KW Cycling Academy Privacy Policy


Note: All cycling COVID-19 protocols are followed from Sign up to on bike activities.
Your personal information is collected on our membership application forms or application forms for participation in Team activities and is collected with members’ written consent or the written consent of the legal guardian if the member is a minor.  These forms may be printed or electronic.

On all of these forms we will tell you how we will use and/or disclose your personal information in a privacy statement, and require you to consent to use and/or disclosure.

The Team will only permit use of your personal information by authorized persons.  An authorized person (“Authorized Person”) is a Team member who is a Director, employee or volunteer who is authorized by the Director responsible for the purpose for which the personal information has been collected, or by an authorized employee. Your name and contact information will be shared with the Ontario Cycling Association as part of our team roster.

The Team will give your personal information to third parties or individuals other than Authorized Persons only when it is done to fulfill requirements to enable your participation in a Team activity and to meet your stated needs and preferences. Examples include registration for accommodation and meal choices.

If we receive a lawful order, the Team may be compelled to disclose your personal information to a third party. In this event the Team will notify you as expediently as practical.


The Team will not sell or give your personal information to advertisers or mailing lists.

The Team will not collect your personal information by deceptive means or assume implied consent to uses beyond those we explicitly tell you.

The Team will not require you to disclose more personal information than is required for the stated purposes when it is collected.

The Team’s Privacy Policy and its implementation are transparent to the membership.

The Privacy Policy is available for inspection on the Team website. When the Policy is changed by the Board, members will be notified using the Team’s usual communications media, which will, as a minimum, include notices in the newsletter and the website.

At every point where the Team asks that you provide personal information, you will be asked to agree to a privacy statement that describes how the information will be used and which includes a reference to this Policy.

The Privacy Officer will communicate to the membership any actions with respect to this Policy, including complaints and investigations, and will proactively notify the membership of any otherwise discovered breaches to the safeguards under this Policy. These communications will protect the privacy of any affected individual, including the complainant.  The communication will be prompt, and may include directed notification of individual members if the protection of their personal information has been compromised.


Should you wish to inspect the presence and accuracy of the personal information, the Team has collected about you, you can do so in writing to the Team. The Team will confirm with you the presence and accuracy of your personal information as soon as practical and in no case more than 3 business days, and if found inaccurate Team records will be corrected. You should be prepared to identify yourself at the time of your request. If you are making the request on behalf of another Team member, including a member who is your legal guardian or a family member, you may be required to provide written confirmation from that person that you are acting on their behalf.

If you instruct the Team to restrict the use of, or withdraw consent to use your personal information, you understand that this may impair the ability of the Team to communicate with you and to permit your continued participation in Team activities.


All Authorized Persons granted access to membership or other records that contain your personal information will be instructed that they are to use the information only for the intended purposes.

The membership records containing your personal information, whether stored in electronic form or on paper are in the safekeeping of the Team. When in paper form, or on removable electronic media, the information is stored in locked cabinets in a building with controlled access. When in electronic form the information is stored in files and/or media that are password-protected, and is archived when not required for current use.

Physical and electronic access to these records is restricted to Authorized Persons.  Paper records are destroyed when they are no longer required for insurance and other permitted purposes.  Electronic records containing your personal data may be archived in perpetuity for historical and statistical purposes determined by the Board, and will survive your active membership in the Team.


If you believe the Team and/or any of its employees, Directors or volunteers has breached this Policy with respect to your personal information or any aspect of this Policy you can file a written complaint with the Privacy Officer.  The Privacy Officer will investigate your complaint and report the result of that investigation to the Executive and to you within 1 month of receiving the complaint.  If a breach is confirmed the  Executive will, if practical correct the breach take any disciplinary action it deems appropriate against the individual(s), which may include dismissal or ejection form the Team.  If appropriate to the circumstances the Team’s policies and procedures may be amended by the Board to reduce or eliminate the likelihood of a recurrence of the breach.