What is this document about?
So that Severnvale Equestrian Centre (SVEC) can
successfully tailor their lessons to meet the riding
abilities and the individual needs of their clients; and/or
provide suitable stabling and other facilities to them, or
to other outside parties, it needs to hold basic
information about them. The information that it collects
enables it to provide the best service to them; by
ensuring that Severnvale has all the information it needs
to deliver these facilities, in a safe and appropriate
manner.
The "General Data Protection Regulation" (GDPR) dictate
how Severnvale must treat this; and requires that it
publishes this Privacy Notice, which describes to you
(the "data subject" - the person whose data is held)
what data it holds, some of which is classed as
‘Sensitive Personal Data’; as well as what and how
Severnvale uses it to provide these services to its
clients.
Personal information
Severnvale maintains the ‘Personal Data’ that it has
about its hirers, electronically on a local desktop
computer; which is used for handling, collecting, storing
and updating personal information relevant to the day to
day running of the Centre; as well as noting bookings
for lessons, raising invoices, and recording payments,
etc.
What information do we hold and where does it come
from?
The personal data that is kept about the Severnvale’s
clients, includes information about some, or all of the
following:
•
name & contact information – so that we can get
hold of you, should we need to do so
•
riding ability - to make sure training matches your
needs on a horse matching your ability
•
health & well-being - so that we are prepared for
medical emergencies
•
disabilities - to make sure that your participation in
activities is safe
•
lesson times, dates and fees - so that we can
recover the agreed coaching charges
•
stable / loose box hire, and/or associated cost - so
that we can recover the agreed charges
Mostly, the information Severnvale holds is provided by
the hirer themselves. However, it also retains data
about each client’s history of use of the Centre, which is
generated within the accounting software.
Who controls the information and who has
access to the data?
Control
For the purposes of this Privacy Notice, the GDPR
‘Data Controller’ is " Severnvale Equestrian Centre";
as it exercises overall control over the purpose for
which, and the manner in which, personal data is
processed. Severnvale can be contacted about this
Privacy Notice by email at – mailto:data-
controller@severnvale-equestrian.com
The information is kept on a local desktop computer
in a secure location, to ensure that it is readily
accessible when it is needed; and so that it can
easily be kept up-to-date and accurate. The data is
protected by a password to ensure that it is not
available to people who should not have access to
it.
Bookings for lessons and/or hire are handled by
telephone or through an email system; and all
clients are initially required to complete a paper
based ‘Client Information Sheet’; after which a
‘standalone’ bespoke accounting package is used to
generate a contact list of client each stable / loose
box hire; and where appropriate, the associated
costs and an invoice for each period of hire.
All completed Client Information Sheets and the
relevant invoices are stored in paper format in a
ring-binder that is kept in a secure location.
Access
Within Severnvale, the information stored about
clients can only be accessed by approved members
of the Staff. No information is passed outside
Severnvale to Third Parties (unless legally required
to do so).
Clients may request details of the ‘Personal Data’
that Severnvale holds about them, at any time by
email at – ‘mailto:data-controller@severnvale-
equestrian.com; so that they can ensure that the
information held by Severnvale is up to date; and to
request amendments to their records, if needed.
Retention and Removal
All Client Information Sheets and the relevant
invoices are kept for seven years before being
destroyed; so as to comply with the requirements of
HMRC for keeping income records. Digital images
are kept in perpetuity as they from part of
Severnvale’s history.
Hirers may ask Severnvale to delete their
information; however, the removal of this may in
the future, hinder Severnvale’s capacity to provide
lessons and/or facilities to them in a safe and
appropriate manner. Moreover, there may be
circumstances where it may need to be retained;
for instance, to investigate a complaint, in which
case the client will be notified.
Contact:
Severnvale Equestrian
Centre, Tidenham,
Chepstow
Monmouthshire NP16 7LL