Ardingly Riding Club, (ARC), is a Data Controller under the Data Protection Act 1998. The club is committed to ensuring that your privacy is protected. 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.
What we collect.
We only collect personal information that we genuinely need.
When you apply to join ARC, we collect your name, address, telephone numbers, e-mail address and (if you wish to compete for the club), your competition discipline preferences.
When you book a clinic, training or a camp organised by ARC, we collect your name, mobile number, e-mail address, riding club membership, (for insurance purposes), an emergency contact name and telephone number, (for safety reasons), and your preferences for that clinic.
When you show interest in competing for ARC in a competition, we collect your name, telephone number, e-mail address, horse’s name and your competition entry preferences.
What do we do with the information.
We require this information to administer the club, understand your requirements and to provide you with the best service and experience we can. Our legal basis for using this information is for the performance of a contract.
If you join the club, the information you provide is used to keep you informed about club activities, clinics, area competitions and to send you regular newsletters. This may be achieved by e-mails sent through MailChimp, who have their own data protection regulations, but we only share your name and e-mail address with them. ARC officers may also contact you via e-mail, telephone and mail. ARC also shares your information with The British Horse Society/British Riding Clubs, (BRC), (with whom we have a Data Sharing Agreement), via secure file transfer, so that they can deliver BRC membership benefits to you.
When you book a clinic, the organiser will use the information you provide to organise the clinic in the most suitable way. The organiser may share some or all of the information with the clinic Trainer, (with whom ARC has a Data Processor Agreement). The organiser of the clinic may contact you by e-mail or telephone.
When you show interest in competing for ARC, the Team Manager will use the information you provide to organise suitable teams and make entries with the competition organisers. The Team Manager may contact you by e-mail or telephone.
In order to enhance the ARC Website or Facebook page, we use photographs taken with the approval of the club member or which may be readily available through electronic internet searches. We do not name the photographs without prior approval. If you are not in agreement with your photographs being used by ARC, please contact: firstname.lastname@example.org
Security & sharing personal information.
ARC is committed to ensuring that your information is secure.
In order to prevent unauthorised access or disclosure it is only shared with ARC club officials on a need to know basis. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect from you.
Apart from our website administrator, (with whom ARC has a Data Processor Agreement), and those organisations or providers previously mentioned, ARC does not share any of your personal information with third parties or marketing organisations.
You may request details of personal information that ARC hold about you under the Data Protection Act 1998.
You may tell us to change or correct your personal information if it is incomplete or inaccurate.
You may 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.
You may unsubscribe from e-mails sent through MailChimp using the unsubscribe facility on the e-mail, if you no longer wish to receive club new and information through this means.
Retention of personal information.
ARC holds your personal information for as long as is necessary.
We may keep some information relating to attendance and activity at clinics, training and camps longer than we would normally deem necessary, in order to facilitate any insurance or legal claim resulting from the activity.
If you choose not to renew your membership of ARC, then under our Data Processing Agreement, we will delete your personal information after 1 year has passed, so long as there are no continuing reasons for us to hold your personal information, for example insurance or legal claims.
Changes to this policy.