PRIVACY POLICY

Personal data, or personal information, means nay 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 follows:

• Identity Data includes first name, last name, username or similar identifier, title, date of birth and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Health Data comprises sensitive personal data and is limited to information about rider injuries and/or accidents which occur during activities which take place under BE rules. This might include witness information about a horse or rider fall (such as a fence judge report), information from treating medical professionals, and any related information.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of anything you have purchased from us including membership.
• Technical Data 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, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you interact with and 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.
  
  We also collect, use and share Aggregated Data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity, which may be used for any purpose. 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 information about rider injuries and accidents. We are required to record and compile sensitive personal data about your health in connection with any rider accident or injury which takes place in any event or training situation which operates under the BE rules, both for insurance purposes, and to facilitate analysis of this sensitive personal data for research purposes. We do not 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  we have with you (i.e. when you take out membership) 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 membership). In this case, we may have to cancel your membership application but we will notify you if this is the case at the time.

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:

We may share your personal data where necessary with Third Parties (defined below) for the purposes set out in the table in paragraph 5 above.


Third Parties

• Organisers of affiliated events, coaches, or other equestrian organisations such as British Equestrian (BEF) and the Fédération Equestre Internationale (FEI).
• Service providers acting as processors based in the EU, the USA and Australia 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.
• Commercial organisations who BE engages with to provide benefits for members.
• Research institutions or organisations who BE engages with on specific projects or assignments, which may include the use of sensitive health personal data in relation to the analysis of rider injuries, falls and accidents which take place under activities governed by the BE rules.
• Commercial organisations which may process results and participation data for both research and commercial purposes. 

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.

When you submit information on registration, we may receive information from third parties such as the FEI, event organisers and other governing bodies.

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 may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.

Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place: 

• We will primarily transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data, namely, the USA, Australia, the EU and Switzerland.
• If we do need to transfer your personal data to countries not named above, we will use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK.

We have put in place appropriate security measures to prevent your personal data (and any sensitive 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 (and any sensitive 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 reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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, regulatory, tax, accounting or other requirements.

We keep full membership records for six years after an individual ceases to be a member. We keep results data, and any sensitive personal data relating to rider accident or injury, indefinitely for public interest reasons set out in the table at point 5. 

By law we have to keep basic information about our members (including Contact, Identity, Financial and Transaction 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 and sensitive personal data (so that it can no longer be associated with you) for research or statistical purposes (whether undertaken by BE or by a third party), in which case we may use this information indefinitely without further notice to you.

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These are you 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) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Object to direct marketing – you may object at any time to the processing of your personal data for direct marketing purposes by using the process set out above.
• 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.

No fee usually required
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 youWe 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 respondWe 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.