Weimaraner Club of Scotland

GDPR

General Data Protection Regulations

About this policy......

This policy explains when and why we The Weimaraner Club of Scotland collect personal information about our members and how we use it; keep it secure and club member’s rights in relation to it. This includes visitors and guests. We will collect, use and store personal data, as described in this Data Protection Policy when people engage in activities at the club. Normally this will be through some level of membership.

We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check here regularly for any amendments. We will only share your personal data with any third parties as outlined below.

We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk).

Responsible person(s)

For the purposes of the GDPR, The Club (Secretary & Membership Secretary) will be the “controller” of all personal data we hold about club members and others. The (Secretary & Membership Secretary) is responsible for making sure the club complies with the General Data Protection Regulation (GDPR) which applies from 25 May 2018. We will review personal data every year to establish whether we are still entitled to process it or not.

Member’s rights

You have rights under the GDPR:

To access your personal data
To be provided with information about how your personal data is processed
To have your personal data corrected
To have your personal data erased in
To object to or restrict how your personal data is processed in

For more details, please address any questions, comments and requests regarding our data processing practices to the secretary.

Specific use and sharing of personal information

In general your personal data will only be used for the purposes of membership management (renewals etc.) and your email and telephone numbers may be used for communication about news/work at the club, competition entries/results and other important notices etc. Your name/address and email address may be shared with our current National Governing Body (The Kennel Club) and or vetted enquiries for training, breeding and judging information.

The Lawful reasons for processing your data.

We have three lawful reasons for processing your data, which are:

(a) Processing of your data is necessary for the administration of your membership contract.

(b) Through application your information is included on our database of breeders, trainers, judges or exhibitors.

(c) You have given consent to the processing of your data by signing our privacy statement for the specific purposes set out in this policy.

The below give further explanation of which lawful reason applies to which data, why we collect it and who we may be required to share it with. The club will make every effort to ensure data is only shared with organisations that are GDPR compliant.

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

Members

· Name

· Address

· Email address

· Telephone number

· Dog information where appropriate

We process your personal data for the following purposes:

· Provision of membership services

· Upholding the Club/Society Rules and Code of Ethics

· Compliance with Kennel Club Rules and Regulations

· Contacting you regarding club events/meetings

Judges

· Name

· Address

· Email address

· Telephone number

We process your personal data for the following purposes:

· Administration and transactional communications relating to judging appointments

· Upholding the Club/Society Rules and Code of Ethics

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

· Publication in the Club/Society judges’ list and for appointments in the show/event schedules

Exhibitors/Competitors

· Name

· Address

· Email address

· Telephone number

· Dog information

We process your personal data for the following purposes:

· Administration for exhibitors/competitors entering our events

· Provision of services relating to events

· Upholding the Club/Society Rules and Code of Ethics

· Compliance with Kennel Club Rules and Regulations

· Contacting you regarding future events

· Publication of your name address and dog information in show/event catalogue [subject to agreements]

· Publication of event results on our websites or and newsletters

Where do we obtain your personal data from?

The personal data is generally received direct from you (the data subject).

How long do we hold your personal data for?

Personal data will be retained in accordance with statutory requirements & Kennel Club requirements

Are you obliged to provide us with your personal data?

You are not obliged to provide personal data ,however, if you do not provide the personal data, we will be unable to perform any service or agreement relating to provision of membership services, judging appointments or event services.
Recipients of your personal data

We disclose data to the following outsourced data processors for the purposes of:

Highampress / Fossedata for entries to shows

Kennel Club records
The Kennel Club will hold the personal data of officers of the Club/Society as a part of the implementation of Kennel Club Rules and Regulations.

We provide the Kennel Club with details of the Weimaraner Club of Great Britain’s officers and full catalogue entrants & Challenge Certificate winners at our events in order to meet requirements in the Kennel Club Rules and Regulations.

For any on-line payments which we take from members, probationers, visitors and guests we will use a recognised online secure payment system.

In the unlikely event of a breach of the security of data we will notify members promptly and we will never sell or pass on your personal data.

Request to see your personal information

If you wish to know what personal data the club holds please email the Secretary and he/she will respond within 14 days of the request (depending on availability).

Accuracy and retention of data

Each individual is responsible for keeping the Secretary (as first point of contact) informed of changes to their data (e.g. address/telephone number etc. and this is updated at least once a year at renewal and you are at that time authorising the club to hold such data on file.

The data is kept on file with the Secretary and Membership Secretary. Judges information and lists will be published on line via the website. The data will be normally be kept for up to (10 years).