†Personal data means any information that may be used to identify an individual including but not limited to a first and last name, a physical address and an email address or other contact information.
In the context of the General Data Protection Regulation we use “contract” as the lawful bases for the processing of your personal data, depending on the circumstances of the processing we may also use "legitimate interests", "legal obligation" and "consent".
We collect, use and retain personal information only in the interests of providing our services to members, for procuring goods and services from our suppliers, and to fulfil our duties and obligations as a riding club. We do not process any special categories of personal data as defined by the General Data Protection Regulation.
This information on data protection does not apply to third party websites which can be reached via links on the KRC website.
How and why we process your personal data
Our processing of personal data is proportionate and necessary for the provision of our services to members, to the procurement of goods and services from our suppliers, to the storage of business correspondence and technical information in relation to enquiries, and to the administration of membership accounts. We process only the minimum amount of personal data necessary in each case. We process no essentially sensitive private information.
We process personal data under three lawful bases:
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 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.
KRC has certain obligations relating to the membership of the club, which requires us to process membership-related personal data and to transfer that data to British Riding Clubs (BRC) to enable the BRC Insurance to be in place for members. Our legal basis for sharing 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.
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.
2. Legitimate Interests
We process your personal data under the lawful basis of our legitimate business interests in ways that would be reasonably expected by individuals who contact us in the interests of joining our riding club, entering our riding club events, or who are interested in offering their own goods and/or services to us.
Specifically, we hold a record of your name, address, telephone number and email as a minimum, and a note of your general area or areas of interest. These records are held in our databases (My Show Secretary, Membership Database).
For individuals who choose to sign up to receive our email newsletter, we process your personal data under the lawful basis of consent.
The minimum information collected for the newsletter is your name and email (provided by you). Your consent for us to send you our newsletter can be withdrawn by you at any time by unsubscribing.
If you provide personal data to us on your own initiative, we will not use, process or forward these data beyond the extent that is admissible by law or to which you have given your consent. Beyond this, we shall pass on your data only if we are obligated to do so by official directives or court orders.
Subscription to Our E-Newsletters
When you submit your data through our website you have the option to opt-in and give your consent to receive our e-newsletter mailings. These electronic mailings comply with both the GDPR and Privacy and Electronic Communications Regulations (PECR). We use MailChimp for these electronic mailings. Each electronic mailing provides the link to unsubscribe at any time.
Using Facebook Social Plug-ins
It may be possible that social plug-ins ("plug-ins") of the social network facebook.com operated by Facebook Inc., 1601 S. California Ave, Palo Alto, CA 94304, USA ("Facebook") are used on the PI Internet pages. This relates in particular to the "Like" button of Facebook.
When you visit one of our Internet pages that includes such a plug-in, your browser will establish a direct connection to the Facebook servers. Facebook will transmit the content of the plug-in directly to your browser, which will include it into the Internet page. By the integration of the plug-ins, Facebook will receive the information that you have accessed the Internet page concerned. If you are logged in into your Facebook account while visiting the website, Facebook can assign the visit to your Facebook account. When you interact with the plug-ins, e.g. by pressing the "Like" button" or writing a comment, the corresponding information will be transmitted directly to Facebook by your browser and stored there.
For the purpose and the scope of the data collection and the further processing and use of the data by Facebook as well as your rights and the setting options for protecting your privacy, please refer to the data protection information of Facebook.
If you do not want that Facebook assigns the visit on our website to your Facebook account, you have to log out of Facebook before visiting our website.
Third party cookies
Third parties also serve cookies via this site. On many of our pages you will see social buttons that enable you, among other functions, to share our web pages. For these buttons to work, the services to which they apply will be collecting information. Therefore you may wish to check the respective privacy policies of each service to see how they use your information and to find out how to opt out or delete it. We also use external web services to show videos, and such embedded content will also be collecting information on your usage. If you are not logged in to these services, only anonymous data will be collected. Third-party cookies are used for the following purposes:
to tailor content to your preferences
to count the number of anonymous users of our site
You have the ability to accept or decline cookies by modifying the settings in your browser. However, we explicitly point out that you may then be no longer able to use all functions of the PI website to the full extent if cookies are disabled.
You can remove cookies stored on your computer at any time by deleting the temporary Internet files (e.g. browser bar > Tools > Internet options).
What can I do to manage cookies stored on my computer?
There are a number of ways to manage cookies. If you use different computers in different locations you will need to ensure that each browser is adjusted to suit your cookie preferences. Some modern browsers have a feature that will analyse website privacy policies and allow a user to control their privacy needs. You can delete any cookies that have been installed in the cookie folder of your browser. See your browser's Help documentation for information on how to do this.
In no case shall Google establish a connection between your IP address with other data stored by Google.
Most browsers accept cookies automatically. You can prevent this by modifying the settings of your browser. But we explicitly point out that you may then be no longer able to use all functions of the PI website to the full extent.
By using this website, you consent to the processing of the data collected about you by Google in the way and for the purpose described above.
Another possibility to prevent the transmission of data to Google Analytics: >> Google Analytics Opt-out Browser Add-ons.
You can deactivate the function of having your data recorded by Google Analytics by clicking on the following link. An opt-out cookie will be set that prevents your data from being recorded when visiting this website: >> Deactivate Google Analytics.
Most emails that we send you have no tracking at all, but the newsletter emails sent to registered subscribers do contain tracking so that we can tell how much traffic the newsletter sends to our site. This data is not anonymous, so we can tell if someone has opened and clicked within the email. We rarely use this information at a personal level, but if you do not wish to be tracked, you can unsubscribe from the newsletter mailing list yet still enjoy our news by reading it here.
Links from our site
How we obtain your personal data
Information provided by you
You provide us with personal data directly through contact with us by joining as a member or by booking into one of our events. This information includes name, address, email address, telephone number and emergency contacts, but the set of information collected varies with the circumstances.
We may also keep information contained in any correspondence you may have with us via email (including attached documents) or received from you by fax, post or other delivery mechanisms. We do not record telephone conversations, but may make a written note of the substantive points.
Personal Data of Children
KRC does collect personal data of persons under the age of 14 for the purposes of membership and event entries. The data includes, name, address, telephone number, email address and date of birth.
Sensitive Personal Information
We do not seek to collect sensitive personal information (i.e. information relating to race or ethnic origin, political opinions, religious or other beliefs, trade union membership, physical or mental health, sexual orientation or criminal records). We ask that you do not provide such information to us. We ask that you make the event organiser or trainer aware of any medical conditions you may have prior to taking part and ensure your emergency contact details are carried on your person.
How We Use Your Personal Data
We use your data to allow us to conduct a membership relationship with you. We protect your personal data according to BRC policies in a manner that is consistent with the requirements of the General Data Protection Regulation concerning data protection. The emphasis of these policies is to ensure that your data remains secure against loss or unauthorised access to the fullest reasonable extent possible within our organisation. Our use of your personal data is proportionate and has a minimal impact on your privacy.
KRC shall keep all your data safe and take any precautionary measures to protect your data against loss, misuse or being modified. Contractors of KRCI who are given access to your data in order to provide services for you on behalf of KRC shall be contractually obligated to keep these data in secrecy and shall not be permitted to use these data for any other than the intended purpose.
Do we use your personal data for marketing purposes?
In accordance with the General Data Protection Regulation, the processing of personal data for direct marketing purposes may be regarded as carried out for a legitimate interest. From time to time we may use your details to send you marketing information appropriate to the category or categories of product interest as expressed by you in previous interactions with KRC. Your data subject rights will be respected. We acknowledge that the right to object to direct marketing is absolute and we must stop processing your data for this purpose if you object.
Third parties also serve cookies via this site. On many of our pages you will see social buttons that enable you, among other functions, to share our web pages. For these buttons to work, the services to which they apply will be collecting information. Therefore you may wish to check the respective privacy policies of each service to see how they use your information and to find out how to opt out or delete it. We also use external web services, for example YouTube, to show videos, and such embedded content will also be collecting information on your usage. If you are not logged in to these services, only anonymous data will be collected. Third-party cookies are used for the following purposes:
We do not sell or buy mailing lists. We keep information about you confidential and will disclose your information to third parties only:
for delivery of goods and services (for example, providing your name and address to a courier company);
where we are required by legal or crime prevention agencies, regulatory authorities or fraud prevention agencies for the purposes of fraud prevention and to comply with legal and regulatory issues and disclosures.
How long do we keep information about you?
We keep information until you request its removal or we have had no contact with you for a period that we redefine from time to time but which may be up to 3 years. This takes into account our need to meet any legal, statutory and regulatory obligations. These reasons can vary depending on the type of information. Information which is no longer required will be disposed of.
Data Subject rights
Subject access requests
The General Data Protection Regulation grants you the right to access particular personal data that we hold about you via a subject access request. We shall respond within one month of receiving the request and will provide you with details of the personal data we hold about you, including the following:
the source of the information;
the purposes for processing the information;
third parties with whom we are sharing the information.
Right to rectification
You have the right to obtain from us, without undue delay, the rectification of inaccurate personal data we hold concerning you. Taking into account the purposes of the processing, you have the right to have incomplete personal data completed, including by means of providing a supplementary statement.
Right to erasure
You have the right to obtain from us the erasure of personal data concerning you without undue delay, except where your data has been processed under the lawful basis of "legal obligation" (this basis applies to employees only).
Right to restriction of processing
Subject to exemptions, you have the right to obtain from us restriction of processing where one of the following applies:
the accuracy of the personal data is contested by you and is restricted until the accuracy of the data has been verified;
the processing is unlawful and you oppose the erasure of the personal data and instead request the restriction in its use;
we no longer need the personal data for the purposes of processing, but it is required by you for the establishment, exercise or defence of legal claims;
you have objected to processing of your personal data pending the verification of whether there are legitimate grounds for us to override these objections.
Notification obligation regarding rectification or erasure of personal data or restriction of processing
We shall communicate any rectification or erasure of personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort. We shall provide you with information about those recipients it you request it.
Right to object
Except where data is processed under the lawful basis of "legal obligation" or "consent", you have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you unless this relates to processing that is necessary for the performance of a task carried out in the public interest or an exercise of official authority vested in us. We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims. If you object on the grounds of direct marketing, this overrides our legitimate interests and we shall stop processing as soon as your objection on these grounds is received.
Right to data portability
Where we process your data under the lawful basis of "consent" (that is, where you have chosen to receive our newsletter or have sent a contact form or quote request form), you have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format, and have the right to transmit this data to another data controller. Where we process your data under the lawful basis of "legitimate interests" or "legal obligation", the right to data portability does not apply.
Right to not be subject to decisions based solely on automated processing
We do not carry out any automated processing of your personal data; hence we make no decisions based on such processing.
Invoking your rights
If you would like to invoke any of the above data subject rights, please write to us at Keysoe Riding Club, The College Equestrian Centre, Church Lane, Keysoe, Bedfordshire, MK44 2JP, or email email@example.com
Accuracy of information
In order to provide the highest level of customer service possible, we need to keep accurate personal data about you. We take reasonable steps to ensure the accuracy of any personal data or sensitive information we obtain. We ensure that the source of any personal data or sensitive information is clear and we carefully consider any challenges to the accuracy of the information. We also consider when it is necessary to update the information, such as name or address changes, and you can help us by informing us of these changes when they occur. To update your personal information, please write to us at Keysoe Riding Club, The College Equestrian Centre, Church Lane, Keysoe, Bedfordshire, MK44 2JP, or email firstname.lastname@example.org
Questions and queries
If you have a complaint
If you have a complaint regarding the use of your personal data or sensitive information, please write to us at Keysoe Riding Club, The College Equestrian Centre, Church Lane, Keysoe, Bedfordshire, MK44 2JP, or email email@example.com
If your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioner's Office (ICO), you can make contact using the details at ico.org.uk
You also have the right to judicial remedy against a legally binding decision of the ICO where you consider that your rights under the General Data Protection Regulation have been infringed as a result of the processing of your personal data. You have the right to appoint a third party to lodge the complaint on your behalf and exercise your right to seek compensation.