Bergamasco Club UK GDPR Privacy Notice
This privacy notice explains what information we collect about you, how we use it and how we protect it. It also gives you information about your rights. We are committed to protecting and using your personal information responsibly. If you have any questions about our privacy notice, please email: admin@bergamasco-owners.co.uk
1. Introduction
1.1. Bergamasco Club UK (BCUK) is committed to protecting your personal information and respecting your privacy.
1.2. This Privacy Notice sets out the basis on which any personal data that BCUK collects from or about you, or that you provide to us, will be processed by us.
1.3. For the purpose of the General Data Protection Regulation [the GDPR], the data controller is the Bergamasco Club UK (BCUK) – also referred to as we, us, or our, within this privacy notice.
1.4. BCUK will keep this Privacy Notice under regular review. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. Please check the GDPR link on our website regularly to see any updates or changes to this Privacy Notice.
2. Data Protection Contact
2.1. The email contact for any data protection queries is as follows: admin@bergamasco-owners.co.uk
2.2. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO): https://ico.org.uk/global/contact-us
3. Data Protection Principles
Data Protection Principles:
1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told you about and limited only to those purposes.
4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have told you about.
6. Kept securely.
4. Where do we obtain your personal data from?
Most of your personal data is received directly from you (the data subject). However, information may be received from third parties (e.g. Fosse Data Systems Limited).
5. Particulars of processing
5.1. We process personal data about members, Kennel Club Officials, judges, suppliers, ring stewards, competitors/exhibitors to our events, international Bergamasco contacts etc. The categories of person about whom we process personal data are described in more detail in the Annex to this Privacy Notice.
5.2. We do not collect any special categories of data or information about criminal convictions and offences.
6. If you fail to provide personal data
Where we need to collect personal data under the terms of a contract with you and you fail to provide that data when requested we may not be able to perform the contract we have or are trying to enter into with you (for example to administer your membership). If we are unable to proceed then we will contact you if this is the case at the time.
7. Your rights as a data subject
7.1. The General Data Protection Regulation provides the following rights (subject to some exemptions):
- The right to request access to the personal data that we hold about you;
- The right to request rectification of the personal data that we hold about you;
- The right to request erasure of the personal data that we hold about you;
- The right to request restriction of processing about you;
- The right to object to processing; and
- The right to data portability.
Please contact our data protection coordinator via the email contact address shown in section 2.1.1. above if you wish to exercise any of these rights. Again, if you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO) at https://ico.org.uk/global/contact-us/
8. How we will use information about you
How we will use information about you:
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where we need to perform the contract we have entered into with you.
- Where we need to comply with a legal obligation.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
- Where we need to protect your interests (or someone else’s interests).
- Where it is needed in the public interest [or for official purposes].
8.1 We will generally process your personal data for contractual necessity in providing membership services and events.
We may also use personal information for additional relevant and related purposes where you might reasonably expect us to do so, where the benefits of doing so are not outweighed by your own interests or fundamental rights or freedoms. These may include:
8.1.1 Maintaining our records and other administrative purposes, including updating your details and preferences;
8.1.2 Assisting with queries, complaints, and dispute resolution;
8.1.3 Communications related to membership and invitations to participate in canine market research or canine health studies;
8.1.4 Assisting with upholding our club constitution and taking action in cases where there may be a breach of the Club rules or Codes of Ethics;
8.1.5 You receiving newsletters and information about future events and other marketing information associated with the Club where we believe this may interest you and where you have not opted out of receiving that marketing.
8.2 We will ask for your direct consent if we intend to use your personal data for marketing purposes. Where our processing of personal data is based on your having given consent, you have the right as a data subject to withdraw that consent at any time. If you wish to invoke this right, please notify our Honorary Club Secretary using the contact details set out in Section 2 above.
8.3 As per section 7, you are reminded that you have the right to lodge a complaint with a supervisory authority. In the United Kingdom, the supervisory authority is the Office of the Information Commissioner at https://ico.org.uk/global/contact-us/
9. Recipients of Data
9.1. We will not use service providers to help us provide you with our services, except with your express written consent. With your consent, personal data may be transferred to such service provider, who acts for or on our behalf, for further processing in accordance with the purpose(s) for which the data was originally collected or may otherwise be lawfully processed.
9.2. Such third parties have contracted with us as data processors under the requirements in the GDPR. They are contractually bound to only use personal data for the agreed purpose(s). Relevant persons working for these third parties will have access to your personal data under the terms of the data processor contract, but only to the extent necessary to perform their services for BCUK.
9.3. These data processors agree to implement reasonable contractual and technical protections, to keep your data confidential, not sell your personal data to third parties and to not disclose your personal data to third parties except as may be required by law, as permitted by us or as stated in this Privacy Policy.
9.4. The Kennel Club will hold the personal data of officers of the Club as part of the implementation of Kennel Club Rules and Regulations. BCUK will provide the Kennel Club with details of Club Officers and Challenge Certificate winners at our events to meet requirements in the Kennel Club Rules and Regulations.
9.5. BCUK may provide show entrants’ data to our show printer for inclusion in the show catalogue.
9.6. Any financial data arising from a transactional process will be held securely by BCUK’s Honorary Treasurer in accordance and compliance with all statutory and HMRC requirements.
9.7. In appropriate circumstances, we may disclose data to authorized bodies as required by law.
10. Visitors to The BCUK website – Cookie Policy details
10.1 We use cookies for a number of different purposes. Some cookies are necessary for technical reasons; some enable a personalized experience for both visitors and registered users. We do not currently use cookies to track visitors to the site for analytics purposes.
11. How long do we hold your personal data for?
11.1 Personal data will be retained for as long as reasonably necessary to fulfill the purposes for which it was collected. Such periods are in accordance with statutory requirements, Kennel Club requirements and recommendations, and the Club’s retention policy, which is shown on our GDPR Data Audit of 12th. December 2023 (available on request).
12. Data Security
12.1 We have put in place appropriate measures to prevent your personal data being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to our Hon. Secretary and Hon. Treasurer.
13. Do we use your data for any automated decision making?
No personal data is processed for automated decision-making.
14. International Transfers
We do not transfer your personal data outside the UK.
ANNEX
This Annex sets out BCUK’s processing of personal data relating to members (including committee members), judges, exhibitors, competitors, suppliers, business contacts, etc. What personal data do BCUK process, why do BCUK process it and what is the lawful basis?
Club Members/Committee Members/Committee Officers
- Name
- Address
- Email address
- Telephone number (mobile and landline)
- Membership fee
- Name(s) of Dog(s)
- DOB of dog(s)
- Sex and colour of dog(s)
- Health of dog(s) as collected by BCUK’s Health Survey
- Sire and Dam of Dogs owned
- Kennel name of breeder
- Dog’s RKC Registered Kennel name
We process your personal data for the following purposes:
| Purpose | Lawful basis |
|---|---|
| Provision of membership services including administration and transactional communications relating to membership | Contractual Necessity |
| Upholding the BCUK Rules and Code of Ethics | Contractual Necessity |
| Compliance with Kennel Club Rules and Regulations | Contractual Necessity |
| Contacting you regarding newsletters, invitations, gatherings and information about Club events/meetings | Legitimate Interests (to develop our services and grow our club) |
| Publication in the Members newsletter, BCUK website and Club Facebook and Instagram pages | Legitimate Interests (to maintain up to date records for Club administration) |
| Contacting you by email to provide related information and consent to marketing and/or third-party communications. | Consent |
| Notifying you about changes to our terms or our privacy notice. | Necessary to comply with a legal obligation. |
The only BCUK official who will contact you (the membership) via email will be the Club’s Honorary Secretary unless the Hon. Secretary is ill/on holiday, etc., and the Committee has appointed a temporary Club Secretary for the interim period. You (members) have not subscribed to receive unsolicited communications (including emails) from anyone (for any purpose) other than the Club Honorary Secretary.
From time to time, with your consent, a Committee or Club Member may be authorised by the BCUK Committee to contact you via telephone, text, email or Whatsapp to offer support or collate feedback regarding your Bergamasco on topics such as puppycare, coatcare and general health queries and specific health issues.
When the Club’s Honorary Secretary (or authorised interim) issues a group email update to members, all members’ email addresses will be “blind copied” so to avoid the “harvesting” of email addresses.
BCUK will not direct market other services to the members by email, post or telephone, except for Club merchandise appearing in the newsletter or occasionally via email.
Consent, Necessary to comply with a legal obligation.
Judges and Kennel Club contacts
- Name
- Address (optional)
- Email address
- Telephone number(s)
- Registered kennel name
BCUK process your personal data for the following purposes:
| Purpose | Lawful basis |
|---|---|
| Administration and transactional communications relating to judging appointments | Contractual Necessity |
| Upholding the BCUK Rules and Code of Ethics | Contractual Necessity |
| Compliance with Kennel Club Rules and Regulations (including sharing relevant required information) | Contractual Necessity |
| Publication in the BCUK judges’ list (once published on the Club website in relation to Breed Appreciation Day attendance) and for appointments in the show/event schedules | Legitimate Interests (to maintain up to date records for Club administration and keep competitor informed) |
Exhibitors/Showring Competitors/Suppliers/Business Contacts
- Name
- Address (optional)
- Email address
- Telephone number
- Dog information (where applicable)
We process your personal data for the following purposes:
| Purpose | Lawful basis |
|---|---|
| Administration and transactional communications for exhibitors/competitors entering events organised by or attended by BCUK | Contractual Necessity |
| Provision of services relating events organised by or attended by BCUK | Contractual Necessity |
| Upholding the Club Rules and Code of Ethics | Contractual Necessity |
| Compliance with Kennel Club Rules and Regulations | Contractual Necessity |
| Contact regarding future events organised by or attended by BCUK | Legitimate Interests (to develop our services and grow our Club) |
| Publication of your name and dog information when attending such shows/events on the BCUK website, Facebook and Instagram pages, Members Newsletters and Email Updates – or catalogues/programmes [subject to the right to object] | Legitimate Interests (to maintain up to date records Club administration and keep competitors informed) |
| Publication of event results on BCUK websites, Facebook, Instagram, or Members Newsletters or Email Updates. | Legitimate Interests (to maintain up to date records for Club administration and keep competitors informed) |
| Notifying you about changes to our terms or our privacy notice | Necessary to comply with a legal obligation |
Updated 15 January 2024