A community of Yorkshire riders

Data Protection and Privacy Policy

Selby and District Riding Club

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 employees and volunteers understand their data protection responsibilities and follow the data protection principles. 

We have a nominated member of staff who serves as our Data Protection Lead. If you have any questions regarding our Privacy Policy, please email selby.riding@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 communicate with us by post, telephone, SMS, email or via our website

How we use personal information

We collect and use personal information about our members, supporters, and volunteers for different purposes.

· Membership applications, administration and renewals

· Informing non-members about Selby and District Riding Club events and services

· Running events and camps (competitions as a representative of the Club)

· Send you newsletters and request help at events

· Dealing with complaints and appeals

· Ask for comments about the services we provide

We only collect personal information that we genuinely need. 

This may include: 

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

· Any purchases you have made for events and membership

· Date of birth and gender 

· Any Special Educational Needs (SEN) requirements for exams including relevant medical records

· 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

· We may also use photographs for the website and social media

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 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.

Informing non-members about Selby and District Riding Club events and services

If you opt in to our mailing list we will use the information that you provide to email and post you information about our events, courses, our services and other items of interest. You can opt out or unsubscribe from receiving this information at any time if you wish. Our legal basis for using your personal information in this way is consent.

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.

Cookies and aggregate information collected from Selby and District Riding Club website

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' 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. 

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.

If necessary, we may also share your information with caterers, course providers, referees, 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.

Your rights

If you no longer wish to receive communications about products and services from us, please contact selby.riding@gmail.com. You can also unsubscribe at any time to emails that we may send to you about the products and services 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 selby.riding@gmail.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 selby.riding@gmail.com  

· 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 selby.riding@gmail.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 selby.riding@gmail.com 

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.

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, employment or audit purposes. 

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. 

Last updated 30th May 2019