Data Protection

 

Keeping your personal information safe is very important to us. We are committed to complying with privacy and data protection laws and being transparent about how we process personal data.

 

We have policies, procedures and training in place to help our employees and loaners understand their data protection responsibilities and follow the data protection principles.

 

We have a nominated member of staff who serves as our Data Protection Lead. If you have any questions regarding our Privacy Policy, please email info@nmwridingacademy.co.uk.

 

This privacy policy relates to our use of any personal information we process about you.

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How We Collect Personal Data.

 

We may collect your personal data in different ways for example:

• When you, your parent or guardian, emergency contact communication with us. By post, telephone, SMS, email or via our website or social media.

• From the information you provide to us when you make an application to work or volunteer with us, or from third parties such as your previous current employers so we can verify details about you.

• As you interact with us in other ways; as a contractor, or in any other capacity.

 

How We Use Personal Information.

 

We collect and use personal information about our clients, sponsors, job applicants and volunteers for different purposes. The include but are not limited to:

 

• Rider registrations.

• Pony Club membership, applications and renewals.

• Informing non-members about NMW events & services.

• Provision of training courses to individuals.

• Provision if exams to individuals.

• Running events & camps.

• Dealing with complaints and appeals.

• Undertaking safeguarding activities.

• Processing payments.

• Employee administration.

 

Employee and volunteer recruitment.

 

We only collect personal information that we genuinely need. This may include:

 

• Contact details such as name, address, email address and phone numbers.

• Payments made and monies due.

• Date of birth & gender.

• Any Special Educational Needs (SEN) requirements for coaching and/or exams.

• Dietary requirements where this is required for catering.

• Qualifications

• Name of parent/guardian (if under 18).

• Name and contact details of next of kin/emergency contact.

• In respect of job applicants, we may also collect:

• Bank account info, tax and national insurance number.

• References from previous employers and/or educational institutions.

• Contact details for your family members and next of kin.

• Information concerning your health and medical conditions.

• Details of criminal convictions.

 

Running events and/or camps.

 

If you register for one of our events, we will use your information provided to us to process your entry. This will include sharing some of your information with our volunteers and staff the run these events. It may also include collecting and sharing any important medical information. If you chose to provide us with your dietary requirements, we may share them with third parties that we use to provide catering at our events. 

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Dealing with complaints & appeals.

 

If a complaint or an appeal is raised with us, we will process the personal information that is provided to us to manage and resolve the complaint or appeal. This may include sharing relevant information with an affiliated organisation depending on the nature of the complaint. Our legal basis for using personal information for this purpose is to fulfil our legitimate interest and fulfil our objective of resolving complaints in a careful and appropriate manner.

 

Undertaking safeguarding activities including PVG checks.

 

When necessary, we process relevant personal information about members, volunteers, coaches & employees for safeguarding purposes. This might include undertaking PVG and other checks to identify any criminal and other activity we need to be aware of. It may be necessary to share some personal information with relevant authorities such as the police. Our legal basis for this is to meet our legal obligations.

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Employee administration and professional development of staff.

 

We will process personal information of our employees to fulfil our contract with them. This includes payroll processing and the provision of training. We are required by law to share some financial information with HMRC. We may also need to share some personal information with other organisations, for example pension providers. Our legal basis for using your information for this is for the performance of a contract.

 

Employee and volunteer recruitment.

 

If you provide us with information about yourself, such as a CV in connection with a job or volunteer application or enquiry, we may use this information to process your enquiry. We will not store this information for any other purpose than relating to your application. Our legal basis for using your information in this way is for our legitimate interest.

 

Our legal basis for processing personal information.

 

Our legal basis for the purposes that we process personal information is for the performance of a contract, or for our legitimate interest or consent.

We may process personal information because it is necessary for the performance of a contract to which you are a party. For example, we may process your personal data:

• To issue or administer a membership.

• To administer a training course and award a qualification.

• To supply merchandise, you have ordered from or through us.

We may collect and use your personal data if it is necessary for our legitimate interest and so long as it’s use is fair, balanced and does not unduly impact your rights.

 

Usually, we will only process sensitive personal data if we have your explicit consent. In extreme situations, we may share your personal details with the emergency services if we believe it is in your vital interest to do so. For example, if someone is taken ill during one of our events.

 

Sharing Personal Information.

 

We will only share your personal information where we are required to fulfil our contract with you, for our legitimate interest, where we have your consent, or we are required to do so by law.

 You also have the right to:

• Request a copy of the information we hold about you.

• Tell us of a change to personal information or circumstances.

• Ask us to restrict sharing of personal information.

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How Long We Keep Your Personal Information.

 

We will hold your personal information for as long as it is necessary. We will not retain your personal information if it is no longer required. In some circumstances, we may legally be required to retain your personal information, for example for finance, employment or audit purposes.

 

• We will keep rider registration records indefinitely, in order to administer our clients admin.

• We will keep records of events and camps for 2 years, in order to facilitate any insurance claim resulting from the activity.

• We will retain employee information for 3 years after termination of contract.

• We will retain information of clients and animal information 1 year after termination of loan/livery agreement.

 

Changes To This Policy.

 

This Privacy Policy may change from time to time. Where practical we will provide you with an updated version or advise you of where this can be found. However, we advise that you visit our webpage www.nmwridingacademy.co.uk regularly to keep up to date with the policy.

 

Making A Complaint To The Information Comissioners Office.

 

If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law, you can complain to the Information Commissioners Office whose helpline number is 0303 123 1113.