Training Camps Privacy Notice
How we use your personal information when you enquire about, book or attend a Cycling Science training camp. Last updated: 4 October 2026.
This notice sits alongside our main Privacy Policy, which covers the rest of our website and services and is issued by Int Sports Consultancy Limited. For camp bookings, this notice applies.
1. Who we are
The camps are run by Submax Performance Ltd, a company registered in Scotland (company number SC443671), 49 Craigston Park, Dunfermline, KY12 0XZ, trading as Cycling Science. We are the data controller for the information described here.
Questions about this notice, or requests to use your rights: richard@cycling-science.com.
2. What we collect
| Stage | Information |
|---|---|
| Enquiry | Name, email address, phone number (if given), the camp you are interested in and your message. |
| Booking | Names of everyone on the booking, contact details, home address, room choice and room-sharing arrangements, transfer requirements and flight times, payment records (amounts, dates and bank reference; we do not hold card details). |
| Before the camp | Your health and rider questionnaire: date of birth, emergency contact, travel insurance details, riding experience and fitness, health conditions, medication, allergies, dietary needs and bike details. |
| During the camp | Ride data you choose to share with us (for example power or heart rate files) for your 1-to-1 session; notes from that session; any accident or incident report; photographs and video. |
| After the camp | Feedback you give us, and any testimonial you agree we can use. |
Your health information is “special category” data under UK data protection law. We treat it with extra care, as set out in section 4.
3. How we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Answering your enquiry | Steps you ask us to take before entering a contract |
| Managing your booking, payments, accommodation and transfers | Performance of our contract with you |
| Planning rides and groups, and keeping you safe on the camp | Contract; and, for health information, your explicit consent |
| Contacting your emergency contact or medical services if you are hurt or unwell | Vital interests (yours); legitimate interests (for your emergency contact’s details) |
| Keeping accident and incident records | Legitimate interests and, for health information, establishing or defending legal claims |
| Your 1-to-1 coaching session | Performance of our contract with you |
| Keeping financial records | Legal obligation (tax and company law) |
| Using camp photos and video on our website and social media | Legitimate interests (you can opt out at any time) |
| Telling past guests about future camps | Legitimate interests, with an unsubscribe link in every email. We will not do this if you opt out on your questionnaire. |
4. Your health information
- We ask for it only so that we can plan your riding and look after you if something goes wrong.
- Only Richard Davison and any other ride leader on your camp will see it. We share it with medical services, your emergency contact or your insurer only in an emergency.
- We never use it for marketing, and it is not shared with the accommodation, transfer company or any other supplier.
- You can withdraw your consent at any time. If you do, we may not be able to let you ride safely, and the booking terms on cancellation would apply.
- We delete it within three months of the end of your camp. If an accident or incident involving you happens during the camp, we keep the incident report and relevant health information for three years, the normal period in which a personal injury claim can be brought, and then delete it.
5. Who we share it with
We share only what each party needs to deliver your camp:
- The accommodation: guest names, room allocation and arrival and departure dates. Spanish law requires accommodation providers to record the identity details of every guest (including passport details) on arrival and report them to the Spanish authorities. The accommodation will collect these from you directly.
- Transfer company: names, number of passengers, and flight arrival and departure times.
- Bike hire supplier: if you ask us to arrange hire, your name, height and bike size.
- Emergency services, hospitals and your insurer: only if you need help during the camp.
- Our service providers: website hosting (Vercel), database (Supabase, hosted in London), email delivery (Resend), email hosting (Hostinger), and our bank and accounting software. They act on our instructions and may not use your information for their own purposes.
- Professional advisers and authorities: our accountant, insurer or legal advisers where needed, and HMRC or other authorities where the law requires.
We do not sell your information, and we do not share it with anyone for their own marketing.
6. Transfers outside the UK
The camps take place in Spain, so information needed for your stay and transfers is shared with suppliers there. Spain is in the European Economic Area, which the UK recognises as providing adequate protection. Some of our service providers are based in, or use servers in, the United States. Where that happens, the transfer is protected by the UK-US data bridge or by approved contract terms (the UK International Data Transfer Addendum). Your health questionnaire answers are stored in our London-hosted database and are not sent by email.
7. How long we keep it
| Information | How long |
|---|---|
| Enquiries that do not lead to a booking | 12 months from your last contact |
| Health and rider questionnaire, emergency contact and insurance details | 3 months after the camp ends (3 years if there was an incident involving you) |
| Accident and incident reports | 3 years after the camp |
| 1-to-1 session notes and ride files | 12 months after the camp, unless you become a coached athlete with us |
| Booking and payment records | 6 years from the end of the financial year in which the camp took place (tax requirement) |
| Contact details for news about future camps | Until you unsubscribe, or 3 years after your last camp |
| Photographs and video | Until you ask us to stop using them (we cannot recall material already shared publicly by others) |
8. How we keep it safe
Questionnaire answers are stored in an encrypted, UK-hosted database with access limited to the camp leaders, and are deleted automatically when the retention period ends. Any paper copy taken on the camp for emergencies is kept with the ride leader and destroyed when the camp ends. Our website uses encrypted connections.
9. Your rights
You have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct anything that is wrong;
- ask us to delete your information, unless we need to keep it for a legal reason;
- ask us to restrict how we use it, or object to our use of it for photos or marketing;
- withdraw consent where we rely on it (your health information);
- receive information you gave us in a portable format.
Email richard@cycling-science.com to use any of these rights. We will reply within one month. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would welcome the chance to put things right first.
10. Changes to this notice
If we change this notice in a way that affects a booking you have already made, we will tell you by email before the change applies.
See also our training camp booking terms.