Data Protection


1. Our Policy

This is an explanation of why and when we collect personal information about our members and associates; how we use it, how we keep it secure, how long we keep it and your rights in relation to it. We reserve the right to amend this policy without prior notice although amendments will not be made retrospectively. Changes will be displayed on this page of the CWAM website. This policy does not extend any data held by IAM RoadSmart who are themselves responsible for their data. We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (

2. What information we collect and why.

2.1. Member’s/Associate’s name, address, telephone number/s, e-mail address/es, Group & IAM id no, dates applicable to membership.   We use this information to manage your membership of CWAM. In legal terms we need to process this information to perform CWAM’s contract with Members and Associates and for the legitimate interests in operating CWAM. This data may be used to create and manage communication between CWAM and the Members and Associates. The Members and Associates may withdraw their consent at any time by contacting the Group Data Manager by e-mail or letter, rescinding their agreement to receive emails, newsletters or any other group communications

2.2. Date of birth. Used to manage membership demographics and to meet our legitimate interests in operating the club.

2.3. GenderNeeded assess the provision of facilities for members and to meet our legitimate interests in operating the club.

2.4. Associate’s Run Sheets/ Training data. The portfolio of evidence regarding course progression is needed to fulfil our legitimate interests in monitoring advanced course development for the benefit of CWAM and the associate. This policy extends to any observer training documentation.

2.5 Photos and videos of members and their motorbikes. We use this information on the club’s website, newsletter, social media pages and in other releases available to the public. We will only publish this data if we have the members/associates permission to do so. The member/associate may withdraw their consent at any time by contacting the Group Secretary by e-mail ( letter.

2.6 CWAM holds no financial data relevant to its members/associates.

3. How we protect your personal data

3.1 Our data retention policy complies with IAM RoadSmart policies and GDPR (General Data Protection Regulations) guidelines.

3.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure. 

3.3 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

4. Who else has access to the information you provide us?

4.1 We will never sell your personal data.

4.2 We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law.

5. How long do we keep your information?

5.1 We will hold your personal data on our systems for as long as you are a member/associate of CWAM and for as long afterwards as is necessary to comply with our legitimate and legal obligations.

5.2 We will review your personal data every year to establish whether we are still entitled to process it.

5.3 We securely destroy all data once we have used it and no longer need it.

6. Your rights

6.1 You have the following rights under the GDPR:

(a) To access your personal data.

(b) To be provided with information about how your personal data is processed.

(c) To have your personal data corrected.

(d) To have your personal data erased in certain circumstances.

(e) To object to or restrict how your personal data is processed.

6.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner:  – Tel 0303 123 1113. – Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

6.3 Please address any questions, comments and requests regarding CWAM’s data processing practices to our Group Data Manager using the form below.