Club Rules

1. Acceptance of Rules and Policies

By registering as a member, joining club rides, participating in social events, or engaging in any club activities, you explicitly agree to:

• 1.1 Accept and abide by these Club Rules
• 1.2 Accept and abide by the Club's Dignity and Respect Policy
• 1.3 Accept and abide by the Release and Waiver of Liability Agreement
• 1.4 Accept that these documents may be updated from time to time
• 1.5 Accept that continued participation in club activities constitutes ongoing acceptance of these rules and policies

Your participation in any club activity indicates your acceptance of these terms. If you do not agree with any of these rules or policies, you should not participate in club activities.

2. Membership

Membership of the Surrey Cycling Club is open to anyone who:

• 2.1 Is aged 18 or over
• 2.2 Has completed the membership application process
• 2.3 Has paid the required membership fee
• 2.4 Has signed the Release and Waiver of Liability Agreement
• 2.5 Has confirmed they have no medical conditions preventing safe participation
• 2.6 Agrees to abide by these rules and the Dignity and Respect Policy

3. Club Activities

Members are expected to:

• 3.1 Participate in club activities in a safe and responsible manner
• 3.2 Follow the guidance of Ride Captains and club officials
• 3.3 Wear appropriate safety equipment during rides
• 3.4 Maintain their bicycles in a roadworthy condition
• 3.5 Carry appropriate identification and emergency contact details
• 3.6 Use a road bike in safe, working condition for all club rides
• 3.7 Make independent decisions about the safety of any movement or action

4. Club Clothing Requirements

Members must:

• 4.1 Purchase and wear official Surrey Cycling Club clothing (Jersey or Gilet) within 3 months of joining
• 4.2 Wear the club Jersey or Gilet on all club activities, including:
  • Sunday club rides
  • Saturday club rides
  • Club events
  • Club trips and tours
• 4.3 Note that during winter months (October to April), members may wear any appropriate clothing prioritising comfort and safety
• 4.4 Understand that only the top (Jersey or Gilet) is required as official club clothing
• 4.5 Maintain their club clothing in good condition and replace when necessary

5. Safety and Risk Management

The club requires members to:

• 5.1 Wear helmets on all club rides
• 5.2 Carry basic repair equipment and first aid supplies
• 5.3 Have appropriate insurance coverage (personal and third-party)
• 5.4 Follow the Highway Code and local traffic laws
• 5.5 Report any accidents or incidents to club officials
• 5.6 Take full responsibility for their own safety and well-being
• 5.7 Recognise and react appropriately to road hazards, traffic, and weather conditions

6. Communication and Social Media

Members should:

• 6.1 Use official club channels for club-related communications
• 6.2 Maintain appropriate and respectful communication
• 6.3 Not use club platforms for personal disputes
• 6.4 Respect privacy and confidentiality of other members
• 6.5 Respect the privacy of other members. Personal data, including contact details and emergency information, must not be shared outside the club or used for any purpose other than official club activities

7. Member Conduct and Responsibilities

All members must:

• 7.1 Treat others with respect and dignity during club activities
• 7.2 Follow the Dignity and Respect Policy
• 7.3 Report any concerns about member conduct to club officials
• 7.4 Support the club's commitment to inclusivity and diversity
• 7.5 Not engage in any form of harassment, bullying, or discrimination
• 7.6 Not access, request, or use other members' personal or emergency contact data for personal gain, curiosity, or any non-emergency purpose. Misuse of the club's data access systems is a serious breach of these rules
• 7.7 Acknowledge that all access to member personal data by Club Officers and Ride Captains is logged, monitored, and checked. Any misuse will result in disciplinary action in accordance with Section 14 of these rules

8. Club Property and Equipment

Members are responsible for:

• 8.1 Treating club property with care and respect
• 8.2 Reporting any damage to club equipment
• 8.3 Returning borrowed equipment in good condition
• 8.4 Contributing to the maintenance of club facilities

9. Financial Matters

Members must:

• 9.1 Pay membership fees promptly
• 9.2 Pay for any club activities they participate in
• 9.3 Notify the club of any changes to payment details
• 9.4 Understand that some activities may require additional fees

10. Complaints and Disputes

The club will:

• 10.1 Handle complaints in accordance with the Dignity and Respect Policy
• 10.2 Provide clear procedures for raising concerns
• 10.3 Maintain confidentiality in handling disputes
• 10.4 Ensure fair and impartial investigation of complaints by the club owner and appointed officers

11. Club Events and Rides

When participating in club events and rides, members must:

• 11.1 Register for events in advance when required
• 11.2 Arrive on time for scheduled activities
• 11.3 Inform Ride Captains if they need to leave early
• 11.4 Follow the planned route and group riding guidelines
• 11.5 Stay with the group unless agreed otherwise

12. Emergency Procedures

In case of emergency:

• 12.1 Follow the instructions of Ride Captains and club officials
• 12.2 Contact emergency services if necessary
• 12.3 Inform club officials of any incidents
• 12.4 Complete incident reports when required

13. Policy Updates

The club reserves the right to:

• 13.1 Update these rules as necessary
• 13.2 Modify policies to reflect changing circumstances
• 13.3 Introduce new rules to address emerging issues
• 13.4 Communicate changes to members in a timely manner

By continuing to take part in club rides and activities, you accept any updates to our rules and policies. If you disagree with any changes, please contact us immediately at report@surreycyclingclub.co.uk and stop attending club-organised events and rides until your concerns are resolved.

14. Termination of Membership

The club owner and appointed officers may terminate membership if a member:

• 14.1 Breaches these rules or the Dignity and Respect Policy
• 14.2 Engages in conduct detrimental to the club
• 14.3 Fails to pay required fees
• 14.4 Puts others at risk through unsafe behaviour
• 14.5 Misuses or attempts to misuse the club's data access systems, including accessing member personal or emergency contact data for non-emergency or personal purposes

15. Club Structure and Ownership

Members acknowledge that:

• 15.1 Surrey Cycling Club is a privately owned club, registered as Surrey Cycling Club Limited
• 15.2 All decisions regarding club operations are made by the club owner in consultation with appointed Club Officers
• 15.3 Membership fees are reinvested into club infrastructure and operations
• 15.4 Members are encouraged to contribute through volunteering and suggestions
• 15.5 Active contributors may receive non-monetary recognition for their efforts
• 15.6 Surrey Cycling Club collects and processes member personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Full details of how we handle your data are set out in our Privacy Policy
• 15.7 Club Officers and Ride Captains may access a member's phone number and emergency contact details (name and phone number) during club rides for emergencies or to check on a member's safety, for example if a rider becomes separated from the group. No other personal information is shared. All access is verified and logged. See the Privacy Policy for full details

16. Related Documents

Members should familiarise themselves with these related documents:

• 16.1 Dignity and Respect Policy
• 16.2 Release and Waiver of Liability
• 16.3 Risk Assessment
• 16.4 Privacy Policy
• 16.5 Cookie Policy

Effective Date: 1st of April 2026
Last Updated: April 2, 2026
Approved by: Club Owner and Appointed Club Officers