SUFFOLK HORSE SOCIETY PRIVACY NOTICE
This Privacy Notice explains the types of personal data we may collect about you when you interact with us. It also explains how we will store and handle this data and keep it safe.
The Suffolk Horse Society is a Company Limited by Guarantee and a Registered Charity.
The objects of the Society are, inter alia, to maintain the purity of the breed known as the Suffolk Horse and to promote the breeding of the same.
To collect, verify, preserve, and publish pedigrees of the said breed, and other useful information relating thereto.
To promote the general interests of members of the Society in connection with the breeding and ownership of Suffolk Horses.
The Society has power to do anything calculated to further the objects, or is conducive or incidental to doing so, including inter alia:
- the maintenance and publication of a Stud Book
- the periodical compilation and publication of information connected with the breed.
The Legal Bases we rely on:
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data.
Legitimate interest
In relation to members of the Suffolk Horse Society we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedoms or interests.
Consent
In specific circumstances we can collect and process your data with your consent.
Contractual obligations
In certain circumstances we need your personal data to comply with our contractual obligations.
Legal compliance
If the law requires us to do so, we may need to collect and process your data.
When do we collect your personal data?
*When you join the Society as a member
*When members register births, deaths and transfers of ownership
*When you exhibit horses at shows
*When you purchase a product from us
*When you contact us by any means with enquiries, complaints etc.
*When we engage you to provide goods or services
What sort of personal data do we collect?
*For members we collect: your name, address, date of birth (if under 18 years of age), email and telephone numbers, bank account details, details of horses bred, bought and sold, copies of correspondence with you.
*for suppliers we collect: your name, contact details, payment details, contract information.
*for purchasers of goods we collect: your name, address, contact details, payment details.
*photographs of exhibitors of Suffolk horses appearing in public at shows and Society events.
How and why do we use your personal data?
In pursuit of our legitimate interests we publish a stud book detailing Suffolk horses and their breeders, an on-line database of all registered Suffolk horses, their breeders and owners, regular magazines, periodic newsletters, and other publications aimed at promoting the Suffolk horse.
Data on suppliers of goods and services to the Society and of purchasers from the Society is used for the processing of transactions and the management of contracts.
Your data is held in the Suffolk Horse Society office and is managed and controlled by the staff employed by the Suffolk Horse Society. The data may also be accessed by the officers and other members of the Society’s Council.
Lists of members with contact details may also be provided to regional representatives/co-ordinators of the Society in connection with the organisation of local events.
How do we protect your personal data?
Your personal data is protected in the following ways:
- password protection of Grassroots
- security in the office
- witholding email addresses on bulk emailings
- regional co-ordinators adhere to security measures and delete all data once used for the single purpose of contacting local members
How long will we keep your personal data?
Personal data will only be kept as long as it is necessary for the purpose for which it was collected. At the end of the retention period it will either be deleted or anonymised.
As the object of the Society depends on the production of a historic record of pedigrees some published material, for example the Stud Book, will be maintained for posterity.
Who do we share your personal data with?
We sometimes share data with trusted third parties, for example IT companies who support our website and business systems, and our auditors. In all cases we apply the following policy:
*We provide only the information they need to perform their specific services.
*They may only use your data for the exact purposes we specify to them.
*We work closely with them to ensure your privacy is respected and protected at all times.
*If we stop using their services any of your data held by them will be deleted or rendered anonymous.
We will not share your data with third parties for their own purposes, except when we receive a valid request from a law enforcement body.
We will not share your data with third parties or suppliers outside the European Economic Area.
What are your rights over your personal data?
You have the right to request:
*Access to the personal data we hold about you, free of charge where applicable.
*The correction of your personal data when it is incorrect, out of date or incomplete.
*That we stop any consent-based processing of your personal data after you withdraw that consent.
Members under 18 years old
It is necessary to record the date of birth of any members under 18 years of age. This information will be collected from new members.
To exercise these rights please contact:
The Suffolk Horse Society office, Suite 8, Britannia House, Base Business Park, Rendlesham, Suffolk, IP12 2TZ
sec@suffolkhorsesociety.org.uk
admin@suffolkhorsesociety.org.uk
01394 380643
The Society has chosen not to appoint a Data Protection Officer as it is not a public authority and the core activities do not require large scale, regular and systematic monitoring of individuals nor large scale processing of special categories or of data relating to criminal convictions or offences.
Updated April 3rd 2025