GDPR Privacy Notice

 

1.   Introduction

 

1.1.                 The International Gundog League Retriever Society [the IGL or the Society] is committed to protecting your personal information and respecting your privacy.

1.2.                 This Privacy Notice sets out the basis on which any personal data that we collect from or about you, or that you provide to us, will be processed by us.

1.3.                 For the purpose of the General Data Protection Regulation [the GDPR], the data controller is the IGL.

1.4.                 We may update this Privacy Notice from time to time. Please check back regularly to see any updates or changes to this Notice.

2.   Data Protection Contact

2.1.                 The contact details for our Secretary for any data protection queries are as follows:

2.1.1.           Via the General Secretary's IGL email on the Contacts page of the IGL website www.igl.org.uk.

3.   Data Protection Principles

We will comply with data protection law. This says that the personal information we hold about you must be:

1. Used lawfully, fairly and in a transparent way.

2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

3. Relevant to the purposes we have told you about and limited only to those purposes.

4. Accurate and kept up to date.

5. Kept only as long as necessary for the purposes we have told you about.

6. Kept securely.

4.   Particulars of processing 

4.1.                 We process personal data about members, judges, competitors, landowners, game keepers, helpers, guns and spectators at our events. The categories of person about whom we process personal data are described in more detail in the Annex to this Privacy Notice.

 

5.   Your rights as a data subject

 

5.1.                 The General Data Protection Regulation provides the following rights (subject to some exemptions):

 

5.1.1.           The right to request access to the personal data that we hold about you;

 

5.1.2.           The right to request rectification of the personal data that we hold about you;

 

5.1.3.           The right to request erasure of the personal data that we hold about you;

 

5.1.4.           The right to request restriction of processing about you;

 

5.1.5.           The right to object to processing; and

 

5.1.6.           The right to data portability.

 

If you wish to raise a complaint on how we have handled your personal data, you can contact our Secretary at the details above.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO) full contact details for which can be found at https://ico.org.uk/global/contact-us/

6.   How we will use information about you

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances: 1. Where we need to perform the contract we have entered into with you. 2. Where we need to comply with a legal obligation. 3. 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. We may also use your personal information in the following situations, which are likely to be rare: 1. Where we need to protect your interests (or someone else's interests). 2. Where it is needed in the public interest [or for official purposes].

 

6.1         We will generally process your personal data for contractual necessity in providing membership services and events. We may also use personal information for additional relevant and related purposes where you might reasonably expect us to do so, where the benefits of doing so are not outweighed by your own interests or fundamental rights or freedoms. This may include:

6.1.1.         To maintain our records and other administrative purposes, including updating your details and preferences:

 

6.1.2.         To assist with queries, complaints and dispute resolution;

 

6.1.3.         For communications related to membership and invitations to participate in canine market research or canine health studies:

 

6.1.4.         To assist with upholding the IGL’s rules and taking action in cases where there may be a breach of the IGL rules.

6.2         We will ask for your direct consent IF we intend to use your personal data for marketing purposes. Where our processing of personal data is based on your having given consent, you have the right as a data subject to withdraw that consent at any time.  If you wish to invoke this right, please notify the Secretary using the contact details set out in Section 2 above.

6.3         You have the right to lodge a complaint with a supervisory authority. In the United Kingdom, the supervisory authority is the Office of the Information Commissioner, full contact details for which can be found at https://ico.org.uk/global/contact-us/

 

7.   Recipients of Data

 

7.1.                 We may use service providers to help us provide you with our Field Trials and any other events. Personal data may be transferred to such service provider, who may act for or on our behalf, for further processing in accordance with the purpose(s) for which the data was originally collected or may otherwise be lawfully processed.

7.2.                 Such third parties have contracted with us as data processors under the requirements in the GDPR. They are contractually bound to only use personal data for the agreed purpose(s). Relevant persons working for these third parties will have access to your personal data under the terms of the data processor contract, but only to the extent necessary to perform their services for us.

 

7.3.                 These data processors agree to implement reasonable contractual and technical protections, to keep your data confidential, not sell your personal data to third parties and to not disclose your personal data to third parties except as may be required by law, as permitted by us or as stated in this Privacy Policy.

 

7.4.                 In appropriate circumstances we may disclose data to authorised bodies as required by law.

 

8.   Visitors to the IGL website – Cookie Policy

 

8.1.                 We do not use cookies to monitor how people use our websites.

 

9.   Contact details

 

9.1.                 Please contact the Secretary above if you have any questions or concerns about personal data and privacy matters.

 

 

 

ANNEX

This Annex sets out the IGL’s processing of personal data relating to members (including committee members), judges, competitors, spectators, landowners, game keepers, helpers and guns at our events.

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

Members

·         Name ·         Address ·         Email address ·         Telephone number(s)   We process your personal data for the following purposes: [Purpose]   [Lawful basis] ·         Provision of membership services including administration and transactional communications relating to membership   Contractual Necessity ·         Upholding the Society Rules   Contractual Necessity ·         Compliance with Kennel Club Rules and Regulations   Contractual Necessity ·         Contacting you regarding information about Society trials, meetings and any other activities   Legitimate Interests ·         Publication  on the website (for Committee Members)   Consent

Judges

·         Name ·         Address ·         Email address ·         Telephone number(s) ·         Kennel Club judges’ ID number   We process your personal data for the following purposes: [Purpose]   [Lawful basis] ·         Administration and transactional communications relating to judging appointments   Contractual Necessity ·         Upholding the Society Rules   Contractual Necessity ·         Compliance with Kennel Club Rules and Regulations (including sharing relevant required information)   Contractual Necessity ·         Publication in the IGL trial schedules and programmes and trial results and reports on the IGL website and/or social media and/or in the shooting press         Legitimate Interests

Competitors

·         Name ·         Address ·         Email address ·         Telephone number(s) ·         Dog information   We process your personal data for the following purposes: [Purpose]   [Lawful basis] ·         Administration and transactional communications for competitors entering our Field Trials   Contractual Necessity ·         Provision of services relating to our Field Trials   Contractual Necessity ·         Upholding the Society Rules   Contractual Necessity ·         Compliance with Kennel Club Rules and Regulations (including sharing relevant required information)   Contractual Necessity ·         Contacting you regarding future events   Legitimate Interests ·         Publication of your name, address (subject to the right to object) and dog information in the trial draw and trial programme and trial results and reports on the IGL website and/or social media an/ or in the shooting press                                                                                                                       Legitimate Interests       Landowners, Game Keepers, Helpers, Guns & Spectators       ·         Name ·         Address ·         Email address ·         Telephone number(s)   We process your personal data for the following purposes: [Purpose]   [Lawful basis] ·         Administration and transactional communications relating to our Field Trials   Legitimate Interests ·         Upholding the Society Rules   Legitimate Interests ·         Compliance with Kennel Club Rules and Regulations (including sharing relevant required information)   Legitimate Interests ·         Contacting you regarding future events   Legitimate Interests       ·         Publication of trial results and or trial reports on our website and/or social media and/or shooting press         Legitimate Interests

 

We also process personal data for the Society’s legitimate interests as we have outlined in the main Privacy Notice (paragraph 6.1). Please be assured that we will always take account of your personal data rights in doing so.

Where do we obtain your personal data from?

Most of the above personal data is received direct from you (the data subject). However, information may be received from third parties (e.g. Field Trial Management System, the Affiliated Societies).

How long do we hold your personal data for?

Personal data will be retained in accordance with statutory requirements, Kennel Club requirements and recommendations and the Society’s retention policy which is available on request.

Are you obliged to provide us with your personal data?

You are not obliged to provide the personal data in question. However, if you do not provide the personal data, we will be unable to perform any contract we have with you for the provision of membership services, judging appointments or event services.

Recipients of your personal data

We disclose data to the following outsourced data processors in line with section 7 of our main Privacy Policy, for the purposes as stated below:

The Kennel Club:
The Kennel Club will hold the personal data of officers of the Society as a part of the implementation of Kennel Club Rules and Regulations. We also provide the Kennel Club with details of the Society’s officers, members, competitors and judges at our events in order to meet requirements in the Kennel Club Rules and Regulations.

We provide competitors’ data to our printer for inclusion in the trial programmes.

 

Do we use your data for any automated decision-making?

No personal data is processed for automated decision-making.

 

Any financial data arising from a transactional process will be held securely by the IGL in accordance and compliance with all statutory and HMRC requirements.