Purpose of this Policy
We may update this Policy from time to time. We will provide you with a new Privacy Notice when we make any substantial updates.
We, the Chilworth Riding Club Committee Members, will be the ‘Data Controller’ of the personal information collected and used by Chilworth Riding Club. This means we are responsible for deciding what personal data about you is required and how it should be protected.
What personal data do we hold and use?
We hold personal data on you to enable us to manage your membership of Chilworth Riding Club and your connection to British Riding Clubs.
The information we hold on you includes:
Your telephone numbers
Your email address
Your date of birth
Details of points accrued through BD, BE and BS
Photographs and images taken from Club Events
Details of any bank transfers you have made to CRC
We will hold on record any communications you have made with CRC
On occasions we may collect personal data from non-members (e.g. such as any non-member participant who completes an entry form at an Open Event). This information will be stored for two years and then destroyed securely. Our lawful basis for processing this data is for the performance of a contract.
Why do we hold this information?
We hold this information because we have legitimate interest in ensuring we can process your application for membership to Chilworth Riding Club and the subsequent membership of British Riding Clubs.
Our lawful basis for processing your personal information is that we have a contractual obligation to you as a member to provide the services you are registering for.
Where and how is this information stored?
Any paperwork you send to us which contains personal information is stored in a locked cabinet.
Any electronic or digital information we have which refers to you or shows pictures of you or those you have given consent for us to have information on is stored on a computer that is protected with security software and the files held are password protected.
Who do we share this information with?
We will use the information that you provide to us for the following reasons:
Processing of membership forms and payments;
Sharing data with committee members to provide information about club activities, membership renewals or invitations to social events;
Club newsletter promoting club activity;
Publishing of competition results;
Sharing data with Club event organisers to administer training sessions;
Sharing data with Team Managers and Equestrian Event Organiser Websites to organise entries to events;
Sending information about promotions or fundraising.
Use for health and safety ie, in the event of an accident we may pass on details to Government Agencies or medical practitioners.
Publishing of articles about Club events in a local or national Newspaper and/or Riding Magazine.
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.
How long do we keep your data?
We will keep your data for as long as you choose to remain a current member of Chilworth Riding Club.
If your membership lapses, we will keep your data for two years (January to December) after which we will remove all your data from our data base, unless we are legally required to retain details for a longer period. In this instance, we will not retain any details for longer than legally required. During these two years we will continue to send you information that we believe would be of interest to you.
You may ask for a copy of the information we hold on you. You may make this request by contacting us.
If, at any point, you believe the information we hold on you is wrong, you can ask us to correct it.
In some circumstances, you may also have a right to ask us to restrict the processing of your personal data, to object to processing or to transfer or erase your personal data. You can obtain further information about these rights from the Information Commissioner’s Office at: www.ico.org.uk or via their telephone helpline (0303 123 1113).
Keep us informed
It is important that the information we hold about you is accurate and current. Please keep us informed if your personal information changes during your membership of Chilworth Riding Club. In particular, please let us know if you change your email address, so that we can stay in touch with you.
Contact addresses for Chairperson and Membership Secretary:
Email: firstname.lastname@example.org Tel: 07702 089012
Email: email@example.com Tel: 07810 773734