British Riding Clubs – Area 20 Liaison Committee
Keeping your personal information safe is very important to us. We are committed to complying with privacy and data protection laws and being transparent about how we process personal data.
We have policies, procedures and training in place to help our volunteers understand their data protection responsibilities and follow the data protection principles.
How we collect personal data
We may collect your personal data in different ways, for example:
when you, your parent or guardian, your tutor or coach communicate with us by post, telephone, SMS, email or via our website
from the information you provide to us when you make an application to join us.
as you interact with us in other ways; as a member, or in any other capacity
How we use personal information
We collect and use personal information about our members, supporters and volunteers for different purposes.
Membership applications, administrations and renewals
Provision of training events to Members
Running Events and Camps
We only collect personal information that we genuinely need.
This may include:
· Contact details such as name address, email address and phone numbers
· Date of birth and gender
· Name of your parent or guardian (if you are under 18)
· Name and contact details of any next of kin where you are attending an event and are riding alone.
Membership applications, administration and renewals
We will email and post you information about events, courses, our services and other items of interest, as part of your membership. You can opt out or unsubscribe from receiving this information if you wish. Our legal basis for using your personal information in this way is for the performance of a contract.
Provision of training courses to individuals
If you sign up to one of our training courses, we will use the information that you provide to us to process your registration and provide the course to you. Our legal basis for using your personal information in this way is for the performance of a contract.
Running events and camps
If you register for one of our events or camps, we will use your information provided to us to process your registration and enable you to attend the event or camp. This will include sharing some of your information with our volunteers that run the event or camps. It may also include collecting and sharing medical information with them if you choose to provide that to us. Our legal basis for using your personal information in this way is for the performance of a contract.
If you choose to provide us with your dietary requirements we may share them with third parties that we use to provide catering at our events.
We will use your personal information including your bank account details to process expense claims. Our legal basis for using your information for this is for the performance of a contract.
Aggregate information is collected from users using our own web tracker. This information includes users' Internet Protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time of visit, number of clicks, error pages and number of unique visits.
This information is not linked to personal profiles or to personally identifiable information provided by users. We use it to analyse visitor trends and use of our website, administer the website and to gather broad demographic information of our website users. Our legal basis for using your information in this way is for our legitimate interest.
Our legal basis for the purposes that we process personal information is for the performance of a contract, or for our legitimate interests or consent.
We may process personal information because it is necessary for the performance of a contract to which you are a party (or to take steps at your request prior to entering a contract). For example, we may process your personal data:
· To issue or administer a membership
· To administer a training course
· To supply merchandise which you may order from us, from time to time.
We may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced and does not unduly impact your rights.
We will ask for your consent to send you information emails. You can withdraw consent for this at any time.
Usually we will only process sensitive personal data if we have your explicit consent. In extreme situations, we may share your personal details with the emergency services if we believe it is in your ‘vital interests’ to do so. For example, if someone is taken ill during one of our events.
Sharing personal information
We will only share your personal information where we are required to fulfil our contract with you, or legitimate interest, where we have your consent, or we are required to do so by law.
We may share your personal information with third party organisations who will process it on our behalf, for example our website administrator or printers.
If necessary, we may also share your information with caterers, course providers, Judges, and coaches.
We may also share your information with our bank to process a payment; our professional advisers (such as our legal advisers) where it is necessary to obtain their advice; and our IT support and data storage providers.
We process Members personal information to fulfil our contracts with our Members and meet our legal obligations as a Riding Club.
Where required, we will process personal information to comply with our legal obligations. In this respect we may use your personal data to comply with subject access requests; for the prevention and detection of crime; and to assist the police and other competent authorities with investigations including criminal and safeguarding investigations.
Transferring personal data outside of the EEA
We do not transfer Data outside of the EEA.
If you no longer wish to receive communications about products and services from us, please contact Area 20 – firstname.lastname@example.org . You can also unsubscribe at any time to emails that we may send to you about the Events, competitions and training, that we think will be of interest to you.
You also have the right to:
· Request a copy of the information we hold about you. Requests should be addressed to Area 20 – email@example.com . We will respond within 30 days of receiving your written request.
· Tell us to change or correct your personal information if it is incomplete or inaccurate. Please contact us at Area 20 – firstname.lastname@example.org
· Ask us to restrict our processing of your personal data or to delete your personal data if there is no compelling reason for us to continue using or holding this information. Please contact us at email@example.com
· Receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, so that you can send it to another organisation. Please contact us at area20liaisoncommittee.com
· Object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a disproportionate impact on you. Please contact us at firstname.lastname@example.org
How long we keep your personal information
We will hold your personal information for as long as is necessary. We will not retain your personal information if it is no longer required. In some circumstances, we may legally be required to retain your personal information, for example for finance or audit purposes.
We will keep membership records indefinitely, in order to administer our membership scheme
We will keep records of events and camps for 3 years, in order to facilitate any insurance/Legal claim resulting from the activity.
Changes to this policy
If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is: 0303 123 1113.