This policy covers the Welsh Terrier Club’s (“the Club”) use of personal information that it collects when you become a member, apply for entry in or take part in our activities, as a member or non-member, as a competitor, volunteer, judge or official, or when you use our website and social media channels.
This policy should be read in conjunction with the Club’s Data Protection Statement, which is available on our website.
2. Types of information gathered
From time to time, you may be asked to submit personal information about yourself (e.g. name and telephone number, email address, your dog’s Kennel Club registered name) in order to receive or use our services or enter in our activities. By providing or entering your details in paper-based or online forms in the fields requested, you enable us to provide you with the services you select.
Photographic records may be kept of participants in our events. Whenever you provide such personal information, we will treat that information in accordance with this policy. When using your personal information, we will act in accordance with current legislation and within the remit of our Data Protection Statement.
3. Use and storage of your personal information
When you supply any personal information to the Club (e.g. contact information) it has legal obligations towards you in the way it uses that information/data. It must collect the information fairly, that is, it must explain how we will use it.
Your data will be held as long as and where necessary to be used for the purpose for which it was intended. Implicit in being a Club member or applying to take part in or enter any Club activity, you consent that you have opted in to your personal information being used for the purposes of the Club’s activities conducted on yours and the Club’s members’ behalf.
Any information you provide to the Club via the website, social media, membership application, show, training, merchandise sales or through any other activity or paper-based forms and registration systems, will be used only within the Club operating within its Rules and Regulations.
The Club will not share, sell or disclose data to a third party save to share information where it is obligated to provide the Kennel Club Limited with information in accordance with the Club’s registered Kennel Club Limited status or save to share results of competitions and photographic records that may be disclosed to third-party media organisations for publication.
Your information will be disclosed where the Club is obliged by law.
The Club will use your information data to maintain your membership record and to conduct the activities of its business as a membership organisation such as to contact you about the business of the organisation, for example (but not exclusively) show schedules, training event notices, yearbook/newsletter dissemination and other activities for members.
The Club will retain information pertaining to competition results produced in the course of its activities. These may be published e.g. on the website, yearbook or social media or to other linked media organisations for the purpose of reporting the Club’s events and competition results. Competition entrant’s information and results of competitions will be shared/made available to the Kennel Club Limited as required under its J Regulations.
If you post or send offensive, inappropriate or objectionable content anywhere to the Club on the website, its social media channels or otherwise engage in any disruptive behaviour on the website or social media, the Club can use whatever information that is available to it about you to stop such behaviour. In these cases this may involve informing relevant third parties such as your employer, Internet provider or law enforcement agencies about the content and your behaviour.
The Club will hold your personal information on its systems for recording keeping purposes. It will ensure that all personal information supplied is held securely, in accordance with GDPR and our Data Protection statement. The information you provide will be used to allow the Club to conduct its business according to its constitution known as its “rules and regulations”.
The Club may use the information you provide to contact you for service administration purposes, this means that the Club may contact you for a number of purposes related to the service you have expressed an interest in, by becoming a member of the Club or applying or entering to take part in its activities. For example, it may wish to provide you with information about events and send you reminders or publish results of competitions.
The Club may contact you for promotional purposes, such as notifying you of new services or events related to the Club’s activities, your agreement to receive such information being implied by your membership or entry (as member or non-member) into any Club activity.
4. Access to your personal information
You have the right to request a copy of the personal information the Club holds about you and to have any inaccuracies corrected. Please address requests to the Club's membership secretary, Mrs C Couzens, 6 Station Road, Cuxton, Rochester, Kent, ME2 1AB or by emailing firstname.lastname@example.org