By signing up for or attending BikeOut, you confirm that you have read and understood our policies below.
SECTION 1: General Terms and Conditions
Policies
By signing up for or attending BikeOut, you confirm that you have read and understood our policies below.
**Participation Policy**
**2.1 Code of Conduct**
At BikeOut, we are dedicated to fostering a welcoming and supportive environment for all participants. By joining us, you agree to uphold the following values. To report any breaches of the Code of Conduct, please message us.
**2.1.1 Inclusivity and Respect**
Treat all fellow riders, volunteers, and festival participants with kindness and respect. Be mindful of diversity in every interaction, including respecting LGBTQ+ identities and all aspects of our cycling culture. We support a diverse program of rides catering to various paces, terrains, and identities; negative behavior or comments regarding these groups will not be tolerated. Our app is designed to help you find the group that best fits your requirements.
**2.1.2 Self-Sufficiency**
Participants must be capable of navigating their chosen routes independently. Ensure your bicycle is in optimal working order and carry the necessary tools and equipment to maintain it throughout the ride.
**2.1.3 Collaboration**
Collaborate with fellow cyclists and clubs to build a strong, united community. Prioritize the collective good by supporting other organizations and individuals whenever possible.
**2.1.4 Respect for Volunteers**
Our volunteers work tirelessly to make this festival a success; please show appreciation for their efforts. If you have concerns regarding their decisions, address them respectfully and through the appropriate channels.
**2.1.5 Reputation and Relationships**
Respect the festival’s partnerships with external organizations. Uphold the positive reputation of the event at all times, both on and off the bike.
**2.2 Non-Commercial Policy and Self-Promotion**
The BikeOut Cycling Festival is a community-driven event. Participants are asked to refrain from seeking commercial profit or engaging in self-promotion during the festival weekend. While the promotion of LGBTQ+ community cycling clubs is highly encouraged, please refrain from distributing promotional materials or advertising for personal or business gain unrelated to these clubs.
**2.3 Liability Waiver and Disclaimer**
By participating in the BikeOut Cycling Festival, you acknowledge the inherent risks associated with cycling and outdoor events. While we strive to provide a safe and enjoyable experience for all, participants are ultimately responsible for their own safety and well-being.
**2.4 Release of Liability**
Participants agree to assume all risks associated with cycling, including but not limited to accidents and mechanical failure. By participating in any ride, you agree to release the event organizers, volunteers, and associated entities from any liability for personal injury, damage, or loss that may occur before, during, or after the event.
**2.5 Mechanical Support Disclaimer**
Our partners may provide basic mechanical support at designated points; however, participants are expected to bring their own tools and equipment and possess the necessary knowledge to maintain their bicycles throughout the ride. While volunteers may assist with minor repairs, the availability and extent of mechanical assistance are not guaranteed.
**2.6 Medical Support Disclaimer**
In the event of a medical emergency, you will be supported by your group’s Ride Captain until handover to emergency services. Festival organizers cannot offer additional medical support. To report any incidents, please message us.
Participants must provide emergency contact details for use in the event of an accident or illness. By registering, you confirm that you are medically fit to participate and have no conditions that could endanger yourself or others.
**2.7 Riding Standards**
This event is not a race or a trial of speed. You are expected to follow the rules of the road and show consideration for all other road users. Routes may take place on open public roads and can be arduous; participants should prepare by studying the route in advance. Please note that no dedicated rescue or recovery service is provided.
**2.8 Acknowledgement**
By registering for BikeOut, you confirm that you have read and understood this Participation Policy and Code of Conduct. Your participation indicates your agreement to abide by these guidelines and your acceptance of the risks involved in cycling and attending the festival.
**2.9 Insurance Statement**
The festival is covered by the public liability insurance of Out Velo and other partner clubs through their affiliation with Cycling UK. Under this policy, BikeOut is classified as a ‘public event’ with attendance capped at 200. Any claims should be addressed to Out Velo in the first instance, as the club providing the largest number of attendees and volunteers. Contact: message us.
**2.10 Force Majeure**
The festival is not liable for cancellations or changes caused by events beyond its control, such as extreme weather or government restrictions.
SECTION 2: GDPR Statement
Privacy and Contact Policy: The Data We Collect and Why
We will only collect the personal information required for the safe and effective running of the festival. This may include:
1. Your name, email address, phone number and emergency contact details (for essential event administration and safety).
2. Accessibility information you choose to provide (to help us ensure an inclusive and supportive festival environment).
3. Any optional information you provide through our app or other systems.
4. We collect this information solely for specific, explicit festival‑related purposes, in line with GDPR principles of purpose limitation and data minimisation.
5. Your information will not be used for unrelated purposes without your further explicit consent.
Contact and personal details
**Data Collection and Use**
We typically collect your contact details when you register for our event management platform, bikeout.base44.app (the “App”). By registering, you consent to the use of this information for event-related purposes, including the transfer of data to our integrated management and communication systems.
**Account Removal and Data Erasure**
You may request to be removed from the App at any time. Please note that following removal, certain details—including your email address—may be retained within our systems. We may continue to use these details to contact you unless you explicitly request otherwise.
To request the complete removal of your data from our systems, please message us with the full name used during your onboarding. This process does not include social media, instant messaging, or similar third-party platforms; you must manage your removal from those services manually.
If you leave the App, you may continue to receive emails from us. To stop these communications, use the “unsubscribe” feature in the footer of any email. Note that unsubscribing from emails does not automatically remove your details from our core systems; this must be requested separately.
**Your Consent Choices**
Certain uses of your data require your explicit opt-in consent, which must be freely given and separate from general event participation:
* Receiving marketing emails regarding future BikeOut events.
* Sharing your contact details with LGBTQ+ cycling clubs or similar community organizations.
* Using identifiable images of you for promotional or commercial purposes.
You may withdraw any of these consents at any time without affecting your ability to participate in BikeOut.
**Your Rights**
You have the following rights regarding your personal data:
* **Right of Access:** You may request a copy of the personal data we hold about you.
* **Right to Rectification:** You may ask us to correct inaccurate or incomplete details.
* **Right to Erasure:** You may request the deletion of your data once it is no longer required for festival purposes. (Note: Safety-related information may be retained for a short period as required by law.)
* **Right to Withdraw Consent:** You may withdraw any previously granted consent at any time.
For all requests, please message us; we will respond within one month.
**Data Retention**
We retain personal data only as long as necessary for festival operations, safety reporting, and administration:
* **Routine contact details:** Stored for up to 24 months after the festival, unless deletion is requested sooner.
* **Safety and incident-related records:** Retained for up to 36 months for legal and safeguarding purposes.
* **Marketing:** If you unsubscribe, we stop communications immediately, though data may be retained in line with the schedules above.
After these periods, your data will be securely deleted or anonymized.
**Data Security**
We implement appropriate technical and organizational measures to secure your personal information, including access controls and secure storage. Our third-party providers operate strictly under our instructions and are bound by GDPR-compliant data processing agreements. We will never sell your data.
**Sharing Your Data**
We only share your contact details with LGBTQ+ cycling clubs or similar organizations if you have explicitly opted in. Essential data shared with safety or emergency teams is limited to what is strictly necessary and handled securely.
**Photography and Media**
By attending our events, you consent to the use of any photographs you provide to us, or any photos of you taken by us or other attendees, for any purpose we deem necessary. This includes social media, marketing, web and print articles, and commercial promotion by our brand or third-party partners.
When you provide us or other attendees with photos or artwork created during our events, you waive all rights to copyright or attribution. Please be aware that appearing in public photos at BikeOut may indicate your LGBTQ+ status.
To opt out of our use of your image, please message us prior to the festival and provide a reference photo of yourself. Because we cannot effectively control photography by other attendees, we suggest that individuals who are uncomfortable with their image being captured or used should not attend. By attending the festival, you hereby waive the right to bring litigation against BikeOut or our partners regarding the matters stated above.