Privacy Policy

Beltex Sheep Society Ltd

Privacy Policy to comply with the

General Data Protection Regulations (GDPR) 2018

 

INTRODUCTION

The Beltex Sheep Society is committed to protecting and respecting your privacy and security. This policy explains how and why any personal data collected from you, or that you provide us, will be used to ensure you remain informed and in control of your information.

 

This is in accordance with the General Data Protection Regulation which comes into force on 25th May 2018

 

We will never sell your personal data, and will only ever share it with third party organisations we work with where necessary

 

This policy describes how and why this personal data must be collected, handled and stored to meet the Societys’ data protection standards and to comply with the law

 

Consent will be collected in the form of tick boxes on the Society Membership forms, for existing members at this date Privacy Consent forms will be made available to all members by mail, online via the website

 

Any questions you have in relation to this policy or how we use your personal data should be sent either by e-mail to beltex.sheep@btconnect.com or addressed to The Data Protection Manager, Beltex Sheep Society, Lane Farmhouse, Crooklands, Milnthorpe, Cumbria LA7 7NH

 

Please read this document carefully to understand our views and practices regarding your personal data, how it is used and how we look after it

 

ABOUT US

The Beltex Sheep Society Limited (BSSL) is a company registered in England & Wales under the company number 2547862

 

The Beltex Sheep Society Ltd is a registered Charity – Charity Number is 1118873

 

Registered office is Lane Farmhouse, Crooklands, Milnthorpe, Cumbria LA7 7NH

Office opening hours are 9.00am – 5.00pm

 

Telephone Contact Number: 015395 67973 Fax Number: 015395 67973 Association Mobile: 07918 638197 Email beltex.sheep@btconnect.com Website www.beltex.co.uk

 

The Beltex Sheep Society Limited will be the Data Controller

 

INFORMATION WE COLLECT

Personal Data includes:- Name, Address, Postcode, Date of Birth (if under 18 years of age), Telephone contact details including mobile number, Email address, UK Flock Number, CPH Number, Business Identifier Number (Northern Ireland members only) Bank Account details for those who pay membership/registrations via Direct Debit, Card payment details given on Birth Notification forms or over the phone when making payment.

 

Information may be collected from you in the following ways:-

  • Information that you provide by completing forms online at our website www.beltex.co.uk This includes information provided at the time of registering to use our site, sending in contact details for further information, ordering merchandise
  • Make an enquiry to the Beltex Sheep Society – we may keep a record of that correspondence
  • Join the Beltex Sheep Society as a new member
  • If you purchase Society membership for someone apart from yourself
  • Place an order to purchase goods or services from the Beltex Sheep Society, ie branded merchandise
  • Enter registered stock for a Society Sale
  • Complete your Birth Notification / Registration forms to enable us to Birth Notify / Register your animals
  • Make a donation

 

Cookies

Our website uses cookies to distinguish you from other users of our website, This helps us to provide you with a good experience when you browse our website and allows us to improve our site.

 

Junior Members

We encourage young people to become members of the Beltex Sheep Society

When a new member application is received at the Society office and it is for a child under the age of 18 years old then a Parent or Legal Guardian must give their consent by co-signing the application form for the individual to apply for membership

 

If a Junior member enters to sell at a Society sale and is to be mentioned in the event/sale report we will publish their name and flock prefix.  Parent / Legal Guardian will have to give consent at the time of sale entry

 

Information for Parents / Legal Guardians

We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children.  If your child is under 18 years of age we will only use his or her personal data with your consent.  Once your child turns 19 years of age you will no longer have to give your consent as they will be classed as an adult and will have to give their own consent

 

Information from Third Parties

At times throughout the year the Society receives members’ personal data from third parties. This will come in to the Society office in the form of national and regional show results and Society Show and Sale results as well as photographic material

 

Sensitive Personal Data

We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about members. However, there are some situations where this may occur (e.g if you have an accident at a BSSL meeting or event) If this does occur, we will take extra care to ensure your privacy rights are protected.

 

Accidents or Incidents

If an accident or incident occurs on our property or, at one of our events involving one of our staff (including Inspectors, Chief Stewards and Stewards) then we will keep a record of this (which may include personal data and sensitive personal data)

 

WHERE WE STORE YOUR PERSONAL DATA

  1. All information provided to us by paper copy is stored at the Registered Offices – Lane Farmhouse, Crooklands, Milnthorpe, Cumbria LA7 7NH in secure filing cabinets and storage boxes and handled by the Society Secretary and Office Assistant only

 

  1. Members data is also stored electronically on the ‘Grassroots’ database and a unique password is given to each individual member which enables them to access certain parts of the database

 

  1. Members are responsible for keeping their password confidential. We ask you not to share a password with anyone. Only the Society Secretary and Office Assistant will be able to gain access to this database from the Association office via password protected computers

 

  1. Members data may be stored in the form of electronic documents held on password protected computers which are kept on site at the Registered Offices of the Beltex Sheep Society Ltd at Lane Farmhouse, Crooklands, Milnthorpe, Cumbria LA7 7NH, and stored on a portable hard drive back up which is kept off site. Only the Society Secretary and Office Assistant will be able to gain access

 

  1. The Society will ensure that the data members provide is not held for any longer than necessary

 

  1. The Society will ensure that the data members provide is processed in accordance with the rights of data subjects and protected in the appropriate ways

 

  1. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access

 

PROCESSING OF INFORMATION PROVIDED 

  1. Personal Data is only used with your consent, or where necessary

 

  1. Personal data is used for administration purposes to keep records of existing members as up to date as possible on the online electronic database – Grassroots

 

  1. To create records for new members on the online electronic database Grassroots – including the supply of an individual membership number unique to each member

 

  1. Compile and publish the BSSL Year Book & Members Handbook

 

  1. Promotion of the Beltex Sheep Breed through advertising material including articles, features and photographic material published within our Society Year Book, Beltex Bulleting magazines and promotional leaflets

 

  1. Promotion of the Beltex Sheep Breed through display stands at national and regional shows, events and sales

 

  1. Promotion of the Beltex Sheep Breed through the Society Website in the form of articles, features, show and sale results, photographic material

 

  1. Promotion of the Beltex Sheep Breed through social network sites Facebook and Twitter including show and sale results, photographic material
  2. To create Society Sale catalogues and produce sale reports for inclusion on our the society website

 

  1. To process orders for branded promotional goods

 

  1. Members data may be used to help produce the Society Accounts during the year.

 

  1. Members data may be used to recommend Judges for the Beltex Sheep Breed at national and regional shows, sales and events

 

  1. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy

 

USES MADE OF THE INFORMATION

We use information held about you in the following ways:

 

  1. To ensure that content from our site is presented in the most effective manner

 

  1. To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes

 

  1. To carry out our obligations arising from any contracts entered into between you and us

 

  1. To allow you to participate in interactive features of our service, when you choose to do so

 

  1. To notify you about changes to our service

 

  1. Collect payment via Direct Debit or Card payment if applicable

 

  1. We do not disclose information about identifiable individuals to our advertisers, or other individuals outside the membership without prior consent from the individual member. The Association will ensure that members data is used for legitimate interests of the Breed only

 

DISCLOSURE OF YOUR INFORMATION THROUGH THIRD PARTIES

We may disclose your personal information to any paid up Member of the Society

There are some instances within the working year where we need to disclose your personal information to third parties these times are:

 

  1. Members data may be published through the online database Grassroots, Society Website, Social Network Sites, Society Year Book, Society Members Handbook, Society Magazines, Photographic Material, Promotional Leaflets, Sale Catalogues, Show Results and Sale Reports to further the promotion and development of the breed

 

  1. At the completion of the Society Year Book and Members Handbook your data will be shared with the allocated printer for that years print run

 

  1. When ordering branded merchandise through the Society your data will be passed on to a third party who handles the production and mailing of promotional items

 

  1. At the Financial Year End members data will be shared with third party – the Society Accountants for the preparation of Society Accounts

 

  1. Members data will be passed to third parties such as the Society’s nominated Auction Companies in the form of address labels for entry forms and Sale Catalogues
  2. Members data will be passed to third party which is the allocated printer authorised by the for the printing of the Sale Catalogues, Society Newsletters etc

 

  1. Members data will be used in the reporting of Society Sales, National Shows and Events and passed to third parties such as the National Farming Newspapers

 

  1. If a member becomes a representative of the Society by taking on a role of a Council Member, their information will be shared with Companies House and the Charities Commission. They may be published in the form of minutes, agendas to other members of the Society, Year Book, Members Handbook, newsletters and website

 

  1. Any other delegated committee ie Breed Promotion and Regional Club committees then their data may be published in the form of minutes and agendas, Year Book, Members Handbook, newsletters and website

 

Payment Security

Bank Account details held at the Society Office for any individual member of the BSSL either paper copy or electronically are kept in locked filing cabinets or password protected computers

 

Direct Debit mandates that are completed at the point of new members joining the BSSL are sent to the members bank, a copy is kept for processing the details with the Society’s teledebit service, then kept in locked filing cabinet. Resigned members or cancelled Direct Debit mandates are shredded

 

Payment made by credit or debit cards to the Society – the Society is PCI DSS (Payment Card Industry Data Security Standard) compliant as required by the merchant provider.

Card details kept for a minimum period in locked filing cabinet then shredded – no longer than six months or if given on forms once payment has been collected they are blacked out. Merchant receipts are not printed with your customer’s full card details on them.

 

Payment made to the Society by cheque or postal order are processed and kept in a locked filing cabinet until banked – no photocopies of cheques are kept in the Society Office.

 

YOUR RIGHTS

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you, before collecting your data, if we intend to use your data for such purposes or if we intend to disclose your information to any third party. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at the Society Office.

 

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

 

ACCESS TO INFORMATION

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act.

 

Any “subject access request” must be made in writing to the Data Protection Manager, Beltex Sheep Society, Lane Farmhouse, Crooklands, Milnthorpe, Cumbria LA7 7NH. Upon receipt of any “subject access request” the process and time frame to fulfil the request will be 28 working days from receipt.  Excessive or multiple access requests that disrupt the day to day running of the Association will be charged.

 

CHANGES TO OUR PRIVACY POLICY

Any changes we may make to our privacy policy in the future will be posted on our website and, where appropriate, notified to you by email, or by notification through our Society newsletters.

 

CONTACT

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to the Offices of the Beltex Sheep Society Ltd in writing either by post to Beltex Sheep Society, Lane Farmhouse, Crooklands, Milnthorpe, Cumbria LA7 7NH or by email beltex.sheep@btconnect.com

 

 

This Policy was last updated 27 March 2018

 

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