Bicester & Oxford Riding Club

In order to join Bicester and Oxford Riding Club, we do need to collect some personal information about you and this policy explains what we need and why we need it.

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The Data Protection Act 2018 provides the following rights for individuals:

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• The right to be informed

• The right of access

• The right to rectification

• The right to erasure (the right to be forgotten)

• The right to restrict processing

• The right to data portability

• The right to object

• Rights in relation to automated decision making and profiling

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The following list outlines the types of personal information we may require from you:

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• Full name

• Date of birth or Age

• Home address

• Postcode

• Contact telephone numbers

• Email address

• Next of kin details

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Please note, you are responsible for gaining permission from your next of kin to provide their contact details.

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How do we store your information?

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Your information is recorded through our website which is hosted by Wix and therefore all data submitted by you via our website is stored on their servers. A register of all members is maintained locally by the Chairman of BORC.

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Payments are taken using Stripe or PayPal, we do not store any payment card details. We only receive the payment made by you and a confirmation from the payment merchant that a payment has been made and who has made the payment.

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Who do we share your information with?

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We will not share your information with any third parties for the purposes of direct marketing. Where we utilise third parties who store data outside of the EEA, we ensure that standard contractual clauses (SCC's) are in place to protect your data.

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What do we do with your information?

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Your information will be used to organise events and keep you updated with events you have registered to participate in.

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Next of kin details will only be used to contact in the event of an emergency involving you.

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Access to your information

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It is your right to know what information is stored about you, by us, at any time. All you have to do is make a subject access request and we will aim to respond in 14 working days, some requests may take longer but no longer than one month.

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In most cases, subject access requests are free, however, Bicester and Oxford Riding Club does reserve the right to request a small fee or refuse the request, should it be manifestly unfounded or excessive.

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There are some exemptions which means you may not always receive all of the information we process, this may be because some data may include information about another individual. In these cases, we may be able to send edited versions which do not contain any personal information about others, however, this will be assessed at the time taking both your rights and the other individuals rights in to consideration.

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You can make a subject access request by using the Contact Us form on the website. Please note, all subject access requests are responded to, where possible, electronically, if you wish to receive the information in a different format then you will need to make this clear at the time of request.

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If you would like further information regarding how to make a subject access request, your rights and ours, please visit https://ico.org.uk/your-data-matters/your-right-of-access/

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Data accuracy

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If you believe any of the information we are holding is out of date please let us know and we will ensure it is updated.

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For every year that you are a member of Bicester and Oxford Riding Club you will be asked to update your contact and next of kin details to ensure we have the correct details.

 

The right to be forgotten

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Should you wish to have your data held by us erased, your reason for this must meet one of the following grounds:

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• the personal data is no longer necessary for the purpose which we originally collected or processed it for

• If your consent was given but you have now changed your mind

• If there is no legitimate interest for us to continue processing your data

• If there is no lawful reason for us to have collected or processed your data

• If there is a legal requirement to erase

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Automated decisions

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This does not apply to Bicester and Oxford Riding Club.

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Data Transfers

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We use Wix to supply our website, the use data centres in the USA, Ireland, Japan and Israel. Due diligence has been completed prior to use to ensure that they are compliant with the Data Protection Act 2018 and we have confirmed that Standard Contractual Clauses and their data security is up to standard.

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Children's Information

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Bicester and Oxford Riding Club is an over 18's club so it is unlikely that Children's information will ever be collected.

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Retention and destruction

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We will securely dispose of your application to join BORC when your membership expires and is not renewed.

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Accident forms will be retained for three years from the date it was completed.

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We will only store next of kin details for as long as you are a member or until you update new details.

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All paper based files are securely disposed of.

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Cookies

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This website uses "cookies". A cookie is a small data file that a website can transfer to a your device to keep records of the visits to such site. A cookie contains information that helps us recognise the pages you have visited and improve future visits, but the only personal information a cookie can contain is the information that you provide yourself.

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A cookie cannot read data on your device or read cookie files created by other sites. Information stored in cookies may be encrypted. We do not store your credit card number in cookies.

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If you prefer not to accept a cookie, you can set your web browser (e.g. Microsoft Internet Explorer, Chrome etc) to warn you before accepting cookies or you can refuse all cookies by turning them off in your web browser.

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None of the cookies used on this site are intrusive and only hold data which you have provided when completing a form on this website.

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External Links

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This website may provide links to other third party websites. Even if the third party is affiliated with us through a business partnership or otherwise, we will not be held responsible for the privacy policies, practices or the content of such external links. These links are provided to you for convenience purposes only and you access them at your own risk, we encourage you to read the privacy notices on the other websites you visit.