Great Swiss Mountain Dog Club GDPR Privacy Notice

Introduction

The Great Swiss Mountain Dog Club is committed to protecting your personal information and respecting your privacy.

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.

For the purpose of the General Data Protection Regulation [the GDPR], the data controller is the Great Swiss Mountain Dog Club. Please contact the Hon. Secretary with any queries

We may update this Privacy Notice from time to time. Any changes we make in the future will be posted on our web site: http://www.gsmdclub.co.uk. Please check back regularly to see any updates or changes to this Policy.

Data Protection Principles

1. Particulars of processing

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

b. Used lawfully, fairly and in a transparent way

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

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

e. Accurate and kept up to date.

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

g. Kept securely.

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2.  Who we process data on We process personal data about members, judges, ring stewards and competitors/exhibitors to our events. The categories of person about whom we process personal data are described in more detail in the Particulars of Processing that are set out in the Annex to this Privacy Notice.
 

3.  Your rights as a data subject

a. It is important that we tell you your rights that you have as a data subject under the General Data Protection Regulation – these are set out below.

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

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

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

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

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

g. The right to object to processing; and

h. The right to data portability.

 

4.  If at any point you believe the information, we process on you is incorrect, incomplete or out of date then please let us know and we will make sure that your data is corrected.
 

5. If you wish to raise a complaint on how we have handled your personal data, you can contact the Club’s Hon. Secretary.

6. 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/

How we will use information about you

7. 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:

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

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

c. 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.

 

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

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

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

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9. 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. The law calls this the “Legitimate Interests” condition for processing. This may include:

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

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

c. Communications related to membership and invitations to participate in canine market research or canine health studies.

d. Upholding our club constitution and acting in cases where there is a breach of the Club rules or Codes of Ethics.

10. We will ask for your direct consent if we intend to use your personal data for marketing purposes. Where our processing of personal data is based on your having given consent, you have the right as a data subject to withdraw that consent at any time. If you wish to invoke this right, please notify the Secretary.

11. 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/

Recipients of Data

12. 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 were originally collected or may otherwise be lawfully processed.

13. 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.

14. 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.

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

Contact details

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

Internet Cookies

 

16. We use cookies on this website to provide you with a better user experience. We do this by placing a small text file on your device / computer hard drive to track:

a. how you use the website,

b. to record or log whether you have seen particular messages that we display,

c. to keep you logged into the website where applicable,

d. to display relevant adverts or content,

e. referring you to a third-party website.

17. Some cookies are required to enjoy and use the full functionality of this website.

18. We use a cookie control system which allows you to accept the use of cookies, and control which cookies are saved to your device / computer. Some cookies will be saved for specific time periods, where others may last indefinitely. Your web browser should provide you with the controls to manage and delete cookies from your device, please see your web browser setup for further information and setup options.

19. Cookies that we use are:

a. Wix administration as required by the website hosting platform.

b. Google – as required to provide search / tracking history

Data security and protection

 

20. We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.

Transparent Privacy Explanations

21. We have provided some further explanations about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology.

a. Sponsored links, affiliate tracking & commissions - Our website does not operate any sponsored links, affiliate tracking or commissions.

b. Email marketing messages & subscription - We currently do not operate any Email Marketing Messages & Subscription services nor do we intend to at this time.

 

Annex A to - Great Swiss Mountain Dog Club GDPR Privacy Notice

This Annex sets out the Great Swiss Mountain Dog Club’s processing of personal data relating to members, including committee members, judges and exhibitors/competitors at our events.

What personal data do we process?

a. Name (members and judges)

b. Address (members and judges)

c. Email address (members and judges)

d. Telephone number (members and judges)

e. Affixes (members only)

f. Judging appointments (judges only)

g. Breed Seminar attendance

h. Judging Exam taken plus result

i. Character Assessment Results

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. the Kennel Club Breed Supplements for puppies, imported and sold dogs).

Why do we process your personal data and what is the lawful basis?

We process your personal data for the following purposes:

a. Publication on the Website (For Committee Members)

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

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 - see below.

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 or event services.

Recipients of your personal data

We disclose data to the following outsourced data processors, for the purpose of:

 

• The Kennel Club as part of the Club’s Annual Returns
   

• We provide show entrants’ data to our show printer for inclusion in the show catalogue.

 

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 Club in accordance and compliance with all statutory, HMRC and Financial Authority requirements.

The Kennel Club will hold the personal data of officers of the Club as a part of the implementation of Kennel Club Rules and Regulations. We provide the Kennel Club with details of Great Swiss Mountain Dog Club officers to meet requirements in the Kennel Club Rules and Regulations.

Great Swiss Mountain Dog Club Retention Policy

The Great Swiss Mountain Dog Club will only retain personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

a. Personal data can be further processed and stored for archiving in the public interest and statistical and historical research purposes. When doing so we will consider: any link to the initial purpose, the context the data was collected in, the reasonable expectations of members/exhibitors/competitors/judges, the nature of the data, the consequences of further processing and the existence of appropriate safeguards. Also, whether such data can be ‘anonymised’ if being preserved for archives.

b. Financial Records: There is statutory requirement to keep financial records for seven years. However, records may be kept for the last eight years, in order to ensure that year ends are available. Beyond the eight-year point, there is little justification in keeping bank statements, cheque stubs etc. unless there was an incident which was of particular significance.

c. Membership Lists: Old membership lists may have some historical value and/or statistical value The Club/society will consider how long is practically useful.

d. Constitutions: Out of date constitutions come into the same category. Whilst details of changes will be included in AGM reports, there may be a historical interest in retaining original versions where possible, and which can be displayed as part of commemorative exhibitions.

e. Show Catalogues: Show catalogues can provide a gold mine of information and statistics, as well as forming an important historical record. Show entry forms must be retained for twelve months after the show.

f. Committee and AGM/SGM Minutes and Documents: Committee minutes and documents relating to AGMs and SGMs must be retained as the definitive record of all club business together with the decisions made and policies agreed. Also, as an information resource to resolve any procedural issues or disputes.