Last updated: November 2025

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Midlands Riding Club (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.
This Privacy Policy explains how we collect, use and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are the data controller for personal data processed through our website, membership system, and through the operation of our riding club events and activities.

You have the right to object to certain types of processing, including direct marketing.
Full details of your rights are provided in section 8 below.

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1. What Personal Data We Collect

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We only collect the minimum data necessary for the club to operate safely and effectively.
This may include:

1.1 Contact Information

• Your name

• Email address

• Telephone number

• Postal address

Used for membership administration, enquiries, event updates, and essential communications.

1.2 Membership and Activity Information

Information you provide when joining or participating in club activities, including:

• Membership details

• Event or training registrations

• Emergency contact information

• Horse details relevant to safe participation (e.g., age, behaviour notes)

1.3 Correspondence

Any personal data included in communications with us (email, phone, web form, documents you supply).

1.4 Website Analytics

Non-identifying information such as:

• Page views

• Visit duration

• Browser type

Used only to improve our website experience.
We do not use advertising or tracking cookies.

1.5 AI-related Processing (Administrative Use Only)

We may use secure, reputable AI-assisted tools to support:

• Drafting communications

• Structuring event documents

• Administrative efficiency

• Internal quality checks

All AI-generated content is reviewed and approved by a human committee member before being used or issued.
We do not use AI to make automated decisions about you.

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2. How We Use Your Personal Data

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We process your personal data only where we have a lawful basis.
We may use your information for:

2.1 Membership Administration

To manage applications, renewals, payments, and general club operations.

2.2 Event Management

To organise and deliver club events, rides, training sessions, and competitions.

2.3 Responding to Enquiries

To answer questions, provide information, or follow up on membership or event requests.

2.4 Communications

To inform you of relevant club updates, safety information, event changes, or membership matters.

2.5 Managing the Club

Including record-keeping, financial administration, organising volunteers, and internal management.

2.6 Improving Our Website and Services

Using anonymised or aggregated analytics data to improve user experience and club operations.

2.7 Legal Obligations

Where required by law, including safeguarding, incident reporting, insurance, tax records, and responding to authorities.

2.8 Direct Marketing (Minimal and Optional)

We may send you club updates, newsletters, or event information where we have a lawful basis to do so.
You may unsubscribe at any time.

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3. Legal Bases for Processing

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We process your personal data under one or more of the following legal grounds:

3.1 Contract

Where processing is necessary to manage your membership or provide services you have requested.

3.2 Legitimate Interests

Including:

• Ensuring safe club operations

• Communicating with members

• Running events and training

• Club administration and improvement

We balance these interests against your rights and freedoms.

3.3 Consent

For optional marketing communications, photography permissions, or where you choose to provide optional information.

3.4 Legal Obligations

Where processing is required to comply with UK law (e.g., insurance, safeguarding, incident reporting, financial records).

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4. Sharing Your Personal Data

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We only share personal data where necessary and appropriate:

• Approved instructors, trainers, judges, or event officials

• Insurers (e.g., for incident or claim management)

• IT, website hosting, or membership management providers

• Regulatory or safety authorities where legally required

We do not sell or trade personal information.

All third parties must protect your data and act in accordance with UK GDPR.

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5. International Transfers

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If any of our service providers store data outside the UK, we ensure appropriate safeguards are in place (e.g., UK IDTAs or adequacy decisions).

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6. Data Retention

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We retain personal data only for as long as necessary for:

• the purpose it was collected for,

• legal or regulatory obligations,

• safeguarding or incident management,

• insurance or dispute resolution,

• HMRC requirements.

After this period, data is securely deleted or anonymised.

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7. Cookies

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Our website uses only minimal functional and analytics cookies.
We do not use advertising or tracking cookies.

You can manage cookies through your browser settings.

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8. Your Rights

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Under UK GDPR you have the right to:

• Be informed about how we use your personal data

• Access the personal data we hold about you

• Rectify inaccurate or incomplete data

• Request erasure (in certain circumstances)

• Restrict processing

• Data portability

• Object to processing based on legitimate interests

• Withdraw consent at any time (where applicable)

• Complain to the ICO (see section 10)

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9. Contact Us

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To exercise your rights or ask questions about this Privacy Policy, contact:

Midlands Riding Club, see contact us page.
Company No. 15887812
 

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10. Complaints

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If you are unhappy with how we handle your personal data, please contact us first so we can resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office (ICO):

Website: https://www.ico.org.uk
Telephone: 0303 123 1113
Address: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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11. Changes to this Privacy Policy

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We may update this policy from time to time.
The latest version will always be available on our website or on request.