Last update: 1st September 2018
The new General Data Protection Regulation (GDPR) is an EU regulation coming into effect on 25th May 2018. It aims to standardize and strengthen data protection policies for residents of EU member states and replaces the Data Protection Directive (95/46/EC) of 1995 with immediate effect as of the above enforcement date.
Spirit In Stirrups Limited takes your privacy and data protection very serious and your information will not be shared or sold to any third Party without your prior, explicit consent. In certain circumstances, Spirit In Stirrups Limited may be required to share certain personal data held, for example, to comply with legal obligations or where we are involved in legal proceedings, to respond to a court order, or a governmental authority.
Why we collect & process your personal data
Spirit In Stirrups Limited will collect and process your personal data for the purposes of:
Direct marketing, i.e. to be contacted and to be kept informed about services, events, courses and special offers relevant to you. Our legal basis for using your personal data in this way is consent.
Provision of riding lessons, services, training courses & exams, workshops and events. This will include sharing some of your personal information, including exam results, with the British Horse Society (BHS). Our legal basis for using your personal data in this way is for the performance of a contract.
Accounting. We may share your information with our professional partners (such as our accountants Amey Kamp LLP, HMRC and Companies House). Our legal basis for using your personal data in this way is to comply with our legal obligations.
Accident recording and reporting. We will record and retain relevant personal data about any accidents. Our legal basis for using your personal data in this way is to fulfill our legitimate interests.
How we collect your data
We may collect your data in various ways, for example:
When you, your parent or guardian, complete a Riders Registration or Course Application form
When you, your parent or guardian, your teacher or coach communicate with us by email, telephone, post or via our website or social media platforms
When you give consent to be photographed or filmed during any of our services or events you are participating in
We will only collect personal data that is genuinely needed, which may include:
Contact details (name, address, email address, phone number)
emergency contact / next of kin details if you are partaking in a riding lesson/ridden event/ Equine Facilitated Learning workshop etc.
Name of your parent or guardian (if you are under 18)
Date of birth
Height / weight
Information concerning your health and medical conditions
Legal Basis for processing personal data
Our legal basis for the purposes we process personal data is for the performance of a contract, or for legitimate interests, or to comply with legal obligations, or consent.
We will only process sensitive personal data (also known as ‘special category personal information, such as medical data for example) with your explicit consent. However, we may share your personal data with emergency services, e.g. if an accident occurred or you have taking ill during a lesson or event, because we believe it is in your ‘vital interests’ to do so.
How we store your personal data
Our electronic database that stores your personal is strictly password protected on an encrypted external hard drive and can only be accessed by Spirit In Stirrups Limited’s staff. The external hard drive itself is securely stored in a locked filing cabinet. Equally, all paper records of your personal data such as Rider Registrations Forms, Accident Report Forms and such like, are stored securely in a locked filing cabinet to which only Spirit In Stirrups Limited’s staff have access to.
Any photographic images & videos of you are also securely stored on an encrypted external hard drive.
We will hold your personal data for as long as necessary. If it is no longer required, for example if you have not been an active client for 12 months, we will not retain your personal data and destroy it securely. However, we may be required to retain your personal data by law, for example for finance/accounting, insurance or audit purposes.
You can change your consent preferences or withdraw your consent completely by contacting Bea Simpson, Spirit In Stirrups Limited, by email firstname.lastname@example.org. If you withdraw your consent, the use & storage of your data will cease with immediate effect, except where retention is required by law.
Right to access your data & ‘right to be forgotten’
You have the right to access your personal data Spirit In Stirrups Limited holds and such request will be responded to within 30 days. You also have the right for your personal data to be deleted on request. This is also known as your ‘right to be forgotten’. Once such request is received, Spirit In Stirrups Limited will notify any 3rd party holding your data that consent has been withdrawn, and Spirit In Stirrups Limited will destroy/ delete the data securely within 48 hours of the request.
If you no longer wish to hear from us or would like to 'be forgotten', you can email us by clicking the 'Unsubscribe / Forget Me' button at the bottom of this page.