Access4Equestrians

Privacy Policy

Our contact details 

Name: Access4Equestrians

Data Protection Officer: The Chairman

Website: www.access4equestrians.org.uk

E-mail: info@access4equestrians.org.uk

The type of personal information we collect 

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

  • Membership applications, administration and renewals

  • Informing non-members about events

  • Running events, including work parties and clinics

  • Processing donations

  • Dealing with complaints and appeals

  • Undertaking governance - trustee and committee members, elections

  • Carrying out surveys

  • Processing expenses

  • Managing public rights of way and access issues

  • Running competitions and events

We only collect personal information that we genuinely need. This may include:

  • Contact details such as name address, email address and phone numbers

  • Date of birth, if a junior member

  • Dietary requirements where this is required for catering

  • Occupation

  • Name of your parent or guardian (if you are under 18)

  • Name and contact details of any next of kin where you are attending an event and are riding/carriage driving

  • How many horses you own, where you keep them and where you ride

  • Preferred equestrian disciplines·      

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. We will email and post you information about events 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.

We may share this information with British Horse Society.

Informing non-members about Access4Equestrians events and services

If you opt in to our mailing list we will use the information that you provide to email and post you information about our events and other items of interest. You can opt out or unsubscribe from receiving this information at any time if you wish. Our legal basis for using your personal information in this way is consent.

We may share this information with British Horse Society.

Running events

If you register for one of our events, we will use your information provided to us to process your registration and enable you to attend the event. This will include sharing some of your information with our volunteers that run the events. 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.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are your consent. You are able to remove your consent at any time. You can do this by contacting info@access4equestrians.org.uk.

Processing donations

If you kindly donate to us, we will use your personal information to collect your donation and maintain a record of our supporters. Our legal basis for using your personal information for this purpose is to fulfil our legitimate interest and fundraising objective. 

Dealing with complaints and appeals

If a complaint or an appeal is raised with us, we will process the personal information that is provided to us to manage and resolve the complaint or appeal. This may include sharing relevant information with an affiliated organisation, such as the BHS or other organisation, depending upon the nature of the complaint and the area it relates to. Our legal basis for using personal information for this purpose is to fulfil our legitimate interest and fulfil our objective of resolving complaints in a careful and appropriate manner.

How we store your personal information 

Your information is securely stored on a password protected database. 

We will keep membership records for two years after the membership has expired, in order to administer our membership scheme. 

We will keep records of events for 2 years, in order to facilitate any insurance claim resulting from the activity.

We will keep governance records for 12 months, in order to administer the mechanism for carrying out committee elections and in case of complaint.

We will keep expenses records for 7 years, in order to comply with our legal obligation.

We will keep marketing records for 2 years, in order to carry out marketing within the legitimate interest of our business.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information. 

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@access4equestrians.org.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@access4equestrians.org.uk.

If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is: 0303 123 1113.