Privacy notice
Your data, in plain English.
What District 16 holds about you, why, who else sees it, how long we keep it and the rights you have — for the D16 app, district16.club and the shop.
Written for a private members' club in plain English. These documents are due a solicitor's review before the D16 app and website launch to the public.
The short version
D16 is a private club, not a data business. We collect what we need to run rides, events, the app and the shop — nothing more. We never sell your data, and there are no ads or tracking.
- Your ride tracks are private to you, and trimmed near home before they leave your phone.
- Live location sharing is off until you switch it on, and you choose when it runs.
- Your Medical ID is yours alone, and only shared through your helmet QR if you switch that on.
- You can see, correct or delete your data any time, or delete your account yourself.
Who we are
District 16 (the club), also called D16 or the North Ox Collective, is an invite-only motorcycle club in North Oxfordshire, UK. The club is the controller of the personal data described here, for the D16 app, the website at district16.club (including the members' area and the shop) and club rides and events.
Legal name and address: [Club legal entity / address]. For anything about your data, email hello@district16.club. We're a small volunteer-run club and haven't appointed a Data Protection Officer (we aren't required to); the admin team handles data questions.
What we hold
- Account and profile: email, display name, nickname, member number, role and status in the club, member since, home town, bio, pace group, profile photo, and sign-in records (time, device, IP address). If you set a password or turn on two-step verification, we hold a secure hash of the password and your verification factor, never the password itself.
- Join requests: your name, email, bike and town, plus your phone number and WhatsApp opt-in if you choose to give them.
- Garage: your bikes, reg plates and the details the DVLA returns (make, colour, year, engine, tax and MOT status), MOT, tax and insurance dates, service records, mileage and bike photos.
- Rides: for each ride you log, the date, distance, time, climb, lean angle and bike, plus its GPS track; your points, level and patches.
- Live location: if you switch sharing on, your latest position, speed and the time it was taken. Home Safe check-ins.
- Safety: crash and SOS alerts (time, place, the forces and speed involved, who responded), your emergency contacts (name, relationship, phone) and your Medical ID (blood type, allergies, medications, conditions and notes).
- Club activity: chat messages and photos, reports and blocks, RSVPs and the bike you're bringing, votes, announcement acknowledgements, routes you save, map spots and hazards you add, and marketplace listings.
- Shop pre-orders: your name, email, optional phone, what you ordered, the order reference and payment status, and your address if you choose post. There's no card payment, so we never see card details: when you pay by bank transfer, our bank shows us the payer name, amount and reference.
- Devices: push notification tokens, platform and your notification choices.
- Your acceptance: which version of the Terms, Privacy notice, EULA and Community rules you accepted, when, and that you confirmed you're 18 or over.
- Messages to us: anything you email to hello@district16.club.
Why we use it, and our lawful basis
UK data protection law says we need a lawful basis for each thing we do with your data. Here they are:
| What for | Lawful basis |
|---|---|
| Running your membership and account: sign-in, profile, roles, membership card, sign-in and security emails | Contract: providing the membership you signed up to |
| Considering join requests and sending invites | Steps you asked us to take before joining (contract), and our legitimate interest in running a safe, invite-only club |
| Rides, events, RSVPs, votes, announcements, chat, crew voice, routes, the garage, reg lookups and reminders | Contract: these are the club features you use |
| Live location sharing with the crew, in the mode you choose | Contract: the feature you switched on. You can switch it off any time |
| Ride recording, stats, points, levels, patches and leaderboards | Contract |
| Crash detection and SOS: alerting the crew and your emergency contacts with your location | Vital interests: protecting your life or health when you may not be able to ask for help yourself |
| Holding your emergency contacts' details so we can reach them in an emergency | Legitimate interests: getting help to you quickly |
| Medical ID and the helmet QR card | Explicit consent (health data). You can withdraw it any time |
| Adding you to the D16 WhatsApp group | Consent: only if you opt in. Leave or tell us any time |
| Shop pre-orders, matching payments, making and sending your order, order emails | Contract |
| Keeping order records for six years | Legal obligation: the club's accounting records |
| Moderation: handling reports and blocks, removing content, the admin log, keeping members safe | Legitimate interests: a safe club and enforcing the Community rules |
| Keeping D16 secure and preventing misuse, including sign-in logs | Legitimate interests |
| Recording which version of our documents you accepted | Legitimate interests: being able to show what was agreed |
| Responding to legal claims or lawful requests from the police or courts | Legal obligation, or legitimate interests in defending the club |
Where we rely on legitimate interests, we've weighed them against your rights, and you can object (see your rights). We don't make decisions about you by automated means that have legal or similarly significant effects. Crash detection is automatic, but it only raises an alert you can cancel.
Medical ID and other sensitive data
Your Medical ID is health data, a special category under UK GDPR, so we only hold it with your explicit consent, which you give when you set it up.
- Only you can read or edit it. Admins, ride captains and other members can't. It's stored encrypted at rest in our London database.
- The helmet QR card shows first responders only what you choose to share, and only while you have it switched on. Anyone who scans the code can see what you've shared, so share only what helps in an emergency.
- Withdraw consent any time: clear the fields, switch the QR off, or delete your account. It doesn't affect anything shared before you withdrew.
- A crash or SOS alert can reveal that you may be hurt. If we ever need to share health information to protect your life and you can't consent, we rely on your vital interests.
We don't use health data for anything else, and we never use it to profile you.
Location — your choice
Live location sharing is off by default. In the app you choose one of three modes, and you can change it any time:
- Off: the crew can't see where you are.
- During club rides: shared only while you're on a live club ride. It stops when the ride ends or you leave it.
- While using the app: shared while the app is open and in use, as well as during club rides.
When sharing is on, active crew members see your latest position on the map. We keep only your most recent position, not a trail of where you've been.
Crash alerts and SOS
Whatever your sharing mode, if you trigger an SOS or crash detection isn't cancelled in time, D16 sends your location to the crew and, where emergency SMS is enabled, a text with a map link to your emergency contacts.
Ride tracks are private to you
The GPS track of a ride you log is visible only to you — not the crew, not ride captains, not admins. Before a track leaves your phone, the app trims it with your privacy zone, so the start and end near home are never uploaded. The crew sees ride summaries only (distance, time, date), which power the leaderboard. Delete a ride any time and its track and points go with it.
To record a ride and watch for crashes with the phone locked in its mount, the app uses location in the background during a ride. Your phone shows when that's happening.
Crew voice comms
Crew voice channels run over Cloudflare Realtime. Your voice is relayed live to the riders in the channel and never recorded by the club. Cloudflare sees your IP address and connection details so it can carry the audio.
Who can see what
Club permissions are enforced by the database itself: prospects, members, ride captains and admins each see only what their role allows.
- Other members see your profile, bikes, RSVPs, chat messages, ride summaries and leaderboard stats (level, points earned, miles, rides), and your live location only when you share it. Never your points balance, what you spent, your Medical ID or your ride tracks.
- Admins also see order details (to fulfil them), your points history (to fix mistakes and handle redemptions), join requests, and chat reports (to moderate). Never your Medical ID or ride tracks.
- Blocking a rider stops you seeing their messages. They aren't told, and reports are seen only by admins.
- First responders see what you've chosen to share on your helmet QR card.
International transfers
Our database is in London. Some providers above (Vercel, Cloudflare, Apple, Google, Twilio and others) may process data outside the UK, including in the USA, for example on their global networks or for support. Where they do, the transfer is protected by UK adequacy regulations (such as for the EEA, or for US companies certified under the UK Extension to the EU–US Data Privacy Framework) or by the ICO's International Data Transfer Agreement or Addendum built into their data processing terms. Ask us for details.
How long we keep it
| Data | How long |
|---|---|
| Account, profile and garage | While you're a member. Deleted straight away when you delete your account |
| Join requests that don't lead to membership | Up to 6 months |
| Rides and GPS tracks | Until you delete the ride or your account |
| Live location | Only your latest position, cleared within 30 days after the ride or session ends |
| Crash and SOS alerts | 12 months, for safety follow-up, then deleted |
| Medical ID and emergency contacts | Until you clear them or delete your account |
| Chat messages, RSVPs, votes, reports and blocks | While you're a member, unless you or an admin delete them sooner |
| Moderation decisions (admin log) | Up to 2 years, then deleted |
| Shop orders | 6 years, for the club's accounts, even after you delete your account |
| Push tokens | Until you sign out, delete your account or the token stops working |
| Which documents you accepted | While you're a member |
| Emails to us | Up to 2 years after the conversation ends |
| Server and sign-in logs | Short periods set by our providers, usually days to weeks |
Deleted data can remain in our providers' encrypted backups for a short time (up to 30 days) before it's overwritten. See what deleting your account removes and keeps.
Your rights
Under UK data protection law you can:
- see the data we hold about you and get a copy;
- correct anything that's wrong (most of it you can edit yourself in the app);
- delete it: delete your account yourself in the app or on the website, or ask us;
- restrict how we use it, or object to uses based on legitimate interests;
- take it with you (data portability) for data you gave us under contract or consent;
- withdraw consent at any time, for your Medical ID or the WhatsApp group.
Email hello@district16.club. It's free, and we'll reply within one month (we may extend that by up to two months for a complex request, and tell you why). We may ask you to confirm it's you first. Some rights have limits, for example we must keep shop order records for six years.
Complaints
If you're unhappy with how we've handled your data, please tell us first at hello@district16.club so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator: ico.org.uk/make-a-complaint, 0303 123 1113, or Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Riders 18 and over only
D16 is for adults. You must be 18 or over to join, and we don't knowingly collect data about anyone under 18. If we learn that a member is under 18, we'll close the account and delete their data. If you add emergency contacts or post photos of other people, please make sure they're happy for you to.
Keeping it safe
Data is encrypted in transit and at rest, permissions are enforced by the database for every request, and only admins can see admin-only data. You can add an app lock and two-step verification. If a breach ever put your data at risk, we'd tell the ICO within 72 hours where the law requires, and tell you without undue delay if it's likely to put you at high risk.
Changes to this notice
We'll update this notice when D16 changes how it uses data. The version and date at the top show the current one, and we'll tell you in the app or by email about any significant change before it applies.