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Kennet Valley Gundog Training Society

Privacy & Cookie Policy

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Privacy Policy – Kennet Valley Gundog Training Society (“the Society”).

This privacy policy explains how and why we use your personal data and we’ll keep this page updated so you can see how we use your personal data. This policy applies to both members and non nembers of the Society, including any donors or volunteers who use any of our services, visit our website/social media accounts (including Facebook/Twitter/Instagram etc). We will not sell your personal data and will only share it with third parties as set out in this policy.

In this policy, whenever you see the words ‘we’, ‘us’, ‘our’, ‘KVGTS, it refers to the Society.

What personal data do we collect?

Your personal data (any information which identifies you, or which can be identified as relating to you personally for example, name, address, phone number, email address etc.) will be collected and used by us. We’ll only collect the personal data that we need. We collect personal data in connection with specific activities such as membership requests, working test entries, training/any events and donations.

You can give us your personal data by filling in forms you can download from our website, any information you provide to us on our social media accounts or by corresponding with us (by phone, email or by joining as a member). This personal data you give us may include your name and your title, address, date of birth, age, gender, employment status, demographic information, email address, telephone numbers, personal description, photographs, CCTV images, opinions and any information you provide us with relating to your dog(s) if this is specifically identifiable to you).

Personal data provided by you

This includes information you give when interacting with us, for example joining or registering, or communicating with us. For example:

Personal details (name, date of birth, email, address, telephone, and so on) when you join as a member or, as both members and non members, if you sign up for any events or tests we organise.

Financial information (payment information when you join as a member or donate such as credit or debit card or direct debit details).

If you are the parent of one of our junior members, including junior volunteers, your details will be recorded and your association with that relationship will be recorded. We may automatically collect the following information:

Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform and if you access our website via your mobile device we will collect your unique phone identifier

Information about your visit, including, but not limited to the full Uniform Resource Locators (URL) and query string, clickstream to, through and from our website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as but not limited to,scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number

Information about your puchases including but not limited to events you enter, membership application ID and Renewal ID.

The terms that you use to search our website
Personal data created by your involvement with us
Your activities and involvement with us will result in personal data being created. This could include details of how you’ve helped us by volunteering and could also include photographs or video recordings of you and/or your dog(s) at any of our working tests, training or other events.

How we use your personal data

We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018)/UK Data Protection Act and Privacy of Electronic Communication Regulation (“GDPR”).

Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by the police, or any other regulatory or government authority investigating suspected illegal activities, we may need to provide your personal data. We will also be required to comply with any request from the Kennel Club if this does not contravene the GDPR.
Your personal data may be collected and used to help us raise funds or complete your request or for information on our website/social media accounts. Below are the main uses of your data which depend on the nature of our relationship with you and how you interact with our various services, websites, social media accounts and activities.

Email communications

If you choose to hear from us we may send you information on activities of the Society that we believe would be of interest to you. We’ll only send these to you if you agree to receive them and we will never share your information with companies outside the Society for inclusion in their marketing. Although we may share cookie data with third parties in limited circumstances. If you agree to receive emails from us you can change your mind at a later date by telling us that you no longer wish to receive emails.

We may sometimes use third parties to capture some of our data on our behalf, but only where we are confident that the third party will treat your data securely, in accordance with our terms and inline with the requirements set out in the GDPR.

What we will send you?

We will only send you information relating to our activities and we use the personal data you provide as a member to service your membership. This includes sending renewal information to annual members by mail and email and sending information about our Annual General Meeting and sending any other information we are required to by statute, local authority or the Kennel Club.

Fundraising and donations

Where we have your permission, we may invite you to support our work by buying a raffle ticket and helping with any fundraising activities.


We may use specific tools to profile how you interact with us online, for example, Adobe Analytics, Google Analytics.

Sensitive personal data

The GDPR defines ‘sensitive personal data’ as information about racial or ethnic origin, political opinions, religious beliefs or other similar beliefs, trade union membership, physical or mental health, sexual life, and criminal allegations, proceedings or convictions. We would only collect and process sensitive personal data with a member’s express consent.

Updating your data and marketing preferences

We want you to remain in control of your personal data. If, at any time, you want to update or amend your personal data or marketing preferences please email dataprotection@kennetvalleygts.org.uk.

Your data protection rights (DPO)

Where the Society is using your personal data on the basis of consent, you have the right to withdraw that consent at any time.

Subject access rights

If you would like further information on your rights or wish to exercise them, please email dataprotection@kennetvalleygts.org.uk.

You will be asked to provide the following details:
• The personal information you want to access;
• Where it is likely to be held;
• The date range of the information you wish to access

We will need you to provide information that will help us confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it.

Once we have all the information necessary to respond to your request we’ll provide your information to you within a reasonable time which will not be more than 1 month.

What to do if you’re not happy
In the first instance, please talk to us directly so we can resolve any problem or query. 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.

Cookies and links to third party websites


Cookies are small text files stored on your computer when you visit certain websites. We use first party cookies (cookies that we have set, that can only be read by our website) to personalise your online experience. We also use third party cookies (cookies that are set by an organisation other than the the owner of the website) for website measurement. You can control the use of cookies via your browser.

Links to other websites

Our website may, from time to time, contain links to and from the websites of websites of organisations with similar objectives and aims to the Society. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we don’t accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. This privacy policy applies solely to the personal data collected by the Society.

Keeping your information

We will only use and store your information for as long as it is required for the purposes it was collected for. How long it will be stored for depends on the information in question, what it is being used for and, sometimes, statutory legal requirements.

How we secure your data

We operate a thorough process for assessing, managing and protecting new and existing systems which ensures that they are up to date and secure against the ever changing threat landscape.

Disclosing and sharing information

When we allow third parties acting on behalf of the Society to access to your information, we will always have complete control of what they see, how long they see it for and what they are allowed to do with it.

Personal data collected and processed by us may be shared with Committee members of the Society and third party cloud hosting and IT infrastructure providers who host the website and provide IT support in respect of the website.

We may also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation or obligation to the Kennel Club.

Storage of information

The Society’s operations are based in the UK and we store most of our data within the European Union (EU). Some organisations which provide services to us may transfer data outside the European Economic Area but we’ll only allow this if your data is adequately protected. Some of our systems are provided by US companies and whilst it is our policy that we prefer data hosting and processing to remain on EU-based solutions, it may be that using their products results in data transfer to the USA. However we only allow this when we certain it will be adequately protected. (e.g. US Privacy Shield or Standard EU contractual clauses).

Changes to this privacy policy

We’ll amend this privacy policy from time to time to ensure it remains up to date and reflects how and why we use your personal data and new legal requirements. Please visit our website to keep up to date with any changes. The current version will always be posted on our website.
This privacy policy was last updated on 22 May 2018.