Bauer Media Outdoor Privacy Notice

Who are Bauer Media Outdoor and how can you contact us?

When we refer to Bauer Media Outdoor in this Privacy Notice, we mean the various affiliated and subsidiary companies of Bauer Media Outdoor International Limited (trading as Bauer Media Outdoor) whose registered office is 33 Golden Square, London W1F 9JT, United Kingdom. Bauer Media Outdoor is a group of affiliated companies and part of the Bauer Media Group. 

Each of the Bauer Media Outdoor companies that are part of Bauer Media Outdoor International Limited is an independent data controller for personal data processed. 

UIP Bauer Media Outdoor AS (which operates “Trondheim Bysykkel”) and has its registered office at Kværnerveien 5, 0192 Oslo, operates a bike scheme and is data controller for personal data processed in connection with the bike scheme and related mobile applications and services

For any questions about how companies in the Bauer Media Outdoor group process personal data or any queries about information in this Privacy Notice you can contact our Data Protection Officer (DPO) at dpo@bauermediaoutdoor.com

If you have questions about the operation of this bike scheme you should contact post@trondheimbysykkel.no.

What data do Bauer Media Outdoor process and where do we get it from?

In providing the bike scheme services Bauer Media Outdoor process data including in some circumstances personal data, that is data that can identify individuals. The types of personal data captured will depend on how the website or mobile app is used and the use of the bike scheme services. In many cases you can choose the information you provide, although if you choose not to provide certain information (such as account information) we will not be able to provide the bike scheme services. The data processed may include: 

• Account information such as name, email address, data of birth, address details and payment information such as credit card details.
• Enquiries, correspondence, recorded calls and other information voluntarily provided to contact customer care teams or through publicly accessible platforms to provide services you have requested.
• Identification documentation for certain services you may also be required to provide photos of your government issued identification.
• Trip and location data when you sign up and use services it is necessary to collect and record the location of your mobile device. Bauer Media Outdoor also collect location data directly from bikes such as the when bikes are collected and returned and the costs associated with a trip based on the journey taken.
• Technical information such as IP address and type of device the individual is using when you use bike scheme websites or apps that are used to provide and support the bike scheme services. Analytics and cookies are generally used to monitor how our websites and apps are used and to improve online experience. These are not used to identify you personally. For information about how we use cookies and similar technologies and how you can manage them please see our cookie notice.
• Information from third party partners we may receive information from public data bases, marketing and advertising partners such as social media networks and from other third parties.

Why do Bauer Media Outdoor bike schemes process personal data? 

Bauer Media Outdoor bike schemes process personal data to operate and support the bikes schemes it provides to make them as effective as possible. This will include using information provided and information about your location to:

• to operate and support the bike scheme services. This may include confirming your identify and that you are old enough to use the products.
• To monitor, track and service the bikes, including when they are in use by you.
• Process payments and subscriptions
• To analyse, develop and improve the functionality of performance of the bike schemes. To do this we may use third party analytics to understand how the services are being used and to help us improve the services.
• Communicate with you about your account, interactions or transactions including changes to our policies and service-related announcements, 
• As permitted by local legislation we may also send marketing communications, you will be provided with the option to unsubscribe or opt out from receiving further marketing materials where applicable; 
• Where necessary comply with legal obligations including to meet regulatory or local law requirements. Compliance with legal obligations includes processing personal data for finance related activities, legal, privacy and compliance activities including audit and corporate governance processes and activities.
• Detect, investigate and prevent activities that may violate Bauer Media Outdoor terms of use or policies or be illegal, including in cases of accidents or traffic violations. This may include sharing information with government agencies, such as law enforcement agencies and municipal authorities.
• Report, share and collaborate with third parties to carry out research and analysis such as assessing the effectiveness of road or passenger safety initiatives and to build and improve transportation infrastructure and the Bauer Media Outdoor offering. This information will be aggregated so that it does not identify individuals.
• To maintain our records and other administrative purposes, including record keeping and general administrative purposes, including for business transactions (including M&A), to include information sharing with potential transactional partners or other third parties in connection with the consideration, negotiation or completion of a transaction in which Bauer Media Outdoor are acquired by or merged with another company or there is a sale, liquidation or transfer all or a portion of assets including any bankruptcy or corporate

What is the legal basis for processing Personal Data?

Data Protection law means that every organisation must have a lawful ground or reason for processing any personal data about an individual.

Consent

Where Bauer Media Outdoor collect information from you such as when we use non-essential cookies or technology like cookies and/or collect information about the device you use to access our website, Bauer Media Outdoor ask for consent. Sometimes third parties who carry out these activities on our behalf. You can revoke this consent at any time. Further information about the cookies is available in our Cookie Notice.

Legitimate Interest

To provide the bike scheme services Bauer Media Outdoor process personal data under the lawful ground called “legitimate interest”. Personal Data can be used on the basis of legitimate interests where the benefits of doing it are not outweighed by the interests or fundamental rights or freedoms of individuals. 

Bauer Media Outdoor rely on the legal ground of legitimate interest for the following purposes where there are benefits to Bauer Media Outdoor. Where possible aggregated information is used so that individuals cannot be identified.

• To provide and improve customer support including for sales and marketing, business development, strategy and public relations purposes.
• For internal training purposes, we may use personal data to ensure that we have the knowledge and expertise to ensure that we provide the best possible experience when you interact with us
• For reporting and analytical purposes and product development to enable us to improve our products and services and provide appropriate levels of support to our customers.
• To manage the security of our sites, networks and systems and to operate our business,
• For marketing purposes, to send marketing communications via various platforms that include social media networks including but not limited to LinkedIn and X (formerly known as Twitter), search engines including but not limited to Google and Bing, as well as email marketing activities.
• To personalise experiences on websites and apps so that services can be tailored to individuals.
• To maintain our records and other administrative purposes, including record keeping and general administrative purposes, including for business transactions (including M&A), to include information sharing with potential transactional partners or other third parties in connection with the consideration, negotiation or completion of a transaction in which Bauer Media Outdoor are acquired by or merged with another company or there is a sale, liquidation or transfer all or a portion of assets including any bankruptcy or corporate reorganisation.
• To resolve complaints or disputes
• To improve data accuracy and completeness.
• To protect the rights and interests of Bauer Media Outdoor, our employees and others as required and permitted by applicable law

When we process personal data under legitimate interest, we carry out an assessment (DPIA) to consider your rights under data protection laws as well as any potential impact to you. The DPIA is part of a process to embed data protection by design and by default and as part of the assessment, the DPIA is used to understand the potential privacy risks, record the considerations and mitigations in place to minimise the risks. It is carried out and reviewed with the Bauer Media Outdoor Privacy team under the responsibility of the DPO. A key objective of the DPIA is to assess how data is collected and ensure that only data necessary for the purpose is processed. Where personal data is used to support the bike scheme services this is limited to that necessary to provide the services and data is not retained longer than is necessary. All processing is subject to security controls to ensure that personal data is adequately protected.

Necessary to provide the services

Where it is necessary to process the personal data to provide the services and for Bauer Media Outdoor to be perform the services in accordance with our contractual obligations. Bike services cannot be provided unless some account information and your location are collected and processed.

Who do Bauer Media Outdoor share Personal Data with and why? 

Personal data is shared with individuals and organisations who need to handle it so that Bauer Media Outdoor can provide the bike scheme services, customer services and administration, payment processing and to provide travel related information and for customer research and fraud prevention. 

Bauer Media Outdoor may in the event of a claim share information with insurance providers and their agents for the purposes of verifying and processing claims.

Bauer Media Outdoor take steps to allow access to personal data only to when required to perform identified tasks and duties and to third parties who have a legitimate purpose for accessing it. Where a third party is granted access to personal data appropriate measures are put in place to ensure that the security and confidentiality of the information is maintained.

It is also shared with

• Bauer Media Outdoor group companies who may manage or support some parts of the services; 
• Service provides we have engaged to support our business who receive or have access Bauer Media Outdoor systems and data as part of providing services. These Bauer Media Outdoor group companies and service providers may be located overseas.

At our discretion, we may disclose personal information in response to valid requests from government, municipal, regulatory or local law requirements, as part of a judicial process or the police. Before we authorise any disclosure, the police have to demonstrate that the personal information concerned will assist them in the prevention or detection of a specific crime, or in the apprehension or prosecution of an offender. Each request from the police is dealt with on a strictly case-by-case basis to ensure that any such disclosure is lawful and in accordance with data protection legislation. We may also use information it we need to do so to defend our legal rights or property, to take action regarding illegal activities or traffic offences or to enforce our contracts.

Transfer of personal data overseas

Bauer Media Outdoor are a group of companies located mainly in the UK and European Economic Area and as such any personal data will usually remain within the UK or the European Economic Area. Bauer Media Outdoor group companies and service providers who may support these services also operate elsewhere, in and outside the European Economic Area, so data may be accessed from and transferred to these locations as well. Where data is transferred overseas, we will ensure that any personal data is adequately protected. There are different ways that this can be achieved, for example where it is transferred to a country which has been approved by the European authorities as having adequate protection in place or by putting contracts in place that has been approved by the European commission with the recipient of the personal data that provides a suitable level of protection.

How long do we keep your personal data for?

Bauer Media Outdoor keep personal data for as long as there is a continuing need to do so and in accordance with the Bauer Media Outdoor data retention and destruction policy. Data that is no longer required will be securely disposed of. 

Information may be retained to comply with our legal obligations, resolve any disputes and enforce our rights. These reasons can vary and will depend on the type of data processed, so the amount of time we may keep personal data may vary. 

Your rights in relation to the personal data we hold

Data protection laws give individuals a number of rights in relation to personal data. These include 

• Right of access – see what information we hold about you
• Right to rectification – correct any information you think is wrong
• Right to object – ask us to stop using your data
• Right to be informed – understand what happens to your personal data
• Right to restrict processing – change how your data is used
• Right of portability – move your data
• Rights in relation to automated decision making and profiling
• Right to erasure or right to be forgotten,

Bauer Media Outdoor will consider all data subjects requests individually and on a case-by-case basis. Not all the rights apply to the data processed for the bike scheme.

To exercise any of these rights, or to find out if they apply or if you require further information on your rights or our use of your Personal Data, please contact us at dpo@bauermediaoutdoor.com 

If you are a registered user you can access and update your personal data via your online account. If you would like to unsubscribe from service or marketing messages use the link that we include in emails. You can also update your contact preference within your online account. 

If you would like to close your account please contact us on post@trondheimbysykkel.no.

How do Bauer Media Outdoor keep your personal data secure? 

Bauer Media Outdoor use a variety of the latest technologies and organisational measures to protect data from unauthorised access, destruction, use or disclosure.

Bauer Media Outdoor have an information security framework based on internationally recognised standards of security. The cyber security measures protecting data include appropriate technical and organisational measures aligned to ISO 27k requirements. Bauer Media Outdoor have a dedicated cyber security investigations team who safeguard Bauer Media Outdoor key assets and systems. 

Contacting our Data Protection Officer 

If you have any questions, concerns or issues about the way we are handling your personal data or want to exercise any of your data subject rights (or find out if they apply) please contact our DPO by email at dpo@bauermediaoutdoor.com 

If you would prefer to contract us by post, please address this to The Data Protection Officer c/o Bauer Media Outdoor International Limited, 33 Golden Square, London W1F 9JT, United Kingdom

Supervisory authority 

Having contacted Bauer Media Outdoor if you are still unhappy with any aspect of how we handle your personal data you have the legal right to lodge a complaint with the supervisory authority of the relevant Bauer Media Outdoor entity that is the data controller for personal data processed when providing bike scheme services. Each of the Bauer Media Outdoor companies in the Bauer Media Outdoor group is an independent data controller for personal data processed to carry out its business or operational activities, including bike scheme services.

Information Commissioners Office (ICO) the supervisory authority that regulates handling of personal data in the UK is the supervisory authority for Bauer Media Outdoor International Limited. You can contact them by going to their website at www.ico.org.uk

Changes to this Privacy Notice 

Bauer Media Outdoor may update this Privacy Notice from time to time and ideally you should check it regularly for updates. Previous versions of Bauer Media Outdoor privacy notices are available upon request.

Last Updated – July 2025