Your Personal Information

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 information.

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

If you have any questions regarding our Privacy Notice, please email johnpeelrc@hotmail.com.

This Privacy Notice relates to our use of any personal information we process about you.

How we collect personal information

We may collect your personal information in different ways, for example:

• when you communicate with us by post, telephone, SMS, email or via our website
• from the information you provide to us when you complete a new/renewal membership or entry form
• when you sign up to participate in training, competitions and team events
  

How we use personal information

We collect and use personal information about our members for different purposes.

• Membership applications, administration and renewals
• Provision of training courses to individuals
• Running events and camps
• Participation in British Riding Club Events

We only collect personal information that we genuinely need.

This may include:

• Contact details such as name, address, email address and phone numbers
• Your emergency contact(s)’ details, including their name, address and phone numbers

Membership applications, administration and renewals

We will use the information that you provide to us to process your membership application and renew your application if appropriate. John Peel RC is affiliated to the British Horse Society as a British Riding Club (BRC), and therefore your personal information will be shared with the BRC in order to fulfil your membership benefits and they may share with BRC associates for the purpose of fulfilling your full membership benefits e.g. insurance providers.

We or BRC may automatically contact you about your membership: for example, to ensure you receive your membership benefits, to tell you about news, activities and events. This includes sending you a regular magazine, email updates, information on other membership benefits, and publishing competition times and results in the public domain. You can find out more about how BRC process your personal information here.

We will email and may post you information about events, courses, our services and other items of interest, as part of your membership. 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.

Provision of training courses to individuals

If you sign up to one of our training courses, we will use the information that you provide to us to process your registration and provide the course to you. Our legal basis for using your personal information in this way is for the performance of a contract.

Running events and camps

If you register for or enter one of our events or camps, we will use your information provided to us to process your registration or entry and enable you to attend the event or camp. This will include sharing some of your information with our volunteers who run the event or camps. It may also include collecting and 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.

Participation in British Riding Club Events

If you agree to participate in any Area or National British Riding Club (BRC) training or competition, we will share your personal information with them when to make the entries for the purpose of your participation in the event or competition. The legal basis upon which we/BRC use your personal information in this way is for the performance of a contract.

Accessing John Peel Riding Club Products and Services online

If you utilise the John Peel My Club House site for the purposes of accessing our products and services, you will be subject to the Terms and Conditions and Privacy Policy of Simmetrics Limited. These terms will be brought to your attention for your acceptance upon first use of the site. These will be kept up to date and are easily accessible on the site for your future ease of reference. We recommend that you check these documents regularly to ensure you understand the terms that apply each time you interact with the website https://johnpeelridingclub.myclubhouse.co.uk/

Providing your Emergency Contact’s details

In providing the contact details of your next of kin in the case of an emergency, you confirm to us that you have sought permission from that individual to (i) provide their personal information to us; (ii) for it to be used for the purpose of contacting them should you have an accident; and (iii) that they consent to their information being processed and retained in accordance with this Privacy Notice. The legal basis for using their information in this way is for our legitimate interests in keeping you safe.

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 issue or administer a membership
• To administer a training course
• To enter BRC competitions

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.

If necessary, we may share your information with caterers, course providers, referees, 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.

Where required, we will process personal information to comply with our legal obligations. In this respect 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.

Transferring personal data outside of the EEA

John Peel Riding Club will ensure that, to the extent that any personal information transferred by us outside the European Economic Area (EEA) is transferred:

• only to a country that the European Commission has determined ensures an adequate level of protection; or
• where we have put in place appropriate safeguards (directly or indirectly through our third party service providers), for example by using a contract for transfer which contains specific provisions relating to data protection that have been adopted by the European Commission or competent national data protection authority; or
• where you have consented to this or there is another lawful basis on which are entitled to rely to make the transfer.

Your rights

If you no longer wish to receive communications about products and services from us, please contact johnpeelrc@hotmail.com. You can also unsubscribe at any time to emails that we may send to you about the products and services that we think will be of interest to you.

You also have the right to:

• Request a copy of the information we hold about you. Requests should be addressed to johnpeelrc@hotmail.com. We will respond within 30 days of receiving your written request.
• Tell us to change or correct your personal information if it is incomplete or inaccurate. Please contact us at johnpeelrc@hotmail.com.
• 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 contact us at johnpeelrc@hotmail.com.
• Receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, so that you can send it to another organisation. Please contact us at johnpeelrc@hotmail.com.
• Object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a disproportionate impact on you. Please contact us at johnpeelrc@hotmail.com.

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 Notice.

How long we keep your personal information

• We will hold your personal information for as long as is necessary. We will not retain your personal information if it is no longer required. Generally, we will not keep personal information for more than 6 years after the date of an event, clinic, competition or the end of your membership.

How to Complain

If you have any concerns about our use of your personal information, you can make a complaint to us at johnpeelrc@hotmail.com.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Changes to this Privacy Notice

This Privacy Notice may change from time to time and where practical we will provide you with an updated Privacy Notice. However, we also recommend that you please visit this webpage periodically to keep up-to-date with the changes in our Privacy Notice.