British Reining Ltd

External Privacy Notice

Last Updated: 26/01/2025

British Reining Ltd (“British Reining”, “us”, “we”, “our”) is a limited company registered in England and Wales under registration number 04677921, with our registered office located at British Equestrian Federation Equestrian House, Abbey Park, Stareton, Warwickshire, England, CV8 2RH.

We are committed to protecting your privacy and the security of any Personal Data we process about you. Unless we notify you otherwise, we are the controller of the Personal Data we process about you, where you have provided personal data directly to us. This means that we decide what Personal Data to collect and how to process it.

Purpose of this privacy notice

The purpose of this privacy notice is to explain what Personal Data we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided below under the ‘How to contact us’ section.

Who this privacy notice applies to

This privacy notice applies to you if:

1. You visit our website

2. Have a membership with us

3. You enquire about our products and/or services

4. Participate in events run by us

5. You sign up to receive newsletters and/or other promotional communications from us

What Personal Data is

‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.

‘Special Category Personal Data’ is more sensitive Personal Data and includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying someone, data concerning physical, mental health, or data concerning someone’s sex life or sexual orientation.

Personal Data we collect

The type of Personal Data we collect about you will depend on our relationship with you. Below is an example of the different categories of personal data we may collect and process about you.

• Full name
• Contact information
• Membership IDs
• Next of Kin
• Dietary requirements

How we collect your Personal Data

We collect most of the Personal Data directly from you via our website and third-party sign-up forms, but there may be occasions where we also collect information about you via email and phone.

How we use your personal data

We will only use your Personal Data when the law allows. Most commonly, we will use your Personal Data in the following circumstances.

• To facilitate your membership with us, such as take payment from you for clinics/events and your membership fee.
• To keep you updated on events you have signed up to/paid for
• To account for any dietary requirements when we provide catering at our events

Lawful basis for processing

Applicable Data Protection legislation requires us to identify appropriate lawful bases to process personal data. The lawful basis we rely on as a data controller are detailed below with brief examples for when they may apply:

International Transfers

Your Personal Data may be processed outside of the UK. This is because the organisations we use to provide our service to you are based outside the UK.

We have taken appropriate steps to ensure that the Personal Data processed outside the UK has an essentially equivalent level of protection to that guaranteed in the UK. We do this by ensuring that:

• Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation), or

• We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary.

Your rights and how to complain

You have certain rights in relation to the processing of your Personal Data, including to:

• Right to be informed
• You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
• Right of access (commonly known as a “Subject Access Request”)
• You have the right to receive a copy of the Personal Data we hold about you.
• Right to rectification
• You have the right to have any incomplete or inaccurate information we hold about you corrected.
• Right to erasure (commonly known as the right to be forgotten)
• You have the right to ask us to delete your Personal Data.
• Right to object to processing
• You have the right to object to us processing your Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.
• Right to restrict processing
• You have the right to restrict our use of your Personal Data.
• Right to portability
• You have the right to ask us to transfer your Personal Data to another party.
• Automated decision-making. You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.
• Right to withdraw consent

If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.

• Right to lodge a complaint
• You have the right to lodge a complaint with the relevant supervisory authority, if you are concerned about the way in which we are handling your Personal Data.

The supervisory authority in the UK is the Information Commissioner’s Office who can be contacted online at:

Contact us | ICO

Or by telephone on 0303 123 1113

How to exercise your rights

You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.

Children’s Privacy

We do process children’s personal data, as youth members are hugely welcome to join British Reining. As such, we recognise the additional importance of keeping children’s personal data secure and take all reasonable steps to ensure this.

Automated Decision-Making and Profiling

We do not utilise any automated decision-making as part of our processing, nor do we conduct any profiling activities.

Use of Cookies and Similar Technologies

Our website does utilise cookies and similar technologies. A cookie is a small text file which may be downloaded to your device when you visit our website. We use cookies to allow our website to function correctly, remember your preferences and to track visitors to our website.

The cookies we use on our website fall into the following categories:

Statistics or Analytics Cookies

We use cookies to collect information about the use of our website by visitors such as the pages they visit most often, how they arrived at our website and associated information. These do not collect any directly identifiable personal information about visitors. We use these cookies to learn more about how our website is used to identify problems and areas for improvement.

Functionality Cookies

Functionality cookies remember the choices you make when you visit our website. This includes, for example, your consent to the use of cookies on our website.

Marketing or Targeting Cookies

These are cookies placed by third parties on our website which record your visit to our website, the pages you have visited and the links you have followed. They use this information for advertising purposes.

Learn More About Cookies

For further information on our use of cookies, including a detailed list of your information we and others may collect through cookies, please see details in the table below.

The cookies we use on our website and their purposes are as set out in the following table:

Security of your Personal Data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

If we become aware of any loss, misuse, alteration of personal data we will work closely with our IT team, and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.

Data Retention

We will not keep Personal Data longer than is necessary, for the purpose or purposes for which they were collected. British Reining will take all reasonable steps to destroy, or erase from its systems, all Personal Data which is no longer required. This does not apply to anonymised data.

How to contact us

If you wish to contact us in relation to this privacy notice or if you wish to exercise any of your rights outlined above, please contact us at council@britishreining.co.uk

Changes to this privacy notice

We may update this notice (and any supplemental privacy notice), from time to time as shown below. We will notify of the changes where required by applicable law to do so.

Last modified 26/01/25