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BBGS GDPR And Privacy Policy

1. Introduction

  • 1.1. The British Boer Goat Society (BBGS) 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 British Boer Goat Society.
  • 1.4. We may update this Privacy Notice from time to time. Please check the BBGS website 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:

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, trustees, employees / contractors, judges, speakers, persons making enquiries about Boer Goats or contacting the BBGS for any other reason, stewards and competitors/exhibitors to 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.
  4. Where we need to protect your interests (or someone else’s interests)
  5. Where it is needed in the public interest [or for official purposes].

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 items such as Boer goat market research or Boer Goat health studies:
    • 6.1.4 To assist with upholding the constitution and taking action in cases where there may be a breach of the 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 services (i.e. Grassroots, Website Administrator, Registrations Secretary). Personal data may be transferred to such service provider, who 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 BBGS websites – Privacy Policy is displayed on the website – please refer to this.

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 BBGS’s processing of personal data relating to members (including committee members), judges and exhibitors/competitors at our events, or any person contacting the Society for any other reason.

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

Members
  • Name
  • Address
  • Email Address
  • Telephone number
  • Herd Name / Flock No
  • Bank details
We process your personal data for the following purposes:
  • Provision of membership services including administration and transactional communications relating to membership and goat registrations on grassroots

Contractual Necessity

  • Upholding the BBGS’s Constitution

Contractual Necessity

  • Contacting you regarding newsletters, invitations and information about club BBGS events/meetings [etc.]

Legitimate Interests

  • Publication in the magazine or on the website (for Committee Members)

Consent

  • Publication on the map on the website

Consent

  • Contacting you by email to provide related information and information /marketing communications

Consent

  • Payment of expenses (trustees and any other appropriate person)

Consent

  • Publication of your name and goat details in the herd book

Consent
Judges
  • Name
  • Address
  • Email Address
  • Telephone number
  • Bank details
We process your personal data for the following purposes:
  • Administration and transactional communications relating to judging appointments

Contractual Necessity

  • Upholding the BBGS Constitution

Contractual Necessity

  • Payment of expenses

Consent

  • Inclusion in the BBGS judges’ list and for appointments in the Legitimate Interests show/event schedules

Legitimate Interests
Exhibitors/Competitors
  • Name
  • Address
  • Email Address
  • Telephone number
  • Goat Information
We process your personal data for the following purposes:
  • Administration and transactional communications exhibitors/competitors entering our events

Contractual Necessity

  • Provision of services relating to our events

Contractual Necessity

  • Upholding the BBGS Constitution

Contractual Necessity

  • Contacting you regarding future events

Legitimate Interests

  • Publication of your name address and goat information in show/event catalogue [subject to the right to object]

Legitimate Interests

  • Publication of event results on our websites or [any other publications]

Legitimate Interests
Any other person contacting the society
  • Name
  • Address
  • Email Address
  • Telephone number
We process your personal data for the following purposes:
  • Progressing and reporting back to your enquiry

Consent

We also process personal data for the BBGS’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. other members when transferring goats / processing service certificates)

How long do we hold your personal data for?

Personal data will be retained in accordance with statutory requirements, and the BBGS’ 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 of [purpose]:

Website Administrator – details for inclusion on map of membership

Membership / Registration Secretary – details for membership / registration administration

Grassroots – Herd Book – details for herd book management

Secretary – for managing Society affairs

The Charities Commission will hold the personal data of the trustees of the BBGS as a part of the implementation of Charity Commission business.

We provide member’s data to our printer for inclusion in the herd book.

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 BBGS in accordance and compliance with all statutory and HMRC requirements.