Pedal Power ACT Privacy Policy

Pedal Power ACT (Pedal Power) is committed to protecting your privacy and handling your personal information in a transparent and responsible way. 

Our privacy practices are guided by the Australian Privacy Principles. This Privacy Policy explains how we collect, use, store and disclose personal information in the course of our activities.  

Who should read this Privacy Policy?

You should read this policy if you: 

  • are a Pedal Power member or applying for membership  

  • subscribe to our newsletter or communications  

  • register for a course, event, ride or program  

  • participate in the Bike Library or other community programs  

  • complete a survey or provide feedback  

  • interact with us via our website or social media  

  • volunteer with us or express interest in volunteering  

  • are a contractor, supplier or partner organisation  

  • contact us with an enquiry, complaint or feedback  

Definitions

“We”, “us”, “our” refers to Pedal Power ACT. 
“You” refers to the individual providing personal information. 

What is personal information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. 

What is sensitive information?

Sensitive information includes details such as health information, disability, or other information defined under the Privacy Act 1988 (Cth). 

We will only collect sensitive information where: 

  • you have provided consent; or  

  • it is reasonably necessary for our activities (for example, to support safe participation in a ride or course); or  

  • it is otherwise permitted by law  

What personal information we collect

The types of information we collect may include: 

General personal information

  • name  

  • email address  

  • phone number  

  • address  

  • emergency contact details  

  • membership details and history  

Participation-related information

  • event and course registrations  

  • riding experience or skill level (for courses/programs)  

  • attendance and participation records  

  • feedback and survey responses  

Payment and transaction information

  • payment details (processed via secure third-party platforms)  

  • donation history  

Optional or sensitive information

  • health or accessibility needs (to support safe participation)  

  • demographic information (e.g. age range, gender), where voluntarily provided  

  • information relevant to inclusion programs (e.g. financial hardship, where disclosed)  

Volunteer and contractor information

  • contact details  

  • role-related information  

  • relevant clearances where required (e.g. Working with Vulnerable People)  

How we collect personal information

We collect information in a variety of ways, including: 

  • membership registrations and renewals  

  • event and course bookings  

  • community programs such as the Bike Library (including participation and loan records) 

  • surveys and feedback forms  

  • emails, phone calls and in-person interactions  

  • website forms and online platforms  

  • social media interactions  

  • third-party service providers (e.g. event platforms, payment systems)  

We generally collect information directly from you, but may occasionally receive it from a third party where appropriate. 

Website, analytics and cookies

Our website and digital platforms may collect data through: 

  • cookies  

  • analytics tools  

  • embedded content (e.g. videos, social media feeds)  

Cookies help us understand how our website is used. You can control cookies through your browser settings. 

How we use your information

We use your personal information to: 

  • manage memberships and provide member services  

  • deliver courses, events, rides and programs  

  • communicate with you, including newsletters and updates  

  • process payments and donations  

  • improve our services and programs  

  • support advocacy and community engagement work  

  • ensure participant safety and appropriate program delivery  

  • meet legal and regulatory obligations  

Disclosure of personal information

We may disclose your personal information to insurers where required to administer member benefits or respond to an incident, as well as to: 

  • service providers (e.g. IT systems, event platforms, payment processors)  

  • contractors and professional advisers (e.g. legal, financial, auditing)  

  • partners involved in program delivery (where relevant and appropriate)  

  • government agencies or regulators where required by law  

We only share information where it is necessary for these purposes. We do not sell your personal information. 

Overseas disclosure

Some of our service providers (such as cloud-based systems or event platforms) may store data overseas. 

Where this occurs, we take reasonable steps to ensure your information is handled in accordance with Australian privacy standards and applicable contractual or technical safeguards.  

Overseas service providers may include cloud storage providers, payment processors, event management platforms, and other digital service providers. These providers may store or process data in jurisdictions including, but not limited to, the United States and other countries in which their infrastructure or subcontractors operate. 

Anonymity and pseudonymity

Where practical, you may choose to interact with us anonymously or using a pseudonym, for example when completing surveys. 

However, we require personal information in order to provide certain services, including: 

  • membership  

  • event and course participation  

  • insurance-related activities  

  • volunteer roles where verification is required  

Photography and video

Pedal Power ACT may take photographs or videos at events, rides and programs for promotional and communication purposes. 

For large-scale events or activities conducted subject to event terms and conditions, participants' may be taken to have consented to photography and videography by registering for or participating in the event, unless otherwise stated in the relevant terms and conditions. 

For programs, rides and smaller activities, Pedal Power ACT will, where reasonably practicable, provide notice where photography or filming is taking place and provide participants with an opportunity to request that identifiable images of them are not used for promotional or communication purposes. 

Participants may notify event organisers or photographers of such preferences. Pedal Power ACT will take reasonable steps, where practicable, to accommodate these requests, particularly in relation to individually identifiable images, however we cannot guarantee that individuals will not appear incidentally in photographs or video captured at public or group activities. 

Event organisers may also provide verbal notice regarding photography during pre-ride or event briefings. 

Direct marketing and communications

We may send you communications about: 

  • membership updates  

  • events, courses and programs  

  • advocacy and campaigns  

  • newsletters (e.g. NewsWheel)  

Some communications are necessary to administer memberships, events, courses, insurance requirements and other operational activities. Promotional communications, newsletters and advocacy updates may be opted out at any time. 

To opt out of email communications, you can click the ‘unsubscribe’ link at the bottom of an email or contact us directly if no unsubscribe option is available. 

Please note that opting out of certain communications may affect your ability to receive updates relating to memberships, events, courses or other services.  

Data security and storage

We take reasonable steps to protect your personal information, including: 

  • using secure systems and platforms  

  • limiting access to authorised personnel  

  • regularly reviewing data holdings  

  • securely disposing of information when no longer required  

  • Pedal Power ACT retains personal information only for as long as reasonably necessary to fulfil the purpose for which it was collected, including to meet legal, insurance, regulatory and operational requirements. Information that is no longer required will be securely deleted or de-identified where practicable.  

Access and correction

You can request access to the personal information we hold about you, including your membership details, and request corrections by contacting us. 

Contact and complaints

We will endeavour to respond to privacy-related complaints within 30 days of receipt. 

If you have any questions or concerns about this Privacy Policy or how we handle your information, please contact: 

Pedal Power ACT
Email: office@pedalpower.org.au
Phone: (02) 6248 7995 

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC). 

Updates to this Policy

This Privacy Policy was approved on 29 June 2026 and will be reviewed as needed.