Privacy declaration
Lease a Bike considers the protection of personal data to be of great importance. We therefore process and protect your data with great care. We kindly refer you to the text below.
Scope
This Privacy Statement Lease a Bike governs the collection, use and other forms of processing of personal data related to the Lease a Bike services and products provided via this Lease a Bike Website (“Website”) and the Lease a Bike Platform (“Platform”).
Who is responsible for processing your personal data?
Bike Mobility Services Austria GmbH (Otto-Bauer-Gasse 6, Top 3-5, 1060 Vienna, Austria) is the legal entity that operates its bikes lease service in your country via the Lease a Bike brand and will be referred to as ‘Lease a Bike’ hereafter.
Lease a Bike is responsible for all collection and processing of all your personal data in connection with the products and services provided via this Website and the Platform.
Lease a Bike is part of Pon Holdings B.V. (“Pon”). Lease a Bike and Pon are committed to respecting and safeguarding your privacy and the security of your personal data you share with us.
Why and how do we process your personal data?
Lease a Bike Website
Personal data
Personal data is information that identifies you as an individual or relates to an identifiable individual. When you choose to register, contact us, or visit our websites, we will process some personal data about you. We process these personal data for the following purposes:
communicate with you in a personal way or to inform you via newsletters about Lease a Bike products or services, consistent with your choices;
provide customer service, including service around the purchase of services and products, fulfil warranty obligations and product recalls for our own services and those of related companies, and to deal with any enquiries or complaints;
administer your Lease a Bike company registration;
administer your participation in any contests, promotions, surveys or website features consistent with your choices;
administer and fulfil your purchases of Lease a Bike products including the financial and logistic handling;
to communicate future promotional and marketing information including direct marketing purposes and retargeting;
perform market research and improve our business, services and Lease a Bike products or to develop new business, services and products;
perform statistical analyses and reporting;
to aggregate and/or anonymize personal data in order to generate other data for our use.
to comply with our legal obligations, resolve disputes, or enforce our agreements;
Which personal data we process?
Which personal data we exactly process, depends on which websites, products or services you use. In the table below we describe per way of processing: the personal data and the purposes for which we process the personal data as well as the legal basis for the processing:
Ways of processing | Personal data processed | Purposes for processing | Legal basis |
|---|
Contact with customer service (email, online form, chat) | Name, e-mail address, phone number, zip-code, | The above described purposes: 1-3, 5, 7-10. | Performance of a contract or legitimate interest |
Contact with customer service (phone) | Name, phone number, transcribed summaries of our phone conversations with Artificial Intelligence
| The above described purposes: 1-3, 5, 7-10. | Performance of a contract or legitimate interest |
Buying Lease a Bike products on the website | Name, address, e-mail address, phone number. | The above described purposes: 1, 2, 5, 7-10. | Performance of a contract or legitimate interest |
Attend to product promotion, events or online forum | Name, e-mail address, telephone number | The above described purposes: 1, 4, 6, 7-10. | Consent or legitimate interest |
Visit our websites (cookies) | See our Cookie Policy on the website for further details | The above described purposes: 6, 7-10. | Consent or legitimate interest |
Company registration with Lease a Bike to apply for bike lease | Name, e-mail address, address, phone number
In case of self employed company also: IBAN number, financial statement | The above described purposes: 1, 3, 7-10. | Performance of a contract or legitimate interest |
Other? | | | |
Our legitimate interests include: marketing, advertising, security, (crime) prevention, IT management, research and analysis of our products or services, legal affairs, internal management.
Lease a Bike Platform
Lease a Bike offers the platform to enable a smooth and efficient bicycle leasing process, from application to end of lease period for employer, employee and dealer.
Personal data
Personal data is information that identifies you as an individual or relates to an identifiable individual. When you choose to join the bike lease and create an account on our Platform, we will process some personal data about you. We process these personal data for the following purposes:
administer your Lease a Bike account;
communicate with you in a personal way and to inform you about the process of the bike leasing, about services, maintenance;
inform you via newsletters about Lease a Bike products or services, consistent with your choices;
handle all financial and logistical matters regarding your lease process with your employer, the involved leasing company, the involved insurance company, and the bike dealer;
provide a lease offer at the end of the lease contract that include also an offer for a new bike or new lease that might be interesting for you;
provide customer service, including service around the purchase of services and products, fulfil warranty obligations and product recalls for our own services and those of related companies, and to deal with any enquiries or complaints;
administer your participation in any contests, promotions, surveys or website features consistent with your choices;
perform statistical analyses and market research to improve our business, services and Lease a Bike products or to develop new business, services and products by
A) using aggregated and/or anonymized personal data, e.g. to see if our bike dealer network is covering all relevant areas for a customer or B) sending out voluntary surveys to employers, employees or dealers;
to comply with our legal obligations, resolve disputes, or enforce our agreements.
Which personal data we process?
Which personal data we exactly process, depends on which websites, products or services you use. In the table below we describe per way of processing: the personal data and the purposes for which we process the personal data as well as the legal basis for the processing:
Ways of processing | Personal data processed | Purposes for processing the personal data | Legal basis |
|---|
Participate in the bike lease | Name, address, e-mail address, phone number.
Optional: personnel number or department code | The above described purposes: 1, 2, 4, 6, 8, 9
| Performance of a contract or legitimate interest |
Inform you via newsletters | Name, e-mail address | The above described purposes: 2, 3, 8, 9. | Consent or legitimate interest |
Contact with customer service (email, online form, chat) | Name, e-mail address, phone number, zip-code, | The above described purposes: 2, 6, 8, 9. | Performance of a contract or legitimate interest |
Contact with customer service (phone) | Name, phone number, phone recordings, transcribed summaries of our phone conversations with Artificial Intelligence
| The above described purposes: 2, 6, 8, 9. | Performance of a contract or legitimate interest |
Provide leasing contract ending offer | Name, e-mail address, phone number
In case of return or buyout: address where to pick up the bike
In case you request to buy the bike instead of returning it: bank account number | The above described purposes: 2, 4, 5, 6, 8, 9. | Performance of a contract or legitimate interest |
File an insurance claim | Name, address, e-mail address In case of theft: police report | The above described purposes: 2, 4, 6, 8, 9. | Performance of a contract or legitimate interest |
Request for road assistance through Roland/us | Name, address, e-mail address, phone number | The above described purposes: 2, 4, 6, 8, 9. | Performance of a contract or legitimate interest |
Our legitimate interests include: marketing, advertising, security, (crime) prevention, IT management, research and analysis of our products or services, legal affairs, internal management.
More details regarding the GDPR role of Lease a Bike and employer:
In order to enable bike lease, Lease a Bike receives personal data directly from you as an employee. You are informed about the processing of personal data and the terms of use before registering on the Platform.
Lease a Bike acts as a Data Controller independently from employers. Lease a Bike processes your personal data directly related to the bike lease within the Platform without affecting the employer’s data processing role.
The employer remains also a Data Controller, as it determines which employees qualify for the Lease a Bike program and the scope of the bike lease (such as the number of bikes or service budget).
How do we share or transfer your personal data?
Lease a Bike may share your personal data also with third parties to perform certain processing activities on behalf of Lease a Bike and to facilitate services they provide to us. These can include providers of services such as website hosting, data analysis, payment processing, order fulfillment, information technology and related infrastructure provision, customer service, e-mail delivery, auditing, and other services. Lease a Bike requires these third parties to process and protect your personal data diligently. Lease a Bike will not sell your personal data to third parties.
In case you participate in the bike lease, Lease a Bike will share via the Platform required personal data with
- the Customer Company Manager(s) as your employer with the purpose to handle the lease itself and the related payroll processing
- the involved leasing company to be able to provide the Lease a Bike service
- the involved insurance company to be able to handle your claim
- the bike dealer to identify you as the bike user.
Lease a Bike is part of Pon (www.pon.com) and therefore departments (like IT, Marketing) can be located in other Pon companies. As a consequence, your personal data may be shared within and/or transferred to other Pon companies when there is a legal basis for this, such as your consent or a legitimate interest.
Lease a Bike or Pon might reorganize, merge or in any other way sell or dispose (part of) a business company to another company. Where such business relates to Lease a Bike, such transfer of ownership may include the transfer of your personal data to the new owner and its advisors.
We will otherwise only disclose your personal data if so required or authorized by law, where necessary for preventing or combating fraud, where necessary for dispute resolution, or for any other pressing legitimate need which under the circumstances must outweigh your privacy interests, such as the security of our business and the safety of our staff.
How do we protect your personal data?
Lease a Bike will take appropriate technical and organizational security measures against loss or unlawful processing of personal data. This may include using secure registration forms, encryption of data, and restricting access to your personal data.
The best way to show you we take security and privacy seriously, is that we have a SOC 2 ® type 2 assurance report for our Platform. The SOC 2 ® report proves that our security and privacy measures are not just commitments on paper, but that they are actually working to keep your data safe.
Lease a Bike strives to ensure that the data is located on servers in the European Economic Area (EEA). In all cases, you can trust that Lease a Bike will take appropriate privacy and security measures with regard to the confidentiality and protection of your data. For transfers to countries not considered adequate by the European Commission, we have taken adequate measures, such as Standard Contractual Clauses as approved by the European Commission, with these third parties.
How long do we retain your personal data?
We retain personal data for as long as needed or permitted in light of the purpose(s) for which it was obtained and consistent with applicable law. The criteria used to determine our retention periods include amongst others:
the length of time we have an ongoing relationship with you and provide our services to you (for example, for as long as you have an account with us or keep using our services);
whether there is a legal obligation to which we are subject (for example, certain laws require us to keep records of your transactions for a certain period of time before we can delete them); or
whether retention is advisable in light of our legal position (such as in regard to applicable statutes of limitations, litigation or regulatory investigations).
Cookies, web beacons and similar techniques
If you are using our product and/or services via this Website and /or our Platform, we may use cookies, web beacons, unique device identifiers (like IP addresses or MAC addresses) and other similar technologies for storing information to provide you with a better, faster and safer browser experience.
See our Cookie Statement on this Website or the Platformfor the explanation of cookies, web beacons and similar techniques, how we use these techniques and how you can control or change these techniques.
Your rights
If you would like to request to review, correct, update, suppress, restrict or delete personal data, object to the processing of personal data, or if you would like to request to receive an electronic copy of your personal data for purposes of transmitting it to another company (to the extent these rights are provided to you by applicable law), you can contact us via [email protected]. We will respond to your request consistent with applicable law.
In your request, please make as clear as possible what personal data your request relates to. For your protection, we may only implement requests with respect to the personal data associated with the particular e-mail address that is known by us, and we may need to verify your identity before implementing your request. We will try to comply with your request as soon as reasonably practicable and in any event within any applicable legally required timeframes.
Contact, questions, feedback and Data Protection Officer
If you have any questions about this Privacy Statement, please contact us at [email protected].
You may also contact our Data Protection Officer (DPO) via [email protected]. You have the right to file a complaint with a data protection authority for your country or region or where an alleged infringement of applicable data protection law occurs.
Changes
We may change this Privacy Statement from time to time and therefore advise you to consult it regularly. Changes will take effect when we publish the revised Privacy Statement. In the event of material changes to the Privacy Statement, we will inform you. This Privacy Statement was last modified on date: 1 August 2025.
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