Privacy Notice

THE NORFOLK TERRIER CLUB OF GREAT BRITAIN

GDPR Privacy Notice

 

  1. Introduction

 

    1.1. The Norfolk Terrier Club of Great Britain is committed to protecting your personal information and respecting your privacy.

    1.2. This Privacy Notice sets out the basis on which any personal data that we collect from or about you, or that you provide to us, will be processed by us.

    1.3. For the purpose of the General Data Protection Regulation [the GDPR], the data controller is The Norfolk Terrier Club of Great Britain.

    1.4. We may update this Privacy Notice from time to time. Please check back regularly to see any updates or changes to this Notice.

 

  1. Data Protection Contact

 

    2.1 The contact details for our Secretary for any data protection queries are as follows:

        2.1.1. gail4megalex[at]hotmail.com

        2.1.2. 0116 2882881

 

  1. Data Protection Principles
     

We will comply with data protection law. This says that the personal information we hold about you must be:

1. Used lawfully, fairly and in a transparent way.

2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

3. Relevant to the purposes we have told you about and limited only to those purposes.

4. Accurate and kept up to date.

5. Kept only as long as necessary for the purposes we have told you about.

6. Kept securely.

 

  1. Particulars of processing

 

    4.1. We process personal data about members, judges, ring stewards and exhibitors at our events, as well as some non-members. The categories of person about whom we process personal data are described in more detail in the Annex to this Privacy Notice.

 

  1. Your rights as a data subject

 

    5.1. The General Data Protection Regulation provides the following rights (subject to some exemptions):

        5.1.1. The right to request access to the personal data that we hold about you;

        5.1.2. The right to request rectification of the personal data that we hold about you;

        5.1.3. The right to request erasure of the personal data that we hold about you;

        5.1.4. The right to request restriction of processing about you;

        5.1.5. The right to object to processing; and

        5.1.6. The right to data portability.

If you wish to raise a complaint on how we have handled your personal data, you can contact our Secretary at the details above.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO) full contact details for which can be found at https://ico.org.uk/global/contact-us/

 

  1. How we will use information about you

We will only use your personal information when the law allows us to.
Most commonly, we will use your personal information in the following circumstances:

1. Where we need to perform the contract we have entered into with you.

2. Where we need to comply with a legal obligation.

3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may also use your personal information in the following situations, which are likely to be rare:

1. Where we need to protect your interests (or someone else's interests).

2. Where it is needed in the public interest [or for official purposes].

 

    6.1 We will generally process your personal data for contractual necessity in providing membership services and events. We may also use personal information for additional relevant and related purposes where you might reasonably expect us to do so, where the benefits of doing so are not outweighed by your own interests or fundamental rights or freedoms. This may include:

 

        6.1.1. To maintain our records and other administrative purposes, including updating your details and preferences:

        6.1.2. To assist with queries, complaints and dispute resolution;

        6.1.3. For communications related to membership and invitations to participate in canine health studies;

        6.1.4. To assist with upholding our Club Constitution and taking action in cases where there may be a breach of the Club Rules or Code of Ethics.

 

    6.2 You have the right to lodge a complaint with a supervisory authority. In the United Kingdom, the supervisory authority is the Office of the Information Commissioner, full contact details for which can be found at https://ico.org.uk/global/contact-us/

 

  1. Recipients of Data

 

    7.1. We may use service providers to help us provide you with our services. Personal data may be transferred to such service provider, who act for or on our behalf, for further processing in accordance with the purpose(s) for which the data was originally collected or may otherwise be lawfully processed.

    7.2. Such third parties have contracted with us as data processors under the requirements in the GDPR. They are contractually bound to only use personal data for the agreed purpose(s). Relevant persons working for these third parties will have access to your personal data under the terms of the data processor contract, but only to the extent necessary to perform their services for us.

    7.3. These data processors agree to implement reasonable contractual and technical protections, to keep your data confidential, not sell your personal data to third parties and to not disclose your personal data to third parties except as may be required by law, as permitted by us or as stated in this Privacy Policy.

    7.4. In appropriate circumstances we may disclose data to authorised bodies as required by law.

 

  1. Contact details

    8.1. Please contact the Secretary above if you have any questions or concerns about personal data and privacy matters.

 

 

 

ANNEX

 

This Annex sets out The Norfolk Terrier Club of Great Britain’s processing of personal data relating to members (including Committee Members), judges and exhibitors at our events.

 

What personal data do we process, why do we process it and what is the lawful basis?

Members

Personal data processed:

  • Name

  • Address

  • Email address

  • Telephone number

  • Kennel Affix (if applicable)

 

We process your personal data for the following purposes:

Purpose

 

Lawful basis

  • Provision of membership services including administration and transactional communications relating to membership

 

Contractual Necessity

  • Upholding the Club’s Rules and Code of Ethics

 

Contractual Necessity

  • Compliance with Kennel Club Rules and Regulations

 

Contractual Necessity

  • Contacting you regarding newsletters, invitations and information about Club events/meetings

 

Legitimate Interests

  • Publication in the Members’ Handbook

  • Publication of Committee Members’ details on the website

 

Consent

Consent

  • Inclusion on the Club Breeder List (if applicable), which is published on the Club’s website, in the Club’s Newsletter and sent to/handed out to prospective purchasers on request (with opt out available for any of the above publication methods)

 

Legitimate interests

 

 

 

 

Judges

Personal data processed

  • Name

  • Address

  • Email address

  • Telephone number

  • Record of historic and future judging appointments

 

We process your personal data for the following purposes:

Purpose

 

Lawful basis

  • Administration and transactional communications relating to judging appointments

 

Contractual Necessity

  • Upholding the Club’s Rules and Code of Ethics

 

Contractual Necessity

  • Compliance with Kennel Club Rules and Regulations (including sharing relevant required information)

 

Contractual Necessity

  • Inclusion in the Club’s Judges’ List which is published on the Club’s website and in the Club‘s Handbook

  • Publication of appointments in the Show Schedules and Show Catalogues

 

Legitimate Interests

 

Legitimate interests

 

 

 

 

Exhibitors

Personal data processed

  • Name

  • Address

  • Email address

  • Telephone number

  • Dog information

 

We process your personal data for the following purposes:

Purpose

 

Lawful basis

  • Administration and transactional communications for exhibitors entering our events

 

Contractual Necessity

  • Provision of services relating to our events

 

Contractual Necessity

  • Upholding the Club’s Rules and Code of Ethics

 

Contractual Necessity

  • Compliance with Kennel Club Rules and Regulations

 

Contractual Necessity

  • Contacting you regarding future events

 

Legitimate Interests

  • Publication of your name address and dog information in Show Catalogue, subject to your right to object

 

Legitimate Interests

  • Publication of event results on the Club’s website, in the Club’s Newsletter and the Club’s Handbook

 

 

Legitimate Interests

 

Non-Members

Personal data processed

  • Name

  • Address

  • E-mail address

  • Telephone number

 

We process your personal data for the following purposes:

Purpose

 

Lawful basis

  • Administration and transactional communication relating to provision of membership services

 

Contractual Necessity

 

 

We also process personal data for the Club’s legitimate interests as we have outlined in the main Privacy Notice (paragraph 6.1). Please be assured that we will always take account of your personal data rights in doing so.

Where do we obtain your personal data from?

Most of the above personal data is received direct from you (the data subject). However, information may be received from third parties (e.g. Fosse Data).

 

How long do we hold your personal data for?

Personal data will be retained in accordance with statutory requirements, Kennel Club requirements and recommendations and the club’s retention policy which is available on request.

Are you obliged to provide us with your personal data?

You are not obliged to provide the personal data in question. However, if you do not provide the personal data, we will be unable to perform any contract we have with you for the provision of membership services, judging appointments or event services.

Recipients of your personal data

We disclose data to the following outsourced data processors, in line with section 7 of our main Privacy Policy, for the following purposes:

Fosse Data Limited

We provide show entrants’ data to our show printer for inclusion in the Show Catalogue

 

Kennel Club

We provide the Kennel Club with details of the Club’s Officers and Committee and Challenge Certificate winners at our events in order to meet requirements in the Kennel Club Rules and Regulations.

 

Do we use your data for any automated decision-making?

No personal data is processed for automated decision-making

 

Any financial data arising from a transactional process will be held securely by the Norfolk Terrier Club of Great Britain in accordance and compliance with all statutory and HMRC requirements.​​​​​​​