SESSS Data Protection Statement
To comply with General Data Protection Regulation (GDPR), we must tell you what personal data we hold about you, why we hold it and how it will be used. We must also have your permission to retain your personal details and undertake to delete them if requested by you.
Any data we hold will be used only for purposes directly related to the activities and effective administrative running of the SESSS and will not be provided to any other person, organisation or business for any other purposes, except where required by law.
SESSS Data Protection Principles
The SESSS will comply with data protection law. Any personal information we hold about you will be:
✓ Used lawfully, fairly and in a transparent way;
✓ Collected only for valid purposes (as explained below) and not used in any way that is incompatible with those purposes;
✓ Relevant to the purposes we have explained and limited only to those purposes;
✓ Accurate and kept up to date;
✓ Kept securely;
✓ Kept only for as long as necessary, for the purposes we have told you about, and in accordance with our data retention policy (see below).
Personal Data Held by the SESSS
For the efficient running of the SESSS we need to keep a record of:
• Your name;
• Your address;
• Your home and/or mobile telephone number(s);
• Your email address;
• Your registered Kennel Club affix;
• Your SESSS membership category: (UK/Overseas; Single/Joint; Adult/Senior/Junior; Honorary);
• Your current or most recent year of SESSS membership;
• If you have a repeat standing order for membership payments (we do not keep details of your bank account).
Note: You are not obliged to provide the personal data in question. However, if you do not provide such data, we will be unable to perform any contract we have with you for the provision of SESSS services.
SESSS Use of Personal Data
The SESSS will generally process your personal data in providing membership services and organising events. We may also use personal information for additional relevant and related purposes where you might reasonably expect us to do so, where this is not outweighed by your own interests, fundamental rights or freedoms. This may include:
• Maintaining our records and other administrative purposes, including updating your details and preferences;
• Contacting you with relevant information (e.g. newsletters and show schedules) by mail, telephone or email;
• Publication of your personal data in annual Membership Lists in our SESSS Year Books;
• Publication of your personal data and dog information in SESSS show/event catalogues;
• Publication of show/event results on the SESSS website or other SESSS publications;
• Administration and communications relating to judging lists and SESSS judging appointments;
• Communications related to membership and invitations to participate in canine market research or canine health studies;
• Assistance with upholding our Society objectives and taking action in cases where there may be a breach of the SESSS Rules or Codes of Ethics;
• Assistance in ensuring compliance with Kennel Club Rules and Regulations;
• Assistance with queries, complaints and dispute resolution.
You may request to see all the personal data we hold on you (we are allowed 30 days to provide it).
We only keep your data for the reasons outlined above.
We undertake to delete your personal data, or withhold it from publication, if you request us to do so in writing.
SESSS Disclosure of Personal Data to Other Third Parties
The SESSS may use service providers to help us provide you with our services. Personal data may be transferred to such service providers, who act 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. This may include:
• Production of the SESSS Year Book;
• Production of SESSS show/event catalogues;
• Other SESSS publications.
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 us.
SESSS Data Retention Policy
The SESSS will only retain personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Personal data may be further processed and stored for archiving in the interests of statistical and historical purposes. When doing so, we will consider any link to the initial purpose, the context the data was collected in, the reasonable expectations of members, the nature of the data, the consequences of further processing and the existence of appropriate safeguards.
Old membership lists and other electronically held data may have some historical value and/or statistical value. The SESSS will consider how long is practically useful.
Please contact the SESSS Secretary if you have any questions or concerns about personal data and privacy matters.