improvements to the scheme.
• Data may be used to understand popular routes used to better promote the scheme, or to support future funding applications.

Agencies we may share your data with 

Whilst working with you, we may share your information (contact details) with some of the following third parties:

• Spoke safe LTD in relation to the Location, the Booking System and payments for the pay as you go hire of an eCargo Bike during any agreed Hire Period
• Our insurers should a claim arise
• Law enforcement such as the police
• Other services within the council or with our road side assistance partner Colchester eCargo to recover eCargo bikes due to breakdown or accident

The purpose and lawful basis for processing 

We rely upon UK GDPR Article 6(1)(b) processing necessary for the performance of a contract to which the data party is subject, because you will be asked to agree to the Terms and Conditions as detailed in the booking form. We only request the minimum amount of information and ensure that it is stored securely.

How long will we keep your personal data? 

We will only hold your personal data for as long as necessary and in line with our retention schedules.

• Pay as you go scheme - while you are a member of the scheme
• Short term hire scheme - for one year after your hire.

Bank details are deleted from email records as soon as the deposit refund has been processed. The council's financial system retains bank details in line with statutory requirements and our retention schedule.

How we protect and store your personal data

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately

Your information may be held outside of the UK. Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the "last updated" date at the bottom of this notice. We encourage you to periodically review this notice and to be informed of how we protecting your information.

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the 'last updated' date on this notice.

We encourage you to periodically review this notice and to be informed of how we are protecting your information.