Collecting specific, relevant personal information is a necessary part of us being able to provide you with any services you may request from us or in providing services to our customers and members or just managing our relationship with you. This policy will inform you as to how we manage your data.
Important information and who we are
Purpose of this privacy notice
We at Horse-Events (“we” or “our” or “us”) want to make sure all the personal information we have collected about you via our website, www.horse-events.co.uk (site), is safe and secure.
This Policy set outs our commitments to you, in compliance with and beyond the General Data Protection Regulation (GDPR) and explains how we collect, store and use your personal information.
This privacy notice aims to give you information on how Horse Events, The Horse Hub & Equine Bookings collects and processes your personal data through your use of this website, including any data you may provide through this website, for example when you register on our website, sign up for our newsletter, purchase a product or enter an event.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
Horse Events Limited is the controller and responsible for data protection compliance in our organisation (collectively referred to as, Horse Events, “we”, “us” or “our” in this privacy notice).
We have appointed a data protection champion (DPC) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPC using the details set out below.
Horse Events (Fran Corkhill) – Chief Information Officer / Data Protector Champion
Glebe Farm, Grafton, Oxon, OX18 2RY
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy notice and your duty to inform us of changes
We may make minor changes to this privacy notice where necessary at any time. The currently published version of this privacy notice shall be valid. We will only inform you of changes where there is a material change to your rights, for example in the event of a change in Data Protection law. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes first name, last name, username or similar identifier, title, date of birth and gender.
- Contact Data includes billing address, email address and telephone numbers.
- Transaction Data includes details about payments to and from you and other details of anything you have purchased from us.
- Usage Data includes information about how you use our website and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
- Technical Date includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
- Profile Data includes your username and password and any other information you provide when applying for membership.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data, except medical records regarding rider accidents which we are required to compile for insurance and safety purposes). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract (i.e. when you book an event) and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to process your entry). In this case, we are unable to process your entry.
How is your personal data collected?
We only collect data for direct interaction with you, i.e., when you book an event or when you contact us by post, phone or email or online via our website
How we use your personal data
We are committed to ensuring the appropriate use and management of personal information. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract, we are about to enter into or have entered into with you (entering an event).
- 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.
- Where we need to comply with a legal or regulatory obligation.
These are the types of lawful basis that we will rely on to process your personal data-
- Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us
- Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
- Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
- Performance of a task carried out in the public interest
Where Horse Events collects event results data. We process such data for archiving purposes in the public interest and this is not subject to the requirement to have another legal ground for such processing. Provided the rights and freedoms of the individual are not compromised by the retention of such results data.
Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground, we are relying on to process your personal data where more than one ground has been set out in the table below.
|Type of data
|Lawful basis for processing including basis of legitimate interest
|Register on the Website as a user
|Performance of a contract with you
|Register you as a member of Horse Hub
|Performance of a contract with you
|To process and deliver your Horse Hub membership application. Managing fees
Marketing & Communications
|Performance of a contact with you
Necessary for our legitimate interests (to recover debts due to us)
|To process you event entries:
Financial (Card details are NOT stored)
Marketing & Communication
|Performance of a contract with you
Necessary for our legitimate interest (to recover debts due to us)
|To manage our relationship with you which will include:
Marketing & Communication
|Performance of a contract with you
Necessary to comply with a legal obligation
Necessary for our legitimate interest (to keep our records updated and to study how customers use our products and services)
|To deliver relevant website content and advertisement to you and measure or understand the effectiveness of the advertising we serve to you.
Marketing & Communications
|Necessary for our legitimate interest (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
|To make suggestions and recommendations to you about events, goods or services that may be of interest to you
|Necessary for our legitimate interests (to develop our products/services and grow our business)
|Process competition Data including results
|Performance of a contract with you
Necessary for our legitimate interest (to facilitate the organisation of unaffiliated events)
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructure.
Necessary to comply with legal obligations
|To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.
|Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevance, to develop our business and to inform our marketing strategy)
|To process personal data to:
|Necessary for our legitimate interests (to ensure rules and regulations are upheld)
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or you provided us with your details when you registered or entered an event on the website and, in each case, you have opted to receive that marketing.
We only share your data with that of the third party organiser of the specific event you entered. We do not share your data with third parties for marketing purposes.
You can ask us to stop sending you marketing messages at any time.
- Either send us an email to email@example.com with OP OUT as the subject line.
- Following the opt-out links on any marketing message sent to you
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of entering an event or registering on the website. If you would like your account to be deleted in full please email firstname.lastname@example.org from the email you wish it to be deleted from.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Disclosures of your personal data
We may have to share your personal data with Third Parties (defined below) for the purposes set out in the table in paragraph 4 above.
- Organisers of the events on our website, other equestrian organisations such as the The Pony Club
- Service providers acting as processors based [in the European Economic Area] who provide IT and system administration services.
- Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
- HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
- When we carry out disciplinary and safeguarding activities we will receive information from witnesses and from other participants involved in any relevant incident. We may also involve an event organiser and/or the Equestrian Community Integrity Unit in any investigation.
- Where you choose to involve a third party, representative body, lawyer or relative, we may receive and share data with such persons.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We do not transfer your personal data outside the European Economic Area (EEA).
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
We keep full records for 6 years. We keep results data indefinitely for public interest reasons set out in the table at point 4.
By law we have to keep financial data for six years from receipt of such information for financial and tax purposes. In some circumstances you can ask us to delete your data: see Request Erasure below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
These are your legal rights:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
Horse Events (Fran Corkhill) – Chief Information Officer
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Use of this web site and the services provided via (“www.horse-events.co.uk”) are conditional upon you accepting the following terms and conditions. Unless otherwise specified, your acceptance of this User Agreement shall be indicated by your use of www.horse-events.co.uk. www.horse-events.co.uk is provided by Horse Events & Professional Equine Training
Availability of www.horse-events.co.uk
We will endeavour to ensure that www.horse-events.co.uk is available 24 hours per day without any interruptions. However, we reserve the right to make www.horse-events.co.uk unavailable at any time or to restrict access to parts or all of www.horse-events.co.uk without notice. www.horse-events.co.uk is a general information service. We will endeavour not to make it misleading, but we cannot represent that the information accessible on or via www.horse-events.co.uk is accurate, not-misleading, complete or up to date.
Use of www.horse-events.co.uk
www.horse-events.co.uk is designed for your personal, non-commercial use and you must not use it in any other way without our consent. Except as permitted under applicable law, you must not use, copy, translate, publish, licence or sell www.horse-events.co.uk or any materials or information in www.horse-events.co.uk or the structure, overall style and program code of www.horse-events.co.uk without our consent. If you wish to make a request for consent, please contact email@example.com
Links to other websites
Our website contains links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
www.horse-events.co.uk, its style and structure, and the materials and information on www.horse-events.co.uk of www.horse-events.co.uk are protected by copyright and other intellectual property rights, and may not be used by you except as expressly provided in this User Agreement. The authors of the documents in www.horse-events.co.uk assert their moral rights.
Since www.horse-events.co.uk is both free and available to all, it is a condition that your use of www.horse-events.co.uk is at your own risk. We shall not be liable to you or in breach of this User Agreement for any delay or failure to perform any obligation if the delay or failure is due to a cause beyond our reasonable control including, without limitation, the blocking or restricting of information to and/or from our network.
Except as expressly provided in this User agreement, we disclaim any further representations, warranties, conditions or other terms, express or implied, by statute, collaterally or otherwise, including but not limited to implied warranties, conditions or other terms of satisfactory quality, fitness for a particular purpose or reasonable care and skill.
Save as provided below, we disclaim all and will not be liable in contract, tort (including, without limitation, negligence) or otherwise arising in connection with this User Agreement or www.horse-events.co.uk for: (i) consequential, indirect or special loss or damage; or (ii) any loss of goodwill or reputation; or (iii) any economic losses (including loss of revenues, profits, contracts, business or anticipated savings), in each case, even if we have been advised of the possibility of such loss or damage and howsoever incurred.
Our maximum liability to you in contract, tort (including, without limitation, negligence) or otherwise arising in connection with this User Agreement or the www.horse-events.co.uk shall be limited to £50. Notwithstanding any other provision of this User Agreement, we will be liable to you without limit for any death or personal injury caused by our negligence, for any liability arising from statements made fraudulently by us or any other liability that by applicable law cannot be limited.
Either of us may terminate this User Agreement at any time. You may not transfer any of your rights or delegate any of your obligations under this User Agreement without our prior written consent. If we fail to enforce any provision of this User Agreement, that failure will not preclude us from enforcing either that provision (or any similar provision) on a later occasion. Nothing in this User Agreement shall confer on any third party any benefit or the right to enforce any term of the User Agreement. This User Agreement is governed by English law and any dispute connected with this agreement is subject to the exclusive jurisdiction of the English courts. Nothing in this User Agreement affects your statutory rights as a consumer.
Horse Events does not make use of a web site visitor’s IP address, or other session information that is automatically captured by its web server, for any purpose other than system administration and to provide statistics that are used to evaluate use of the site.
Only Session Cookies are used. These are necessary for system administration purposes and are deleted when a visit to the site is terminated. The pages that are visited are tracked for analysis purposes only and the information is not used to make any assumptions about a visitor’s interests.