To apply for a free bike, each applicant needs to have completed and met the conditions of entry below.

General

• Be aged 16 years or over (Proof of age may be required).
• Live in Surrey.
• Do NOT currently have access to a working bike.
• Agree to cycle regularly (weekly) or return the bike if not used.
• Be able to cycle confidently, if not cycle training will be required.
• Have basic bike maintenance knowledge.
• Agree to be complete an initial and follow up surveys via email or over the phone
• Agree to return the bike to Active Surrey if they are no longer needed.

Allocation

• One bicycle will be allocated for each successful individual application on a first come first served basis.
• A maximum of two bicycles will be allocated per household. This includes any previous Active Surrey bike allocations.
• We cannot guarantee that every eligible applicant will receive a free bike.

Ownership and eligibility

1. Purpose

• This policy sets out the terms on which refurbished bicycles are provided free of charge to eligible recipients, and clarifies ownership, responsibilities, and liability.

2. Scope & Definitions

• “Bicycle” means a refurbished pedal cycle provided under this programme.
• “Recipient” means the individual who accepts the bicycle.
• “Transfer” means the handover event where the bicycle is issued to the recipient.

3. Eligibility & Allocation

• Bicycles are offered subject to availability and at our discretion, based on programme criteria (e.g., income, transport need, referral).
• We may withdraw or reallocate offers prior to transfer.

4. Ownership Transfer

• On transfer, ownership of the bicycle passes to the recipient.

5. Condition of Bicycle (“As Is”) & Safety Check

• Each bicycle is refurbished and safety-checked by a competent mechanic to a community workshop standard (e.g., brakes functional, drivetrain serviceable, steering secure, tyres roadworthy).
• The bicycle is supplied “as is”, with no express or implied warranties, including fitness for a particular purpose.
• The recipient acknowledges the bicycle may show signs of prior wear.

6. Recipient Responsibilities

The recipient agrees to:

• Perform pre‑ride checks (brakes, tyres, wheel security, quick releases, lights where fitted).
• Store bike securely and protect from weather.
• Maintain the bicycle (inflate tyres, replace worn brake pads, lubricate chain, tighten bolts).
• Use the bicycle lawfully (observe the Highway Code; use lights and reflectors when required; secure the bike appropriately).
• Not resell within 12 months. If no longer needed, offer to return or re‑donate to Active Surrey.

7. Warranty Disclaimer

• We do not provide ongoing servicing or parts.

8. Liability

• To the fullest extent permitted by law, we are not liable for any loss, damage, or injury arising from the recipient’s use, maintenance, storage, transport, or modification of the bicycle after transfer.
• Nothing in this policy excludes or limits liability for death or personal injury caused by our negligence, fraud, or other liability that cannot be excluded under applicable law.
• The recipient accepts the inherent risks of cycling and agrees to ride responsibly.

9. Indemnity

• The recipient agrees to indemnify and hold harmless Active Surrey its staff, and volunteers from claims by third parties arising from the recipient’s use of the bicycle, except to the extent caused by Active Surrey’s negligence or breach of this policy.

10. Theft & Loss

• After transfer, the recipient is responsible for security of the bicycle.
• We do not replace stolen or lost bicycles, though we may offer advice or discretionary support.

11. Modifications & Parts

• Any modifications undertaken by the recipient are at their own risk.
• Use compatible components and seek competent assistance for safety‑critical work (e.g., brakes, steering, fork, frame).

12. Returns & Re‑donation

• If the bicycle becomes unsuitable or unused, the recipient may return or re‑donate it to Active Surrey,
  Returned items may be refurbished for another recipient.

13. Data Protection

• We collect only the minimum personal data needed to administer this programme (e.g., name, contact details, eligibility checks, impact reporting).
• Data is processed under UK GDPR/DPA 2018 on a lawful basis of consent, contract, or legitimate interests (impact reporting), with appropriate retention limits and security.
• A link to our Privacy Notice: Active Surrey – privacy notice - Surrey County Council.
• Aggregated, anonymised data may be used for reporting to funders.

14. Media & Impact (Optional Consent)

• We may request consent to use photos, testimonials, or case studies for reporting and community engagement.
• Consent is voluntary and can be withdrawn at any time without affecting eligibility.

Abuse (verbal or physical) to any of the training or project staff will not be tolerated. Any applicant that is abusive will be disqualified from receiving a bicycle and will not be eligible to reapply at any time. Further action will be taken where necessary.

ACTIVE SURREY reserves the right to amend these terms and conditions at any time. Successful applicants will be informed by email of any changes.

To apply for a free bike, each applicant needs to have completed and met the conditions of entry below.

General

• Be aged 16 years or over (Proof of age may be required).
• Do NOT currently have access to a working bike.
• Agree to cycle regularly (weekly) or return the bike if not used.
• Be able to cycle confidently, if not cycle training will be required.
• Have basic bike maintenance knowledge.
• Agree to be complete an initial and follow up surveys via email or over the phone
• Agree to GPS monitoring of the bike. The GPS will be used to gather journey and route information and can also be accessed in the event of loss or theft. This data will also be shared with partners for evaluation purposes.
• Agree to an initial loan period of 6 months. At the end of the loan period, if the recipient has used the bike to cycle regularly, they will be given the option to take ownership of the bike (subject to being satisfied with the terms and conditions).
• Agree to return the bike to Active Surrey if they are no longer needed.

Allocation

• One bicycle will be allocated for each successful individual application on a first come first served basis.
• A maximum of two bicycles will be allocated per household. This includes any previous Active Surrey bike allocations.
• We cannot guarantee that every eligible applicant will receive a free bike.

Data Collection    

Your loan bicycle will be equipped with a GPS tracking sensor. This will collect trip data but will not be used in real time to look at individual journeys nor will the tracker company have access to any of your personal details. It can also be accessed in the event of loss or theft. If the bicycle stops being used, we may contact you to find out why.  At no point during the loan period must the applicant make any attempt to alter or remove the GPS tracker. Should any misuse of the GPS tracker be found, Active Surrey reserves the right to immediately recall the cycle. By agreeing to collect this data, you are helping to evidence and evaluate the use of the bike, which is vital to make the case for future funding for free schemes like this. Some of which will be shared with project partners for monitoring, evaluation, and transport planning purposes and will be used as outlined in the project privacy policy. For further information on this please visit the Active Surrey – privacy notice - Surrey County Council.

Abuse (verbal or physical) to any of the training or project staff will not be tolerated. Any applicant that is abusive will be disqualified from receiving a bicycle and will not be eligible to reapply at any time. Further action will be taken where necessary.

ACTIVE SURREY reserves the right to amend these terms and conditions at any time. Successful applicants will be informed by email of any changes.

Ownership/Liability

There is an initial loan period of 6 months. The bicycle remains the property of Active Surrey during the loan period. The Borrower will not sell, hire out, lend, or otherwise part with the possession thereof. Active Surrey does not accept any responsibility for the rider or third-party claims associated with the bicycles and cycling accessories.

If you are not using the bike regularly you may be asked to return it to the project. Ownership may be transferred to individuals after the loan period if there is evidence of regular use, terms and conditions apply.

The Borrower must inform Active Surrey of any change of address, telephone and email changes during the period of the loan by emailing: active.surrey@surreycc.gov.uk

If the bicycle is stolen, the applicant must inform the Police and obtain a Crime Number and inform Active Surrey by emailing: active.surrey@surreycc.gov.uk

Front and rear lights have been provided with the bicycles. It is a legal requirement that these lights are used when cycling during hours of darkness or in poor visibility.

Agree to return the bicycle if leaving Surrey county.