Data Protection (GDPR) Privacy Notice

31 May 2018

Highland Cattle Society GDPR - Privacy Notice - Current Members

Dear [Member]

Highland Cattle Society (the "Society")

General Data Protection Regulation

New regulations protecting your personal data, and setting down new data protection rights, take effect from 25th May 2018. This letter summarises the key matters for you, as a member of the Society.

What is Personal Data and Non-Personal Data?

Personal data (“Personal Data”) refers to any information that identifies you as a specific individual, and non-personal data (“Non-Personal Data”) refers to any information that does not identify you as a specific individual. Please note that at all times the Society will adhere to the applicable statutory definition in determining what is and is not Personal Data for the purposes of this Privacy Policy, Where this Privacy Policy refers to “information” or “your information” this may include both Personal and Non-Personal Data.

Scope of the Society’s Privacy policy

This Privacy Policy covers only data that we collect through the website, forms that we use or information that you provide, and not any other data collection or processing, including without limitation, the data collection practices of any affiliate or third party, including third party operators of web pages to which the site links, and any information we collect offline or through any websites, products or services that do not display a direct link to this Privacy Policy.

What Personal Data does the Society hold for you and why?

In managing the Society, the Council considers that it has a legitimate interest in holding your personal data to ensure that the correct subscriptions are received under the payment process agreed with you, and that sufficient personal details are held to communicate directly with you, plus facilitate entries in the appropriate records of the Society. This data includes your name, address, phone number, email address, ("contact information"), date of joining the Society, and your banking details (when required).

Additional information may be held in specific circumstances. For example, any applications made under Child Protection Disclosure are held for legal reasons, or in the unfortunate event of an accident at a Society Sale or Show, medical information may be requested.

If you provide credit, debit or other card payment and related details to us in order to make a payment, the Society will use such information only for the purpose of processing the payment.

Who has access to your Personal Data?

Your Personal Data records are held and maintained for our Society by the Breed Secretary. Only authorised Society staff or Council Members have access into this information.

The Society will not pass your personal information onto any other 3rd party, without your consent.

Is the data held securely?

Information is held on a number of different systems, and access on any system is always restricted to those who require that specific information to undertake a specific function. Any paper records, e.g. Society membership application forms, are held in a secure location or locked cabinet, and key access restricted to authorised staff.

The Society use a range of standard systems packages to support member services, (e.g. Pedigree Plus, Sage, Microsoft Office) and therefore also hold data electronically. Where the Society maintain data on desk top computers the hard drives are backed and stored securely.

The Society may use third parties to perform services in connection with our operations, to improve services or to protect our users. These third parties may include (but are not limited to service providers and vendors.

Please also be aware that the Society may also use third-party cloud service providers that provide hosting, data storage and other services pursuant to standard terms and conditions that may be non-negotiable; these service providers will inform/may have informed, us or the general public that they apply security measures they consider adequate for the protection of information within their system, or they have a general reputation for applying such measures. However, the Society will not be liable (to the fullest extent permitted by law) for any damages that may result from the misuse of any information, including Personal Data, by these companies.

How long will the personal data be held by the Society?

The Society shall retain users’ Personal Data to the extent such retention is adequate, relevant and limited to what is necessary for the purposes for which they were processed. In particular, the Society shall not retain Personal Data for any longer than necessary or the purposes of performing the processing outlined in this Privacy Policy. The records may be retained beyond this retention timeframe in the event of legal actions (or potential legal actions) against the Society, or if a court order is received requiring the Society to retain a members data, or in the event that the member has outstanding subscriptions when leaving.

What are your data protection rights?

The new data protection regulations also set down your rights, in terms of the Society holding your personal data, specifically your rights to:-

i be informed regarding what data is being held, and why

ii have access to the data being held to verify accuracy

iii be able to rectify any errors in the data

iv request the erasure of the data being held (please note that if you request erasure of your data, you will no longer be a member of the Society and your animals will no longer appear in Society records).

(The regulations also include other rights for individuals in terms of direct marketing, data portability, and automated decision making. Other than providing you with information in respect of Society matters and services the Society do not use member’s personal data for any marketing or automated decision making).

Who do you contact for more information?

The Society takes actions aiming to ensure that member contact details are kept up to date, e.g. annual subscription notices, and we ask that members keep their personal information up to date, by advising the Breed Secretary of any changes. Members do have the right to see what data we are holding in respect of their personal records, and such access requests should be referred directly in writing to the Breed Secretary:-

Please note that any requests to erase any member records will only be agreed if there is no over-riding requirement for the Society to continue holding the records to allow full and proper management of the Society, including the need to maintain historical records for preparation of the accounts, herd books, journals, etc. The erasure may impair the ability of the ability of the Society to provide a member with lawful and appropriate services related to running the Society (e.g. payment of annual membership fees, organising shows and sales, printing of herd book, journals and newsletters).

The Society has not appointed a formal Data Protection Officer to maintain ongoing review of our Society policies and practices in this important area, although the Society Council will formally review the data protection practices regularly, and at least annually.

You can find more information about the new regulations from the Information Commissioner's Office, including the right to complain to the supervisory authorities, contact details on www.ico.org.uk

In conclusion, the Society Council has undertaken a review of our Society systems and processes, as they relate to members personal data, has put in place procedures to ensure the proper use of the data for Society purposes only, and has set down review procedures in terms of assessing information security. A copy of the formal Society GDPR Policy will be available soon to members on the Society website, and members should note that any updates to the Society GDPR Policy will be published on the Society website.

If you have any queries and/or concerns regarding these matters, please either contact David Hyland (Breed Secretary) or myself.

Thank you.

Gordon McConachie

President

Contact

David Hyland   Telephone: 01786 446866   Email: David@HighlandCattleSociety.com

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