Southern English Springer
Spaniel Society
General Data Protection Regulation (GDPR)
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.
Contact Details
Please contact the SESSS Secretary Mrs Judy Whitworth email: judy@sesss.org if you have any questions or concerns about personal data and privacy matters.
Disclaimer
To the full extent permissible by law, the Southern English Springer Spaniel Society (SESSS) disclaims all responsibility for any damages or losses (including, without limitation, financial loss, damages for loss in breeding projects, loss of profits or other consequential losses) arising in contract, tort or otherwise from the use of or inability to use the Site or any material appearing on the Site, or from any action or decision taken as a result of using the Site or any such material.
The Site contains links to external sites. The SESSS is not responsible for and has no control over the content of such sites. Information on the Site, or available via hypertext link from the Site, is made available without responsibility on the part of SESSS.
The SESSS disclaims all responsibility and liability (including for negligence) in relation to information on or accessible from the Site.
All copyrights are reserved and should not be used, transferred or borrowed without permission from the SESSS.
Information containing personal details should not be used by third parties to gain advantage, promote or sale for marketing or any other purpose apart from that specified.
The following are the Society's Code of Ethics that each member is bound by once agreeing to and being accepted as a full member.
(1) Will properly house, feed, water and exercise all dogs under their care and arrange for appropriate veterinary attention if and when required.
(2) Will agree without reservation that any veterinary surgeon performing an operation on any of their dogs which alters the natural conformation of the animal, or who carries out a caesarean section on a bitch, may report such operations to the Kennel Club.
(3) Will agree that no healthy puppy will be culled. Puppies which may not conform to the Breed Standard should be placed in suitable homes.
(4) Will abide by all aspects of the Animal Welfare Act.
(5) Will not create demand for, nor supply, puppies that have been docked illegally.
(6) Will agree not to breed from a dog or bitch which could be in any way harmful to the dog or to the Breed.
(7) Will not allow any of their dogs to roam at large or to cause a nuisance to neighbours or those carrying out official duties.(8) Will ensure that their dogs wear properly tagged collars and will be kept leashed or under effective control when away from home.
(9) Will clean up after their dogs in public places or anywhere their dogs are being exhibited.
(10) Will only sell dogs where there is a reasonable expectation of a happy and healthy life and will help with the re-homing of a dog if the initial circumstances change.
(11) Will supply written details of all dietary requirements and give guidance concerning responsible ownership when placing dogs in a new home.
(12) Will ensure that all relevant Kennel Club documents are provided to the new owner when selling or transferring a dog, and will agree, in writing, to forward any relevant documents at the earliest opportunity, if not immediately available.
(13) Will not sell any dog to commercial dog wholesalers, retail pet dealers or directly or indirectly allow dogs to be given as a prize or donation in a competition of any kind. Will not sell by sale or auction Kennel Club registration certificates as stand alone items (not accompanying a dog).
(14) Will not knowingly misrepresent the characteristics of the breed nor falsely advertise dogs nor mislead any persons regarding the health or quality of a dog. Breach of these provisions may result in expulsion from club membership, and/or disciplinary action by the Kennel Club and/or reporting to the relevant authorities for legal action, as appropriate. SUPPLEMENTARY CLAUSES (Approved by The Kennel Club)
(15) All breeding should be aimed at the improvement of the Breed.
(16) Members should discourage breeding from inferior stock and give careful consideration to temperament, soundness, health and type. Owners of stud dogs should refuse to allow them to service inferior bitches.
(17) All members should undertake to have breeding stock tested for any hereditary disease in the ESS (as listed by the BVA) where such testing exists, or for which there is a KC/ESS Breed Scheme for DNA testing.
(18) Owners of bitches seeking a stud dog should satisfy themselves that the dog is suitable in terms of temperament and hereditary conditions and diseases.
(19) Owners of stud dogs should consider carefully whether to allow their dog to be used on bitches untested for hereditary disease.
(20) In addition to the wearing of a tagged collar (see KC code no. 8), members are strongly recommended to use microchipping or tattooing as the recognised means of identifying their dogs (important for health testing purposes, as well as loss, stray or theft).
(21) A member should not breed a litter unless they have the time and facilities to devote proper care and attention to the rearing of puppies and the wellbeing of the dam. A member should not provide stud services unless satisfied the owner of the bitch also has such time and facilities.
(22) A member should not contemplate a litter unless reasonably sure of finding homes for the puppies.
(23) No bitch should be required to have an excessive number of litters and no bitch should be mated at successive seasons without regard to her health. Please refer to the Kennel Club registration requirements, currently in force, with regard to this item.
(24) Bitches under 20 months should not produce a litter.
(25) Owners of stud dogs shall provide a receipt on completion of matings, detailing payment required. Where payment is not made at the time of mating (e.g. puppy in lieu of stud fee) both parties should sign.
(26) The breeder should check prospective purchasers for suitability and inform them of the characteristics of the English Springer Spaniel and the responsibility of dog ownership.
(27) Puppies should not be sold to homes where they will be left alone for long periods.
(28) In normal circumstances, puppies should not leave their breeder until they are eight weeks old. The breeder should sell only those which, to the best of their knowledge, are in good health. A puppy which has any physical defect or which has any definitive departure from the Breed Standard should not be sold without the buyer being made fully aware of such defect and its possible consequences.
(29) The breeder should also provide each purchaser, at the time of sale, a signed five-generation pedigree certificate which, to the best of their knowledge, is accurate, and written information about the care of English Springer Spaniels covering at least the following items: Diet – from puppy to adult, worming, grooming, inoculations, training, exercise and basic health. It is hoped the breeder will give information about the Southern English Springer Spaniel Society and consider proposing the purchaser for membership.
(30) The breeder should register each litter with The Kennel Club and comply with the relevant KC regulations concerning the registration of any puppy. Breeders should not hesitate to endorse any registration if applicable under KC regulation B11.
(31) When selling a puppy of registered parentage the breeder must provide the buyer, at the time of sale, with the partly completed KC registration certificate and inform the buyer how to transfer ownership. The purchaser of a puppy born from unregistered or partly registered parents should be informed that the puppy cannot be registered at The Kennel Club on the General Register.
(32) The breeder should offer the purchaser copies of certificates for relevant health tests of both parents, at the time of sale.(33) The breeder should also provide, at the time of sale, a contract detailing the responsibilities of both breeder and purchaser.
(34) A breeder should not knowingly sell puppies to laboratories, dog dealers or to persons known to be acting for the above. Stud services should not be provided for such persons. Note: A dealer is defined as any person who regularly buys puppies to sell for a profit. A person who buys a puppy or puppies for a known individual is not necessarily a dealer.
(35) A breeder should be wary of anyone buying a puppy as a present for someone else – especially at Christmas.
(36) A breeder should not sell to countries not operating anti-cruelty laws. If in doubt, The Kennel Club, RSPCA or DEFRA should be consulted.
(37) Puppies should not be exported until they are at least twelve weeks old, unless travelling in the personal care of the new owner or their representative. For those travelling alone, a reputable canine exporting company should be used.
(38) The breeder should take every care in ascertaining up-to-date and accurate details of the health regulations of the importing country. The best sources are a Veterinary Surgeon and DEFRA.
(39) Whenever possible, the breeder should provide assistance or give advice to the purchaser of a puppy should a problem arise. The purchaser should be made aware of this at the time of sale and encouraged to contact the breeder about any problem.
(40) Should circumstances arise making it impossible or undesirable for the puppy, or older dog, to stay with its new owner, the breeder should, whenever possible, take it back. If the breeder is unable to take it back, they should inform the owner how to contact ESS Welfare and provide all possible help in finding a suitable home for the dog.
(41) Any agreement of a loan of the bitch for breeding purposes should be entered into with great care. The parties concerned should each have a written copy of the agreement signed by each party. It is recommended that the Kennel Club Regulations for Loan or Use of Bitch for Breeding Purposes be used (see KC Regs B, Annex C).
(42) Breeders and owners of stud dogs should be as factual as possible when advertising. Exaggerations or unfounded implications of superiority should not be used. Untrue or unfair statements about other persons’ stock or their practices should not be made.
(43) No member shall use social media to make derogatory comment - direct or implied - about another member, the Society or official of the Society. Such conduct may be considered incompatible with continued membership and lead to the expulsion of that member.
(44) Any breeder experiencing a problem over any part of this code should seek assistance from the SESSS by contacting its Secretary.
(45) The SESSS expects all of its members concerned with breeding, acquisition or disposal of ESS to conduct their business in an ethical manner whilst at the same time conforming to the rules of the SESSS and The Kennel Club.
(46) Overseas members are expected to follow the spirit of this code whilst conforming to the rules of their governing Kennel Club.
1. NAME
The name of the Society shall be the Southern English Springer Spaniel Society
2. OBJECTS
The objects of the Society shall be to encourage the breeding of the English Springer Spaniel to conform to the Standard and Regulations laid down by The Kennel Club both in appearance and working ability and to advance and protect the interest of the Breed at all times. These objects are for the benefit of members and will not be classed as a trading business so that all profits from any source, functions and/or activities of the Society shall be maintained for the benefit of and for the further education of members in the management, training, exhibiting, breeding and every aspect pertaining to canines.
3. MEMBERSHIP
The Society shall consist of an unlimited number of members without area restrictions and any person favourable to the objects of the Society shall be eligible for membership on submission of an application form and payment of the appropriate subscription.
There shall be four types of membership thus:
a) Single for one Person permanently resident within the United Kingdom and Northern Ireland.
b) Joint for Husband and Wife, or two Persons being the registered owners of an English Springer Spaniel, or two Persons being the registered joint owners of a Kennel Club affix, both Persons being permanently resident within the United Kingdom and Northern Ireland.
c) Junior for a Person under the age of 16 years as at 1st January of membership year.
d) Overseas (Single or Joint) for Persons permanently resident outside the United Kingdom and Northern Ireland.
Application for membership shall be in writing on the form prescribed by the Committee and application shall be proposed by one member and seconded by another. Such applications shall be considered by the Committee which shall have absolute power in respect of admission of members. The Society will make a list of members and their addresses available for inspection if so requested by the members of the Society or by the Kennel Club.
MEMBERS
Names, Addresses and RKC affix may be processed in a computer for the purposes of compiling and maintaining the Club’s list of members and printing address labels – the list of members will not be issued or sold to commercial organisations. The Society will maintain an up to date list of members and make the list of names available for inspection if so requested by the members of the Society or by the Royal Kennel Club. Signature of the application form implies agreement that the member has no objection to his/her name address and RKC affix be included in the Membership List of the Society’s Year Book publication.
4. HONORARY MEMBERSHIP
The Committee shall have the power to nominate Honorary Membership in respect of any member who had rendered distinguished service to the Society or the interests represented by it. Such recommendations will require the approval of members in Annual General Meeting. Honorary Members will possess the same rights and privileges as ordinary members, but will not be required to pay an annual subscription.
5. CONTROL
The affairs of the Society shall be under the management and absolute control of a Committee consisting of the Patron, a President, unlimited number of Vice-Presidents, a Chairman, a Vice-Chairman, Treasurer, Secretary, Assistant Secretary and twelve members, one of whom shall be designated Cup Steward. The Committee shall have the power to co-opt not more than three additional members.
6. OFFICERS AND COMMITTEE
The Patron shall be nominated by the Committee and elected by members in AGM for a term of three years. He/She shall be eligible for re-election. The Office shall be purely honorary carrying no voting rights, nor shall the Patron be a member of the Committee.
7. The President shall be nominated by the Committee and selected by members in AGM for a term of three years. He/She shall be eligible for re-election. He/She shall preside at all social gatherings as may be to his/her convenience, and he/she shall be an ex-officio member of the Committee with the right to vote thereat. His/Her membership status shall be that of an Honorary Member.
8. An unlimited number of Vice Presidents shall be nominated by the Committee and elected by members in AGM annually. Membership status shall be that of an Honorary Member. A Vice-President shall not vote at Committee Meetings unless he/she is an elected member of the Committee.
9. The Chairman’s duty shall be to preside at all general and Committee meetings and to deputise for the President when called upon to do so.
10. The Vice-Chairman shall be required to deputise for the Chairman in his/her absence or when called upon to do so.
11. The Secretary shall be required to summon and attend all general and Committee meetings. He/She shall keep a correct record of the proceedings in a Minute Book which shall be signed by the Chairman at the next meeting. He/She shall conduct correspondence on behalf of the Society and transact such business as required by the Committee.
12. The Assistant Secretary shall assist the Secretary and undertake such other duties as may be required by the Committee.
13. The Treasurer shall receive all monies, keep a proper record of receipts and payments and submit a properly audited income and expenditure account and balance sheet to the members at the AGM.
14. Election of Officers and Committee
The Chairman, Treasurer and Assistant Secretary shall be elected for a term of two years; the Vice-Chairman and Secretary shall be elected on alternate years also for a term of two years. Each year six ordinary members of the Committee shall retire by rotation. Each Officer and Committee Member shall be eligible for re-election if desired for a further term of two years. Any member of the Committee absent from three consecutive meetings shall have his/her attention drawn to the fact and, unless reasonable explanation be forthcoming, such a member’s seat on the committee shall become vacant.
15. Not less than 28 days prior to the AGM the Secretary shall invite nominations for Officers and Committee. Such invitations shall be made either direct to members or by publication in the Society’s Year Book or in the Canine Press. Nominations are to be made on the form prescribed by the Committee, signed by the nominee and two members proposing and seconding the nomination. The completed nomination form shall be received by the Secretary no later that the published date which shall not be less that 14 days prior to the AGM. Officers and Committee members wishing to stand for re-election shall inform the Secretary in writing and shall not be required to be re-nominated. Should more nominations than vacancies be received, an election will take place by members present at the AGM. Voting will be in accordance with Rule 20. No person whilst an undischarged bankrupt may serve on the Committee of or hold any other office or appointment within a Royal Kennel Club Registered Society.
16. MEETINGS
A general Meeting of Members shall be held annually, notice of which shall be signed by the Secretary and published in the Society’s Year Book sent to members. In accordance with Kennel Club Rules, this notice may be published in the Canine Press, ie ‘‘Our Dogs’. The notice shall give 14 days clear notice to members and the Secretary shall also inform the Kennel Club of the date of the meeting. It shall also invite members to submit items for the Agenda, such items are to be proposed and seconded in writing by fully paid-up members and sent to reach the Secretary by the date stated in the notice. The Agenda shall be made available to all members attending the meeting and to others by post on request to the Secretary. No business shall be transacted other than that stated on the Agenda, with the exception of any item which, in the opinion of the Chairman of the meeting, is urgent.
17. A Special General Meeting may be summoned by the Secretary at the request of the Committee or on receipt of a written report signed by at least 20% of the membership specifying the business to be discussed. In either case the Secretary shall issue a notice in the same way as for an Annual General Meeting giving members at least 14 days clear notice. No business other than that specified on the notice shall be transacted.
18. The Committee shall meet as and when convenient but not less than three times per year.
19. The Quorum at General Meetings shall be twelve members present, and for Committee Meeting five Committee members present.
20. VOTING
At all General and Committee Meetings voting shall be by a show of hands, or by secret ballot of those present, at the discretion of the Chairman of the Meeting. One vote shall be allowed to each Single and each Joint Member with the Chairman having a casting vote as well as a deliberate vote if necessary. Junior and Overseas members do not have a vote.
21. RESIGNATION
Any members may resign his/her membership at any time by notifying the Secretary in writing but shall not be entitled to the return of any subscription paid. He/She shall nevertheless be liable for the payment of any subscription or charge due to the Society.
22. EXPULSION OF MEMBERS
Any member who shall be disqualified under Royal Kennel Club Rule A11.j. (5) and/or Royal Kennel Club Rule A11.j.(9) shall ipso facto cease to be a member of the Society. If the conduct of any member shall, in the opinion of the Committee of the Society be injurious or likely to be injurious to the character or interest of the Society, the Committee of the Society may, at a meeting the notice convening which includes as an object the consideration of the conduct of the member, determine that a special General Meeting of the Society shall be called for the purpose of passing a resolution to expel him/her.
Notice of the Special General Meeting shall be sent to the accused Member, giving particulars of the complaint and advising the place, date and time of the meeting that he/she may attend and offer an explanation. If at the meeting, a resolution to expel is passed by a two-thirds majority of the members present and voting, his/her name shall forthwith be erased from the list of members, and he/she shall thereupon cease for all purposes to be a member of the Society except that he/she may, within two calendar months from the date of such a meeting, appeal to the Royal Kennel Club upon and subject to such conditions as the Royal Kennel Club may impose.
23. A member who has resigned or whose resignation has been requested, or who has been removed from membership or whose membership is suspended, shall forfeit all rights and privileges of the Society and shall forthwith return to the Secretary any Society property including Cups and Trophies which he/she may hold.
24. FINANCE
The financial year of the Society shall commence on 1st January and end on 31st December annually.
25. A Banking Account shall be opened in the name of the Society and cheques shall be signed by any two of the following officers: Treasurer, Secretary, Chairman.
26. The accounts shall be kept by the Treasurer and audited annually or as requested by the Committee by an Auditor nominated by the Committee and elected annually by the members in AGM. Those certifying the accounts must be independent of the committee. The certified accounts will be made available on request to members fourteen days prior to the AGM.
27. The Subscription to the Society shall be the sum recommended by the Committee for each type of membership and approved by the members in AGM. Each subscription shall be paid annually in advance and shall become renewable on 1st January. Any member whose annual subscription is unpaid shall not be entitled to any privileges of membership and voting rights and will, ipso facto, cease to be a member if the annual subscription remains unpaid after 30th June each year. The Committee shall have power to reduce the amount of the subscription for single and joint membership of Senior Citizens living in the United Kingdom. In the case of Joint membership both members should be Senior Citizens (eg State pensionable age as at 1st January each year). The Committee shall have the power to raise funds for the Society in any way it deems fit.
28. The Officers acknowledge that during the month of January each year Maintenance of Title Fee will be forwarded to the Royal Kennel Club by the Secretary for continuance of Registration and that by 31st July each year, other returns, as stipulated in Royal Kennel Club Regulations for the Registration and Maintenance of Title of Societies and Breed Councils and Affiliation of Agricultural Societies and Municipal Authorities, will be forwarded to the Royal Kennel Club. The Officers also acknowledge their duty to inform the Royal Kennel Club of any change of Secretary of the Society which may occur during the course of the year.
29. PROPERTY
The Property of the Society shall be vested in the Committee. Cups and Trophies shall be accepted only on the understanding that they are gifts to the Society. All Cups and Trophies and their movements shall be recorded in a book for that purpose by the Cup Steward.
30. WINDING UP OF THE SOCIETY
If the Society is wound up or ceases to be a registered society under Royal Kennel Club Regulations, a final statement of audited accounts with a record of the disposal of the property shall be forwarded to the Royal Kennel Club within six months and the persons named as Officer and Committee on the last return sent to the Royal Kennel Club will be held responsible by the Royal Kennel Club for the proper winding up of the Society.
31. FEDERATION
The Society shall not join any federation of societies or clubs.
32. AGREEMENT
The payment of any membership subscription shall be deemed to be an implied agreement on the part of the members to abide by the rules of the Society.
33. ALTERATION OF RULES
Any alteration of these rules shall be made only by a majority of those present and voting at an Annual General Meeting or Special General Meeting, the notice for which contains specific proposals to amend the rules and such alterations shall not be brought into force until the Royal Kennel Club has been advised and given its approval. Notice of intention to move any alteration shall be given in writing to the Secretary not later than 28 days before an Annual General Meeting or a Special General Meeting which may be called for that purpose.
34. INTERPRETATION
The Royal Kennel Club shall be the final authority for the interpretation of the Rules and Regulations of the Society and in all cases relative to Canine or Society Matters.
(revised 2018)