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.
How we collect personal data
We may collect your personal data in different ways, for example:
- when you or your parent or guardian 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 work for us or stable with us or from third parties such as your previous or current employers/yard so we can verify details about you
- as you interact with us in other ways; as a contractor, or in any other capacity
Membership applications, administration and renewals
Running events and camps
Dealing with complaints and appeals
Undertaking safeguarding activities including DBS checks and casework
Employee and volunteer recruitment
We only collect personal information that we genuinely need.
This may include:
- Contact details such as name, address, email address and phone numbers
- Details about your horse such as the name, age, sex and passport number
- Credit card details and any purchases you have made
- Date of birth and gender
- Any Special Educational Needs (SEN) requirements including relevant medical records
- Dietary requirements where this is required for catering
- Name of your parent or guardian (if you are under 18)
- Name and contact details of any next of kin
- In respect of job applicants, we may also collect:
- your bank account details, tax and residency status
- references from previous employers or educational institutions
- contact details for your family members and next of kin
- information concerning your health and medical conditions
- information about your race, ethnicity and sexual orientation
- details of criminal convictions
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.
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, a coach, welfare officers or another organisation, depending upon the nature of the complaint and the that 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 richmondequestriancentre.co.uk
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 livery agreement
- To administer a training course and award a qualification
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 marketing emails and text messages. 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 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; and our IT support and data storage providers.
We process employee personal information to fulfil our contracts with our employees and meet our legal obligations as an employer.
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.
Transferring personal data outside of the EEA (European Economic Area)
We do not need to collect or send your personal information outside of the EEA. We will not transfer personal information to countries or jurisdictions which do not have a similar standard of data protection law in place.
If you no longer wish to receive communications about products and services from us, please contact firstname.lastname@example.org. 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 (however please note that this may lead to you missing vital information).
You also have the right to:
- Request a copy of the information we hold about you. Requests should be addressed to 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 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 firstname.lastname@example.org.
- 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 email@example.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, employment or audit purposes.
- We will keep livery records indefinitely
- We will keep volunteer records indefinitely to aid us in volunteer recruitment for forthcoming events
- We will keep records of events for 2 years, in order to facilitate any insurance claim resulting from the activity.
Changes to this 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.