NORTH WALES SHEEP DOG SOCIETY
PRIVACY NOTICE (GDPR)
Please note that by subscribing to and paying the North Wales Sheep Dog Society you are consenting to our following Privacy Notice (policy).
Please read the Notice in full and contact us if you have any questions.
The General Data Protection Regulation (GDPR) from 25th May 2018 gives you control over how your data is used and how you are contacted. It also better protects your personal data.
GDPR is all about giving you more control over how your personal data, held by the Society, is used. This means you can have greater confidence that information about you is accurate, up to date, properly managed and better protected.
How we use your personal information
The Society is a membership organisation registered with and regulated by the Charity Commission (registration number 508432). This Privacy Notice is to let you know how the Society promises to look after your personal information. This includes what you tell us about yourself i.e. what we learn by having you as a member. This Notice explains how we do this, how we use this information and tells you about your privacy rights and how the law protects you.
Privacy promise
The Society promises:
- To keep your data safe and private.
- Not to share or sell your personal data to third parties (only personal contact details are processed and stored).
- To use your personal data only to deliver its services to members.
- To respect your privacy and ensure it meets the strict regulatory requirements.
Data Controller (‘Data Protection Officer’)
The Society’s Chairperson (through the Secretary and Treasurer) is responsible for all the personal information obtained and processed.
Contact details and a contact form are available https://www.northwalessheepdogsociety.org.uk/contact-us/
How the law protects you
As well as our Privacy Promise, your privacy is protected by law. This section explains how that works.
Data Protection law says that the Society is only allowed to use personal information if we have a proper reason to do so. The law says we must have one or more of the following reasons:
- To fulfil a contract we have with you e.g. rights of membership
- When it is our legal duty e.g. to register Trustee’s details with the Charity Commission.
- When it is in our legitimate interest e.g. to conduct the business of the Society including producing a members annual diary of sheepdog trials, organising sheep dog trials, publishing trials results and conducting business meetings – Trustees Management Committee and Annual General Meeting).
- When you consent to it i.e. as necessary.
A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.
We list all the ways that we may use your personal information and which of the reasons we rely on to do so. We also tell you what our legitimate interests are as follows.
| What we use your personal information for | Our reasons | Our legitimate interests |
| To manage our relationship with you | Our legitimate interests | Keeping our records up to date |
|
To make and manage members payments To collect and recover money that is owed to us. |
Fulfilling our contracts with members Our legitimate interests Our legal duty |
Being efficient about how we fulfil our legal and contractual duties Complying with regulations that apply to us |
|
To run the Society in an efficient and proper way. This includes managing our financial position, membership services (see below), business, planning, communications, governance and audit. |
Our legitimate interests Our legal duty. |
Being efficient about how we fulfil our legal and contractual duties Complying with regulations that apply to us |
| To register with the Charity Commission (Trustees details only) | Our legal duty. | Complying with regulations that apply to us |
| Membership Services: To produce the Society’s annual Affiliated Trials diary including Officials, Judges, Trial dates and Secretaries. |
Fulfilling our contracts with members Our legitimate interests Your consent as necessary (delete) |
Being efficient about how we fulfil our contractual duties Complying with regulations that apply to us |
| Membership Services: To organise the Society’s sheep dog trials including entries and publishing programmes and results | Fulfilling our contracts with members Our legitimate interestsYour consent as necessary (delete) |
Being efficient about how we fulfil our contractual duties Complying with regulations that apply to us |
| Membership Services: To publish information on the Society’s Website and Facebook page including Officials and Trials Secretaries contact details and publishing trials programmes and results. |
Our legitimate interests Your consent as necessary (delete) |
Being efficient about how we fulfil our contractual duties Complying with regulations that apply to us |
Personal information
| Type (categories) of personal information | Description |
|
Contact (Charity Commission, membership forms, trial entries, trial programmes, trials results) |
Where you live and how to contact you i.e. name, address, telephone numbers, email address |
| Transactional |
Details about your and our payments to and from the Society’s accounts Details about the membership services provided i.e. annual diary, insurance services |
| Contractual | Details about the membership services we provide to you e.g. annual trials diary, Society trials, insurance services, trial entries, programmes and trials results service. |
| Communications | What we learn about you from letters, emails, social media and conversations between us |
|
Website (WordPress) and Google Analytics (website activity) |
Search queries and results are logged anonymously and no user specific data is collected e.g. the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it (anonymous aggregated data sets) |
| Open Data and Public Records | Details about you that are in public records such as the Electoral Register and information about you that is openly available on the internet |
Software used to store information
| Title (purpose) | Information included |
|
Individual Members Excel spreadsheet and Word docs. (mailing labels only) (membership services – including 3 year archive) |
Contact details Payments received Services provided |
|
Affiliated Trial Societies members Excel spreadsheet and Word docs. (mailing labels only) (membership services – including 3 year archive) |
Contact details Payments received Services provided |
|
Public Liability insurance Excel spreadsheet (insurance cover for trials) |
Contact details Payments received Services provided |
|
Banking Excel spreadsheets (deposits and payments) |
Name |
| Society sheep dog trials (entries) Publisher | Name of handler, Town, Name of dog |
|
Annual Trials Diary Publisher |
Contact details of Trial Secretaries and Judges. Society Officials and trophy winners (name / town) |
|
Society trials Entries: Excel spreadsheets Programmes: Publisher |
Contact details |
|
Website WordPress |
Trials Secretaries (contact details) Society Officials (name / town) Trials results (name / town) i.e. limited personal information insufficient to compromise any member |
|
Social Media |
Links to trial results Limited personal information, insufficient to compromise any member Death notices / obituaries |
Security precautions are in place to protect the loss, misuse or alteration of your information i.e. Data Protection and Processing Procedures.
Where we collect personal information from
Data you give to us:
- When you apply for membership of the Society.
- When you talk to the Society on the phone.
- In emails and letters.
- In Facebook messages.
- In trials entry forms.
- Payment and transaction data i.e. cash, standing orders and cheques.
Who we share your personal information with
- We may share your personal information with Trustees of the Society for managing the Society’s affairs.
- We may publish some of your personal information in the Society diary, in Trial programmes, on the website and in the press and social media.
- We will NOT share your personal information with any other third parties.
- We will NOT sell your personal information to any other third parties.
How long we keep your personal information (your record)
The Society will keep your personal information for as long as you are a Member.
After you stop being a member, the Society may keep your digitally stored data for up to 6 years for one of these reasons:
- To answer any questions that may arise.
- To show that we treated you fairly.
- To ensure the Society is able to maintain accurate Membership records.
All personal information submitted on paper forms is destroyed after 12 months unless your consent is required and all messages (emails & Facebook) after 3 years.
How to get a copy of your personal information
- You can access your personal information that the Society holds by contacting the Secretary and Treasurer.
- Letting the Society know if your personal information is incorrect
- You have the right to question any information the Society has about you that you think is wrong or incomplete. Please contact the Secretary and Treasurer if you want to do this.
If you do, we will take reasonable steps to check its accuracy and correct it.
What if you want us to stop using your personal information?
You have the right to object to the use of your personal information, or to ask the Society to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.
There may be membership services reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.
You can ask us to restrict the use of your personal information if:
- It is not accurate.
- It has been used unlawfully but you don’t want us to delete it.
- It not relevant any more but you want us to keep it for use in legal claims.
- You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.
- If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us.
How to complain
Please let us know if you are unhappy with how we have used your personal information. You can contact us using the Society’s online contact form or by contacting the Secretary and Treasurer directly.
You also have the right to complain to the Information Commissioner’s Office.