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PRIVACY NOTICE

Privacy Notice  – Rhino Racing

https://www.rhinoracing.club/

Last updated: 6th May 2025

 

1. Who We Are

We are a community-led virtual cycling club operating on the Zwift platform. Our goal is to support structured racing and training experiences for our members across various time zones. The club is predominantly UK-based, with members worldwide, including the EU, Americas, and APAC regions.

If you have questions about this Privacy Notice or wish to manage your data, contact a club admin (@Rhino-Admin) via our Discord:

https://discord.com/invite/wPD4HJ6

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2. What Personal Data We Collect

We collect and store the following information from our members:

  • ZwiftPower ID number

  • Full name (as used on Zwift/ZwiftPower)

  • Profile data from ZwiftPower and ZwiftRanking.app, including:

    • Height and weight

    • Functional Threshold Power (FTP)

    • Country or region

    • ZwiftPower category

    • ZR.app vELO ranking

  • Discord username or nickname

  • Email address, in the following contexts:

    • When submitted by users during race registration via our website, for the sole purpose of sending a confirmation email

    • From designated Team Captains, when required for registering with 3rd-party race series

  • Performance verification data, optionally submitted by riders:

    • Links to outdoor activities (e.g., Strava)

    • Dual-recorded indoor rides using two power sources and uploaded to tools like Zwift Power

  • Emergency contact name and number, optionally submitted and stored separately

  • Photos for our website

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3. How We Collect Your Data

We collect data through:

  • Online registration forms (e.g., via our website or Google Forms)

  • Publicly available ZwiftPower and ZwiftRanking.app profiles

  • Voluntary submissions (e.g., performance verification, Discord name, emergency contact)

 

4. How We Use Your Data

Your data is used exclusively for:

  • Organising fair and balanced teams for race events and leagues

  • Matching riders by racing ability and time zone

  • Facilitating communication via Discord

  • Sending race registration confirmation emails (automated only)

  • Registering Team Captains for 3rd-party events (with their consent)

  • Verifying performance data when necessary

  • Contacting an emergency contact if we are unable to reach you directly during a suspected emergency 

We do not use your data for marketing or unsolicited communication.

 

5. Data Storage and Access

We use appropriate technical measures to look after your data including but not limited to;

  • Data is stored in secure, access-controlled Google Sheets saved to the Rhino Racing google account

  • Emergency contact information is kept in a separate, access-restricted document

  • Email addresses are only stored as part of race registration logs or in Team Captain registration forms

  • Only a small number of trusted club administrators have access to this data

 

6. Data Sharing

We do not share personal data with third parties under any circumstances, unless:

  • You explicitly provide consent (e.g., to be entered into a 3rd-party race series as a Team Captain)

  • Required by law (very unlikely, but included for completeness)

  • Under vital interest should you have an accident and we need to tell the emergency services something about your health

Any publicly shared results will use only data already visible on ZwiftPower or ZwiftRanking.app etc.

 

7. Lawful Basis for Processing

Our processing is based on:

  • Legitimate interests: e.g., organising balanced teams to enter Zwift races, and verifying fairness[SN4] [JR5] 

  • Consent: for performance and health data , emergency contact details, or Team Captain email use, photos of you on our website and other marketing

  • Performance of a contract : if you register for events through our systems

You can withdraw consent at any time by contacting us (see Section 10).

 

8. Data Retention

We retain personal data only while a rider is an active club member or registered participant. Outdated or inactive data is periodically reviewed and deleted. Please contact us if you’d like to discuss deletion of your data.

 

9. Your Rights

If you're based in the UK, EU, or other applicable regions, in some circumstances you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion of your data

  • Withdraw consent at any time

  • Object to or restrict certain types of processing

Please note we do not use automated decision making.

To exercise these rights, contact us directly (see Section 1).

 

10. Cookies

Our website may use essential cookies to support core functions such as registration form submission and authentication. These cookies:

  • Do not track users across other websites

  • Do not store personally identifying information

  • Are not used for marketing or advertising purposes

We may also use anonymised analytics (e.g., Google Analytics) to understand website usage, but no identifiable user data is collected without consent.

You can control cookie preferences through your browser settings.

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You also have the right to make a complaint to the Information Commissioner’s Office – the supervisory authority that handles data protection law in the UK. You can contact them at:  

https://ico.org.uk/make-a-complaint/ 

 

Information Commissioner’s Office 

Wycliffe House 

Water Lane 

Wilmslow 

Cheshire 

SK9 5AF 

 

Email: icocasework@ico.org.uk

Telephone: 0303 123 1113 

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