Data Protection Act
OUR PRIVACY PROMISE
The Suffolk Horse Society is committed to protecting the privacy of our supporters.
The Suffolk Horse Society gathers certain information about you. In this notice, references to ‘we’ or ‘us’ means the Suffolk Horse Society (SHS).
This notice explains how information about you is used by the Suffolk Horse Society.
As a data controller we fully comply with the Data Protection Act 1998, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and other relevant legislation.
We take your privacy seriously and treat all the information you give us with great care.
WHAT INFORMATION DO WE COLLECT AND HOW?
We collect personal information about you that helps us to deliver and improve our services. This includes:
- Name and address
- Email address and telephone numbers
- How you would like to hear from us
- Details of purchases, membership, Gift Aid Declarations, donations and gifts in your will
- Details of horse ownership/breeding
- Enquiries and feedback
- Interaction with our social media pages
If you have provided details for someone else, for example by buying a membership/gift for them, we will not contact that person until they have been given the opportunity to let us know their communication preferences.
If you have contacted us on behalf of an organisation, for example Show organisers or Trade Stand management, we will also store details of your employer.
Systems used to process data
We gather information directly from you and also via
- our website
- our computer networks and connections
- communications systems
- email and instant messaging systems
- intranet and Internet facilities
- telephones, voicemail, mobile phone records
- and other hardware and software owned, used or provided by/on behalf of us.
WHAT DO WE DO WITH YOUR INFORMATION?
We use the information you share with us to:
- Make sure you receive the product, service or information you have requested or bought
- Carry out reasonable administration of your membership, donations, bookings, volunteering and other services
- To keep in touch with you in the way that you want us to
- To better understand our supporters so that we can personalise and improve the services we offer
- We will also do our best to keep your information up to date. This includes monitoring returned mail that lets us know if you no longer live at the address we hold for you. We may also use information from the Post Office's National Change of Address database, the Bereavement Register and other similar suppression lists to make sure we do not send communications to the wrong place or person.
We use email as our preferred method of communication wherever possible. However, we will only contact you by email if you have told us you would like to hear from us in this way. Similarly, if you prefer us not to contact you by post, once advised of this by yourself, we will keep to this preference.
You can also change your mind on these preferences at any time. We will keep your preferences up to date, as long as you inform us of any changes.
Disclosures and exchange of information
We will never sell your personal information, or let other organisations use it for their own purposes.
We will only share your personal information where:
- We are legally required to, or as a result of a lawful request by a governmental or law enforcement authority.
- We have engaged a supplier or contractor to carry out services on our behalf, such as order fulfilment, sending our communications or carrying out research and analysis.
We only work with trusted suppliers who have agreed to the terms of our Data Processor Agreement to treat your information as respectfully as we do and in accordance with the requirements of the Data Protection Act 1998.
Information is held at our offices. We have security measures in place to seek to ensure that there is appropriate security for information we hold about you.
Data that is transmitted via the internet or in email, cannot be 100% secure. As a global environment, transmitting data to us may take place outside the European Economic Area.
We will take every reasonable precaution to keep your information safe but it cannot be guaranteed and so please be aware that any information you do transmit to us is at your own risk.
We will only hold your personal information for as long as reasonably necessary to carry out services and administer your relationship with us. Typically, this is two years since your last interaction with us unless we are required to hold it longer for legal or taxation reasons.
If we dispose of your information it will always be done securely.
Please contact firstname.lastname@example.org if you would like to correct or request (in accordance with applicable law) information that we hold relating to you, or if you have any questions in relation to the above. We may charge a small fee for providing personal data about you as permitted by applicable law.
We will need to make changes to this policy from time to time, to ensure that we are always providing you the latest information about what is happening to your personal information.