Privacy Policy
- 01
The Friesian Horse Association of Great Britain and Ireland Ltd trading as the United Kingdom Friesian Horse Studbook (FHAGBI Ltd t/a UKFHS) is a data controller registered with the UK Information Commissioner’s Office, registration number ZB448231. Our address is:
FHAGBI Ltd t/a UKFHS, Chippenham Lodge Stud, Parkside, Ely, Cambridgeshire, CB7 5PX, United Kingdom
Our data protection officer can be contacted by emailing FHAGBI@hotmail.com
This privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your rights as a data subject and how to exercise them.
- 02
When you register as a member of FHAGBI Ltd t/a UKFHS or renew your membership (including if you are registering or renewing on behalf of a young person aged 16 or under), we will ask you for the following personal information:
Contact details – your title, full name, address where you live, email address and telephone number/s.
Facebook name – for access to the FHAGBI t/a UKFHS Members Facebook page.
UKFHS / KFPS registered horse name and number – for Gold and Silver members.
Communications – what we learn about you from letters, emails and our conversations with you when the information is relevant to your horse ownership/s past, present and future.
Consents – any permissions, consents or preferences you give to us, including how you want us to contact you.
If you do not provide the information we require, whether it’s necessary to enter into a contract with you and/or comply with our legal and regulatory obligations, it may delay or prevent us from meeting our obligations and may unfortunately mean that we will not be able to provide our services or products to you.
- 03
We collect your personal information in a variety of ways which are shown below: Information you give to us
When you apply to join the association as a member;
When you apply to register a foal or an imported horse via our application forms;
When you apply to change the ownership of a horse, or update your ownership contact details via our application forms;
When you apply for services from FHAGBI t/a UKFHS and the KFPS, via our application forms;
When you communicate with us by post, telephone, SMS, email, social media or via our website;
As you interact with us in other ways; as a service provider, a provider of goods, contractor or in any other capacity.
Information we receive from third parties
Information provided to us by the KFPS, http://english.kfps.nl/;
Information provided to us by DEFRA, Equine Register Ltd (Central Equine Database), other Equine Passport Issuing Organisations and Registration bodies, the Food Standards Agency, Trading Standards, local government, law enforcement agencies, horse rescue agencies, and other similar – Link to DEFRA Fair Processing Notice Feb2018;
Information provided to us by third parties such as horse sellers / dealers / agents, horse importers / exporters, horse transporters, equine insurers and equine veterinarians.
- 04
Data Protection law states that we are only allowed to process your personal information if we have one or more of the following lawful reasons:
To comply with our legal duty and obligation under Equine Legislation EU 2015/262 and EU 2016/1012;
To fulfil a contract with you;
When it is in our legitimate interest;
When you give us your consent.
What we do with your contact information:
Lawful reason to hold your data
Our legitimate interest
What we use your data for
Legal Duty
N/A
Registration of new foals and imported horses into the UK Friesian Horse Studbook, and with our online data processor.
Maintenance of accurate historical records in the UK Friesian Horse Studbook.
N/A
Equine passport production and passport updates.
N/A
Regular uploads to Equine Register Ltd (managers of the DEFRA Central Equine Database, CED) of any changes to your data or your horse’s data.
N/A
Gathering information for investigations by regulatory bodies or in connection with legal requests / proceedings.
Where necessary or required we share information with third parties which are listed in the section Who We Share Your Personal Information With.
2. Fulfill a Contract with you
N/A
Registration with the KFPS for a membership number.
N/A
Change of ownership with the KFPS.
N/A
Other services with FHAGBI Ltd t/a UKFHS and the KFPS.
N/A
To contact you by telephone, email, text, online or by post to help us fulfil the services you have requested from us.
3. Our Legitimate Interest
Provision of essential or useful information beneficial to members
Sending you dates / information of relevant events, reminders of regulation deadlines to be met, updates of fees, relevant documents and forms, new or revised legislation for the U.K. and E.U.
The efficient operation of our business to fulfil our legal and contractual obligations
To collect and recover any money that is owed to us, or to the KFPS.
Running our business efficiently, achieving our business objectives and looking after our members best interests
Providing you with:- details of products, merchandise and services that are relevant or useful to you; news of promotions; support services for you or your horses; newsletters on a quarterly basis. Your information will never be passed to a third party for them to use in their own direct marketing.
To find out more information on what the term ‘Legitimate Interest” means please see the extensive information on this subject which can be found on the ICO website via this link https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/legitimate-interests/
In certain situations, we may require your data to pursue our legitimate interests in a way which might be reasonably expected as part of running the Friesian Horse Studbook in the UK and our PIO business, and which does not materially impact your rights, freedom or interests.
- 05
Where necessary we share your information with:
Family, associates, and representatives of the person whose personal data we are processing.
For those who purchase Gold level membership with the association, your personal information is passed on to the Koninklijke Vereniging "Het Friesch Paarden-Stamboek" (KFPS) who become a controller of your personal data. The KFPS provides full details of how it uses your personal data in its own privacy notice http://english.kfps.nl/ and will not use it for any other purpose.
The Equine Register Ltd who are the data processor on behalf of DEFRA for the Central Equine Database CED https://www.equineregister.co.uk/home/privacy.
DEFRA – data controller DEFRA Fair Processing Notice Feb2018
Equiventus Ltd – data processor on behalf of FHAGBI Ltd t/a UKFHS.
Other UK Equine Passport Issuing Organisations.
Local authorities, the Police Service, Trading Standards.
Food Standards Agency.
Equine Insurance Companies.
Equine Veterinary Practices.
Suppliers and service providers.
- 06
Your personal information is accessed by our Company Directors, Membership Secretary and Newsletter Secretary only for the purposes set out above.
The association ensures that all membership information will be kept up to date and secure in accordance with the General Data Protection Regulations 2018. The association maintains records in accordance with the Data Protection Act 1998, General Data Protection Regulations 2018’.
Personal information of the members is safeguarded by the association’s record keeping policies and procedures including their Confidentiality Policy. Records are stored in secure lockable filing cabinets and computer data is code secure. The association is required by the GDPR legislation to constantly monitor the security of the information they hold and have a legal requirement to report any breeches of security.
- 07
We will hold your personal information for as long as necessary according to the lawful reason your data was acquired. In some circumstances the law will require us to retain your personal information indefinitely. When your personal information is no longer required it will be deleted or anonymised.
Data retention periods:
Your membership data will be kept for the duration of your membership and a further 2 years by the Membership Secretary after which any paper or online records will be deleted. The Treasurer will keep your membership data for a period of 7 years from the end of the last company financial year to comply with accounting records requirements in the UK.
Passport records are kept indefinitely, in order to comply with our legal obligations.
Complaints records are kept indefinitely, in order to administer and manage ongoing complaints and, where appropriate, provide a baseline for tracking complaints against centres/individuals for future reference to make informed decisions.
Records of inspection events and FHAGBI t/a UKFHS Shows are kept indefinitely as part of the Studbook historical records.
Records of other events are kept for 2 years, in order to facilitate any insurance claim resulting from the activity.
Expenses records are kept for 7 years, in order to comply with our legal obligation.
Marketing records are kept for 2 years, in order to carry out marketing within the legitimate interest of our business.
Merchandise purchase records are kept for 7 years once fulfilled, in order to comply with our legal obligation.
- 08
Under the law you have various rights in relation to your information. 1. A copy of your information You may request access to your personal data at any time by contacting us in writing, accompanied by documentary proof of your identity. FHAGBI t/a UKFHS will provide you with a copy of your information as soon as possible and within one month of receiving your request. Access is free of charge if your request is not excessive or unfounded. Otherwise, we are entitled to charge an administrative fee, or we may refuse to respond; in either case an explanation will be sent to you. If a large amount of information is involved, we may ask you to specify the information you wish to access. We are obliged to verify your identity by whatever means we deem appropriate before complying with your request.
2. If you think your information is incorrect
You can ask us to correct your information if you think some part of it is incorrect. Please contact us in writing with details of the correction, and we will amend your information as soon as possible and within one month of receiving the request from you. When your information has been shared with a third party, we will try to contact them to tell them the changes you request. If the information correction is a change of address that under Equine Law should have been updated within 30 days of the change of address on our application form for this purpose, we will send you the Change of Address form to be completed and returned to FHAGBI Ltd t/a UKFHS with the appropriate fee and the relevant Equine Passports for updating.
3. What to do if you want us to stop using your information
You have the right to object to us using your information, ask us to restrict our use of it or ask us to delete it if there is no need for us to keep it. However Equine Law prevents us from deleting your personal data in relation to any horse you have registered with FHAGBI Ltd t/a UKFHS currently or historically. We may also be unable to delete your information where we need it to fulfill our contract with you or comply with the Law or to deal with a legal claim. You can ask us to stop processing your information where we are doing so for our legitimate interests as defined previously, or where you wish to withdraw your consent. This can be done by writing by post or by email to our Data Protection Officer at FHAGBI Ltd t/a UKFHS, Chippenham Lodge Stud, Parkside, Ely, Cambridgeshire, CB7 5PX or email address:- FHAGBI@hotmail.com.
If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk.