COTSWOLD SHEEP SOCIETY
In certain circumstances we may also provide an extra privacy notice, which will always refer to this page.
Where our site contains links to other sites and resources provided by third parties, these links are provided for your information only. Such links should not be interpreted as approval by us of those linked websites or information you may obtain from them. We have no control over the contents of those sites or resources.
Who are ‘we’?
In this policy, whenever you see the words “we”, “us”, “our”, “Society”, it refers to the Cotswold Sheep Society. Our ICO registration number is ZA293590.
When do we collect personal data and what personal data do we collect?
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We’ll only collect the personal data that we need.
We do not collect special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data).
We may collect and process personal data relating to criminal convictions and offences. We will only collect and process this type of personal data if:
- in our reasonable discretion, we believe there has been a breach of the Society’s Rules and Regulations and we need to collect and process this personal data to safeguard our members and staff; and
- you are a member or former member of the Society or if you are a person who have regular contract with us in connection with our purposes.
We will not disclose any personal data relating to criminal conviction and offences without your consent and we will use reasonable efforts to ensure that the personal data relating to criminal convictions and offences are accurate, up-to-date and kept confidential.
We may collect, use and store the following personal data about you in the following ways:
- If you fill in forms on our website or other forms we request you to complete, including contacting us through our Online Flock Book, then we will collect your contact details and any other information you provide in the form.
- If you contact us by any other means (e.g. email or telephone or through any of our social media platforms), we may keep a record of that contact and the information you provide us with at that time.
- If you become a member of the Society, including when you register sheep, we will collect the personal information you provide us with. This may include your name, title, address, date of birth, age, gender, email address, telephone numbers and your financial information. The financial information may include membership and/or registration payment information.
- If you make a donation, we will use any personal and financial information you give us to record the nature and amount of your gift, and to claim gift aid where you have told us you are eligible. This information may also indicate if the donations are gift-aided.
- If you engage us to provide you with any of our goods or services, we will collect your billing address, email address and telephone numbers. We will also collect transaction details about payments to and from you and other details of the goods and services you have purchased from us. Please note that all online payments made to us are made through PayPal and PayPal is responsible for securing your personaland financial information.
- If you use the “Sheep to Sell” and/or Member Adverts” platforms on our website, then we will collect the personal information you provide to us and we will display your personal information, such as your name and contact details, on our website provided that you have given us consent to do so.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of our membership contract we have with you and you fail to provide that data when requested, we may not be able to perform our obligations to you. In this case, we may have to cancel your membership but we will notify you if this is the case at the time.
How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform our obligations under the membership contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interest (or those of a third party) and your interest and fundamental rights do not override those rights.
- Where we need to comply with a legal or regulatory obligation.
Purposes for which we will use your personal data
We will collect your personal data for the following purposes:
- To manage our relationship with you which will include changes to your membership details and your willingness to volunteer for the Society. We will do so on the basis of our performance of our membership contract with you.
- To administer and protect the business of the Society and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) on the basis that it is necessary to comply with a legal obligation and that we have a legitimate interest to do so (for running the Society, provision of administration and IT services, network security and to prevent fraud).
- To process and manage payments, fees and charges and for collecting and recovering money owed to us as set out in our membership contract, and when appropriate, to deliver any of your orders. We will do so on the basis of our performance of our membership contract with you.
- To send occasional marketing information to you. We will do so on the basis that you have consented to us sending this information or on the basis that we need to perform our membership contract with you. You can always let us know if you no longer wish to receive marketing information from us.
However, there are some communications that we need to send which relate to the following:
- Membership-related mailings such as membership subscription renewal reminders.
- Communications from your assigned mentor. Please note that when you join as a member, a mentor will be assigned to you. Your mentor may contact you by email or phone to provide general guidance and assistance. If you prefer not to be contracted by your assigned mentor or would like a different mentor, then please let us know.
- Notice of our Annual General Meeting.
- Members events/workshops.
- Newsletters – three times a year.
- Flock Book – annually.
This website collects information via Google Analytics. Google Analytics mainly uses first-party cookies to report on user interactions on your website. These cookies are used to store non-personally identifiable information. Browsers do not share first-party cookies across domains.
If you do not want your data collected with Google Analytics, you can install the Google Analytics opt-out browser add-on. To opt-out of Analytics for the web, visit the Google Analytics opt-out page and install the add-on for your browser. For more details on installing and uninstalling the add-on, please see the relevant help resources for your specific browser.
The Google Analytics opt-out browser add-on does not prevent data from being sent to the website itself, or to other web analytics services.
Disclosure of your information and international transfers
We will never sell your personal data and will only share it with organisations we work with when it is necessary and the privacy and security of your data is assured. When we share your personal data with these organisations we disclose your information to use your personal information for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We do not deliberately transfer your personal data outside the European Economic Area.
Keeping your information
We will only use and store your personal information for as long as it is required for the purposes it was collected for. Generally, we will remove your personal data from our system within 12 months after termination of your membership contract. Please note that we will not be able to remove personal information from published materials or personal data that are connected to flock details – which we are required to retain indefinitely. In some cases, we may be required to hold your personal data for a longer time period if required to do so by statutory legal requirements.
How we secure your data
Information system and data security is important to us to ensure that we are keeping your personal information safe.
Your data is protected by multiple layers of security. However, please be aware that despite the security measures we have in place, no computer system is completely secure and there is always some degree of risk whenever personal information is transferred by electronic means.
Our Society Officers periodically attend training about information security and data protection.
We do not hold any personal information about you on this website. We do not hold financial information on our website – as mentioned earlier, all online payments are made through PayPal and PayPal is responsible for securing and protecting your financial information.
Your data protection rights
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
No CCTV is used by the Society.
What to do if you are not happy
If you would like to exercise any of the rights set out above then please contract us directly by writing to us at the following address:
Chair of The Cotswold Sheep Society,
47 King Georges Field,
Stow On The Wold,
Or alternatively, please email us at firstname.lastname@example.org.
You also have the right to contact the Information Commissions Office (ICO) if you have any questions about data protection. You can contact them using their help line 0303 123 113 or at www.ico.org.uk.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternative, we may refuse to comply with your request in these circumstances.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Policy last updated February 2019