Ebony Horse Club Privacy Statement
At Ebony Horse Club we help young people growing up in some of the most disadvantaged communities in South London to improve their life-skills, wellbeing and aspirations by working with horses. It is necessary as part of this work to collect and process certain personal or sensitive data about our members. The purpose of this privacy statement is to inform you about what we are going to do with your data and who it will be shared with. Ebony Horse Club collects personal data from its members, employees, volunteers, donors, purchasers from its website and subscribers to its newsletter. This data is collected, held and processed for the purposes of providing the charitable services to our members and promoting and fundraising for these activities.
We will share data only as described in this statement or where we are otherwise legally required to do so. We will not sell your data to third parties.
You have the right to request a copy of your personal information and to opt out of communications such as our e-mail newsletter. You can contact us if you have questions or complaints, and may also complain to the Information Commissioner if you think there is a problem with how we process your data. If you would like more detail about any aspect of how we deal with your data, please see the relevant section below.
Data protection obligations set out how organisations must deal with important information they hold about individuals. The Data Protection Act 1998 (DPA) sets out rules for processing personal and sensitive information to make sure it is handled properly. Ebony Horse Club is responsible for the collection, storage and safekeeping of any personal and sensitive information you provide to us in your application, during your membership, as a volunteer or donor and/or when using this website and its facilities. The information you provide will be managed in accordance with the DPA and this privacy statement.
Ebony Horse Club understands and is committed to its obligations in relation to the processing of personal and sensitive information and acknowledges that all individuals have a right to expect that their privacy is respected and their information is processed in line with applicable law and regulations. This policy is supported by appropriate training and procedures. Which information do we collect and why?
We collect personal and sensitive information (such as medical information) from people who use or apply for our services through our membership. This includes (but is not limited to) the personal details that you provide on membership forms, surveys and feedback forms, when registering as a donor, when subscribing to our e-newsletter and when making donations and purchases on our website.
The purposes for which we collect this information are as follows:
- To provide riding services to the public through lessons and visits including for associated health and safety reasons;
- To provide the public with charitable services in connection with our community riding centre;
- For administrative purposes such as maintaining our membership records;
- To promote and fundraise for the charity;
- For accounting purposes;
- To administer our newsletter and advise you of current and future activities;
- To process applications for jobs and volunteering and maintain records of our employees and volunteers;
- To put together applications for funding;
- To monitor and demonstrate the success of our activities and to provide reports to funding bodies;
- To process donations and payments;
- To use CCTV for the prevention of crime;
- To invite voluntary participation in research or surveys;
- To respond to queries; and
- For other reasonable purposes complementary to those listed above.
Your personal and sensitive personal information helps us to provide you with an efficient and effective service. When you contact us, we may ask you to provide us with some information so that we can be satisfied that you are who you say you are. We do this to protect you and to make sure that other people cannot find things out about you that they are not entitled to know. Anybody acting on your behalf may be asked to provide supporting information to indicate that you have agreed for them to do this.
How do we protect your data?
Any information you provide will be stored in our computer and paper-based filing systems which are protected with adequate security measures. If your circumstances change, please let us know and we will ensure that the personal information you provide to us is updated on our systems in a timely and accurate manner.
Data Protection and our Website
When you use our secure online donation or payment pages you will be directed to a specialist supplier company, who will be provided with your credit card number and contact information in order to process the transaction. We do not retain your credit or debit card details. Our website may contain links to third party websites. Where these links are present, we are not responsible for the content or data protection practices of such websites.
Data Protection and Email
Any email sent to us will be reviewed and directed to the most appropriate person or department. Any attachments may be monitored by us for reasons of security and to maintain compliance with our policies. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is in accordance with our Code of Conduct and will not disrupt our website or services.
Your data and third parties
We do not sell your information to any third party. We may share your information with service providers who help us provide services to you. Where we do this, we ensure there is a written contract in place so your information remains under our control and receives the same protection from the organisation it is shared with as it would from us. We may also share information about service users with grant-giving bodies or other funders, who help finance our activities. We may do this as part of an application for funding, or in a report to a funder so we can demonstrate how we have spent funds and what we have achieved. When we do this, we will always seek to remove identifying details to the extent we can while still meeting the funder's reporting requirements.
Your data and job applications
If you submit an application to work or volunteer for Ebony Horse Club, we will collect and use personal information for the purposes of the application and to produce and monitor recruitment statistics.
References will not be taken up without your prior permission. We will not further share or disclose your information unless consent has been given or we are required to do so by law. We will only supply information of your start date, finish date and job description in any reference request we receive.
Personal information relating to unsuccessful applicants will be retained for no longer than six months, in case we need to use it if you appeal.
If you are successful in your application we will maintain a file which will relate to your employment. This information will be maintained securely and only used for employment purposes. No disclosures will be made from the file without your consent or unless it is required by law. All retention requirements will be adhered to in relation to your personal information.
Ebony Horse Club carries out Disclosure and Barring Service Checks (DBS) to assist it in ensuring that those who take up appointments or volunteer with Ebony Horse Club do not pose a risk to the children or vulnerable adults we work with. We process Disclosure and Barring Service checks and these checks will be requested in line with the rules laid down by DBS, Data Protection Act 1998 and our safeguarding policies. If required due to a safeguarding concern or risk we will share individuals' information with our affiliated bodies.
Your rights as a data subject Please contact us if you have a concern about anything relating to how we process your personal information. We will do everything we can to help you. You have a right to:
- Ask for a copy of your personal information;
- Know how your personal information will be shared and under what circumstances;
- Know how you can opt out of any promotional and/or direct marketing;
- Challenge incorrect personal information and request for it to be amended;
- Have incorrect information rectified, blocked, erased or destroyed;
- Complain to the Information Commissioner;
- If we have breached the Data Protection Act 1998, claim compensation or make a court claim for distress or damage.
Although we will be as open and transparent as we can about your personal information, you have a right to make a formal request for personal data or information (a "subject access request") under the Data Protection Act 1998. In response we will give you a description of any information we hold about you, let you have a copy of the information in an intelligible format, tell you why we are holding it and, who it could be disclosed to. You can make a subject access request by writing to:
Data Protection Service
Ebony Horse Club
51 Millbrook Rd
Please include proof of your identity and a £10 fee to cover the costs of the request. If paying by cheque, please make it out to "Ebony Horse Club". Ebony Horse Club is registered as a Data Controller with the Information Commissioner's Office with Registration Number A1075767.