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Privacy Policy

We are committed to complying with privacy and data protection laws and being transparent about how we process personal data to ensure that we keep your information safe.

We have policies, procedures and training in place to help our team and volunteers understand their data protection responsibilities and follow the data protection principles.

If you have any questions regarding our Privacy Policy, please email hpequineevents@gmail.com.

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

Collection:

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

How we use personal information:

  • Membership applications, administration and renewals

  • Running events and clinics

  • Dealing with complaints and appeals

  • Undertaking safeguarding activities including DBS checks and casework

  • Processing expenses

  • Employee administration

  • Employee and volunteer recruitment

Personal information 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

  • Qualifications

  • Name of your parent or guardian (if you are under 18)

  • Name and contact details of any next of kin

Purposes for which we will use your personal data:

Running Events:

  • If you register for one of our events, we will use your information provided to us to process your registration so you can attend.

  • This will include sharing some of your information with our volunteers that run the event.

  • It may also include 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 & Appeals:

  • 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 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 & Casework:

  • When necessary, we process relevant personal information about clients, 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.

  • 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 (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.

Employee Administration and Professional Development of Staff:

  • We will process personal information of our employees to fulfil our contract with them.

Employee & Volunteer Recruitment:

  • If you provide us with information about yourself, such as a resume or curriculum vitae, in connection with a job or volunteer application or enquiry, we may use this information to process your enquiry.

  • We will not store this information for any purpose other than that relating to your application.

  • 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 administer a clinic 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 social media administrator or printers.

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

  • 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.

International transfers:

We do not transfer your personal data outside the European Economic Area (EEA).

Your Rights:

If you no longer wish to receive communications about products and services from us, please contact hpequineevents@gmail.com.

You also have the right to:

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

  • 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.

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 necessary. In some circumstances, we may legally be required to retain your personal information, for example for finance, employment or audit purposes.

  • We will keep volunteer records indefinitely to aid us in volunteer recruitment for forthcoming events.

  • We will keep records of events for up to 3 years, 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.

Making a complaint:

You can make a complaint at any time in writing to hpequineevents@gmail.com.

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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