Privacy Policy

1 DATA PROTECTION

Berkeley & District Riding Club, known as ‘B&DRC’ is a data controller. 

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

We have a nominated a committee member who serves as our Data Protection Lead.  If you have any questions regarding our Privacy Policy, please email: Jill McFarland (Chair) at bdrc@hotmail.co.uk.

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

2 HOW WE COLLECT PERSONAL DATA

We may collect your personal data in different ways, for example:

• when you communicate with us by post, telephone, SMS, email or via our website

• from the information you provide to us when you complete the membership form

• when you compete in area competitions or attend B&DRC organised rallies/day camps.

3 HOW WE USE PERSONAL INFORMATION

We collect and use personal information about our members solely to send on to British Riding Clubs (BRC) head office for membership purposes.

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. 

• Dietary requirements where this is required for catering. 

• Name and contact details of any next of kin where you are attending an event and are riding.

4 MEMBERSHIP APPLICATIONS, ADMINISTRATION AND RENEWALS

We will use the information that you provide to process your membership application and renew your application if appropriate. We will email you information about events. 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.

5 INFORMING NON-MEMBERS ABOUT B&DRC EVENTS AND SERVICES

If you opt in to our mailing list we will use the information you provide to email you information about our events. 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.

6 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.

7 RUNNING EVENTS AND CAMPS

If you register for one of our events or camps, we will use the information provided to us to process your registration which will 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.

8 APPLICATIONS AND PROVISION OF SCHOLARSHIPS AND BURSARIES

If you apply for one of our scholarships or bursaries, we will use the information provided to us to process your application, and if appropriate, administer and manage the award. Our legal basis for using your personal information for this purpose is to fulfil our legitimate interest as an award giving organisation. This will include sharing some of your information with the respective coach/centre – as appropriate to the scholarship or bursary.

9 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 British Equestrian Federation 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.

10 UNDERTAKING SAFEGUARDING ACTIVITIES INCLUDING DBS CHECKS AND CASEWORK

When necessary, we process relevant personal information about members, volunteers, coaches and employees 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 British Equestrian Federation, 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.

11 PROCESSING EXPENSES

We will use your personal information including your bank account details to process expense claims/reimbursements. Our legal basis for using your information for this is for the performance of a contract.

12 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:

12.1 To issue or administer a membership.

12.2 To administer a training course and award a qualification.

12.3 To supply merchandise you have ordered from our online shop. 

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.

13 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 a mailing house, our website administrator or printers. 

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. 

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.

14 TRANSFERRING PERSONAL DATA OUTSIDE OF THE EEA 

We may need to collect or send some personal information outside of the EEA, for example for horse passports. 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 will inform you in advance of the need to transfer the information. For information about international transfers of personal data, you can contact the Data Protection Lead.

15 YOUR RIGHTS

Please contact Claire Friend (Membership Secretary) at bdrc@hotmail.co.uk if you:

(a) No longer wish to receive communications in connection to the club or wish to change or correct your personal information if it is incomplete or inaccurate.

(b) Wish 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 Jill McFarland (Data Lead) at  bdrc@hotmail.co.uk if you:

(a) Wish to request a copy of the information we hold about you. We will respond within 30 days of receiving your written request.

(b) Wish to 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.

16 HOW LONG WE KEEP YOUR PERSONAL INFORMATION

We will hold your personal information for three years.  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 two years, in order to facilitate any insurance claim resulting from the activity.

17 CHANGES TO THIS POLICY

This Privacy Policy may change from time to time. We recommend that you please visit this webpage periodically to keep up-to-date with the changes in our Privacy Policy.

18 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 https://ico.org.uk/global/contact-us/ whose helpline number is: 0303 123 1113.