WOT BOYZ — Privacy Notice

Last updated: 14 Aug 2026

This notice explains what personal information WOT BOYZ collects about you, why we collect it, who can see it, and what rights you have over it. It applies to our website (wotboyz.com), our members' app (app.wotboyz.com), our joining and event forms, our merchandise store, and our WhatsApp communities and sector groups.

Please read the section "Who can see your information" carefully. Because WOT BOYZ is a riding club rather than a business with customers, some of your information is visible to other members by design.

1. Who we are

WOT BOYZ is the data controller for the information described in this notice. That means we decide what information is collected and how it is used.

Contact: contact@wotboyz.com Postal address: 225 Grays Inn Road, London, WC1X 8RH ICO registration number: 00015117385

If you have a question about your information, or want to exercise any of the rights in section 10, contact us at the address above.

2. Information we collect

When you apply to join

Through our joining form we collect: your name, nickname, email address, phone number, town, what you do for work, how long you have been riding, whether you are comfortable riding on motorways, your motorcycle details (make, model, colour, year, engine size and registration), your hoody size, your social media handles, the name of the member who invited you, and your answers to our joining questions about why you want to join and how you ride.

Some of these questions are open-ended and invite a personal answer. You only need to tell us what you are comfortable sharing. Please do not include information about your health, medical history or personal circumstances in your answers — we do not need it and we would rather you left it out.

When you become a member

We collect and hold: your membership type and reference, your join and expiry dates, your membership fee, your sector, any club roles you hold, your emergency contact details, and a profile photo if you upload one.

When you buy something

Membership fees and merchandise are paid through our checkout providers. We receive confirmation that a payment succeeded, the amount, and your delivery name and address where an item is being shipped. We never see or store your full card details — those go directly to our payment provider.

When you use the app

We collect: your sign-in activity, the rides you register for, whether you marked yourself Home Safe after a ride, and your check-in location if you use GPS check-in at a ride meeting point. We also hold any support tickets you raise and any files you attach to them, and any messages you send through in-app chat.

When you attend rides and events

We collect your registration, your attendance, and any photos or video you or other members upload to a ride's gallery.

Automatically

Our website and app record basic technical information such as your device type, browser and IP address, for security and to keep the service working.

3. Why we use your information, and our legal basis

What we use it forLegal basis

Processing your application and running your membershipContract

Taking payment for membership and merchandiseContract

Organising rides, events and sector activityContract

Sending ride reminders and Home Safe check-insContract, and our legitimate interest in rider safety

Contacting your emergency contact if something happens on a rideVital interests

Keeping the club and its members safe, and enforcing our riding standardsLegitimate interests

Club photos and video on our galleries and social mediaLegitimate interests

Promotional emails and texts about club offers and merchandiseConsent

Keeping accounting and tax recordsLegal obligation

Security, fraud prevention and keeping the app workingLegitimate interests

Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights, and you can object at any time (see section 10).

Ride reminders are part of your membership, not marketing, so you receive them by default. You can switch them off in My Profile → Notifications. Promotional messages are separate and only go to members who have opted in.

4. Who can see your information

Within the club

• Club owners can see all member records, including contact details, emergency contacts and joining form answers.

• Sector leaders can see the full records of members in their own sector, including contact details and emergency contacts, so they can run their sector and respond if something goes wrong on a ride.

• Event organisers can see the contact details and registration details of members attending an event they are organising.

Other members

Other members can see your name, nickname, sector, club role, profile photo and your bike details through the app's member profiles and sector pages. They cannot see your email address, phone number, emergency contacts, joining form answers, membership fee or support tickets.

Ride and event attendee lists

When you register for a ride, your name appears on that ride's attendee list, visible to other members.

For special events, the attendee list is shared more widely. Where an event requires it — for example so that organisers, venues, marshals or a partner organisation can plan and run the event safely — we will share a list of attendees, which may include your name and, where necessary, your contact details and vehicle registration. We will tell you at the point of registration when an event works this way. If you would prefer not to be included, do not register for that event, or contact us to discuss it.

5. WhatsApp

We run a WhatsApp Community for the club and a WhatsApp group for each sector.

Please understand before joining: your phone number and WhatsApp profile name are visible to the other members of any group you join, and to community administrators. That is how WhatsApp works and we cannot change it. Anything you post in a group is visible to everyone in that group, and they can save or forward it.

Joining a WhatsApp group is optional. You can leave any group at any time, and you can be a full member without using WhatsApp at all. WhatsApp is operated by Meta and its own privacy terms apply to your use of the app.

6. Companies we share information with

We use the following providers. They act on our instructions and are not permitted to use your information for their own purposes.

ProviderWhat forWhere

SupabaseOur members' databaseIreland

VercelHosting the app and websiteUSA

WixWebsite, joining and event forms, merchandise storeUSA / Israel

StripePayment processingUSA / Ireland

TwilioSending SMSUSA

SendGridSending emailUSA

InkthreadablePrinting and shipping merchandiseUK

Google (Workspace)Spreadsheets and documents used to administer membershipUSA

Meta (WhatsApp)Club and sector group messagingUSA / Ireland

We also use Google Sheets to work with membership information for tasks such as importing new sectors, checking records and planning events. These spreadsheets are restricted to club owners and, where a specific task requires it, the relevant sector leader. They are not shared publicly or by link.

We will also disclose information where we are legally required to — for example to the police, an insurer, or a regulator.

We do not sell your information, and we do not share it with advertisers.

7. Information stored outside the UK

Some of our providers are based in the United States. Where information is transferred outside the UK, we rely on the UK Government's adequacy decisions where they apply, or on the UK International Data Transfer Agreement or Addendum, which contractually requires the provider to protect your information to UK standards.

8. Emergency contacts

We ask you for the name and phone number of someone we can contact if you are involved in an incident on a ride.

Please tell that person you have given us their details, and that we will only contact them in an emergency. They have the same rights over their information as you do over yours. If they would rather we did not hold their details, let us know and we will remove them.

9. How long we keep your information

InformationKept for

Membership recordWhile you are a member, then [2 years]

Joining form answersDeleted when your membership ends

Payment and accounting records6 years, as required for tax

Ride registrations and attendance[2 years]

Support tickets and attachments[2 years] after closure

Photos and video in ride galleriesUntil you ask us to remove them

Sign-in records and security logs[12 months]

Marketing consent recordsUntil you withdraw consent, then [2 years]

When a retention period ends we delete the information or anonymise it so it can no longer be linked to you.

10. Your rights

Under UK data protection law you have the right to:

• Access a copy of the information we hold about you

• Correct anything that is wrong or incomplete

• Delete your information, where there is no ongoing reason for us to keep it

• Restrict how we use it while a concern is being resolved

• Object to our use of it where we rely on legitimate interests

• Portability — receive your information in a machine-readable format

• Withdraw consent at any time, where we relied on consent

To exercise any of these, email contact@wotboyz.com. We will respond within one month. There is no charge.

Some limits apply. We may need to keep accounting records even after you leave, and we cannot delete messages you have posted in a WhatsApp group — only WhatsApp and the group members control those.

11. Complaints

If you are unhappy with how we have handled your information, tell us first at contact@wotboyz.com, or raise a Support Ticket in the app. We will acknowledge your complaint within 30 days and tell you what we intend to do about it.

If you are not satisfied with our response, you can complain to the Information Commissioner's Office:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF — 0303 123 1113 — ico.org.uk/make-a-complaint

You can complain to the ICO at any time, but they will usually ask you to raise it with us first.

12. Photos and video

We take photos and video at rides and events, and members upload their own to ride galleries. We use these on our website, in the app and on our social media channels to show what the club does.

If you would rather not appear, tell the ride leader or event organiser on the day, or email us and we will remove a specific image. We will always remove an image on request where you are identifiable.

13. Under 18s

WOT BOYZ membership is for adults aged 18 and over. We do not knowingly collect information about anyone under 18. If you believe we hold information about a minor, contact us and we will delete it.

14. Cookies and similar technologies

Our app stores a sign-in token on your device so you stay logged in. This is essential for the app to work and cannot be switched off without signing out.

Our website and store use cookies for functionality and, where you have agreed, analytics. You can manage these through the cookie banner on wotboyz.com or in your browser settings.

15. Keeping your information secure

We protect your information with encryption in transit, access controls that limit what owners, sector leaders and members can see, and restrictions on who can reach our database. No system is perfectly secure, but if a breach occurred that put you at risk we would tell you, and we would report it to the ICO within 72 hours as the law requires.

16. Changes to this notice

We will update this notice as the club and the app develop. When we make a significant change we will tell members through the app or by email. The date at the top shows when it was last revised.

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