Tendring Hundred Riding Club
Tendring Hundred Riding Club

Tendring Hundred Riding Club – Privacy Notice 

Data protection

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 members and volunteers understand

their data protection responsibilities and follow the data protection principles.

 

We have nominated JM Data Protection to serve as our Data Protection Lead. If you have any

questions regarding our Privacy Policy, please email jmdataprotection@gmail.com

 

This privacy policy relates to our use of any personal information we process about you.

 

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

• as you interact with us in other ways; as a contractor, or in any other capacity

 

How we use personal information

We collect and use personal information about our members, supporters, coaches and volunteers

for different purposes.

 

Membership applications, administration and renewals

Informing non-members about club events and services

Provision of training courses to individuals

Running events and camps

Dealing with complaints and appeals

Undertaking safeguarding activities including DBS checks and casework

Processing expenses

Member administration

Trophies

Volunteer recruitment

 

We only collect personal information that we genuinely need.

 

This may include the following:

• Contact details such as name address, email address and phone numbers

• Date of birth and gender

• Dietary requirements where this is required for catering

• Qualifications if relevant

• 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

 

Membership applications, administration and renewals

We will use the information that you provide to us to process your membership application and

renew your application if appropriate. 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.

 

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.

 

Dealing with complaints and appeals

If a complaint or an appeal is raised with us, we will process the personal information that is

provided to us to manage and resolve the complaint or appeal. This may include sharing relevant

information with an affiliated organisation, such as The BEF or a riding club, a coach, welfare officer

or other organisation, depending upon the nature of the complaint and the area it relates to. Our

legal basis for using personal information for this purpose is to fulfil our legitimate interest and fulfil

our objective of resolving complaints in a careful and appropriate manner.

 

Undertaking safeguarding activities including DBS checks and casework

When necessary, we process relevant personal information about members, volunteers and coaches

for safeguarding purposes. This might include undertaking DBS and other checks to

identify any criminal and other activity we need to be aware of and casework. It may be necessary to

share some personal information with relevant authorities such as the police, The Safeguarding

Advisory Board and an appropriate member of the respective Member Body – such as The BEF, The

Pony Club or a BRC Riding Club (as appropriate to the safeguarding activity). Our legal basis for this

processing is to meet our legal obligations.

 

Processing expenses

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.

 

Cookies and aggregate information collected from

www.tendringhundredridingclub.co.uk

We use cookies and log files on our website to store information about how you use our website. A

cookie is a piece of data stored on the user’s computer tied to information about the user. This

enables us to create a profile which details your viewing preferences. We use your profile to tailor

your visit to our website, to make navigation easier and direct you to information that best

corresponds to your interests and country.

 

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 processing personal information

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

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.

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 Riding Club organising an Area Qualifier

.

If necessary, we may also share your information with others such as caterers 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.

 

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; tax legislation; for

the prevention and detection of crime; and to assist the police and other competent authorities with

investigations including criminal and safeguarding investigations.

 

Tendring Hundred Riding Club

Data Protection Procedure

Privacy Policy

V1 April 2018

7

Transferring personal data outside of the EEA

We do not currently transfer data outside of the EEA however if in some specific unforeseen

circumstances we do need to collect or send some personal information outside of the EEA, for

example for horse passports the following will apply. If we transfer personal information to countries

or jurisdictions, which do not have a similar standard of data protection law in place, we will only do

so to fulfil our contract with you and we will inform you in advance of the need to transfer the

information.

 

Your rights

If you no longer wish to receive communications from us, please

contact us tendringhundred.ridingclub@aol.com

You also have the right to:

• Request a copy of the information we hold about you. 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.

• 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.

• 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.

• 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 note that we may be entitled to refuse requests where exceptions apply: for example, if we

have reason to believe that the personal data we hold is accurate or we can show our processing is

necessary for a lawful purpose set out in this Privacy Policy. For any of the above please contact us at tendringhundred.ridingclub@aol.com

 

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 some other records such as attendance at events and camps indefinitely in

order to facilitate any insurance claim resulting from the activity.

 

Changes to this policy

This Privacy Policy may change from time to time. Where practical we will provide you with an

updated Privacy Policy from time to time. However, we also recommend that you please visit this

webpage periodically to keep up-to-date with the changes in our Privacy Policy.

 

Making a complaint to the Information Commissioner’s Office

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.

 

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