Havanese Breed Society UK

Privacy Policy

1.0 INTRODUCTION

1.1 The Havanese Breed Society UK (“we,” “our,” or “us”) is committed to protecting and respecting your privacy. This policy outlines how we collect, use, and safeguard your personal data, as well as your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The purpose of this Privacy and Cookie Notice/Policy is as follows:

  • Privacy Notice/Policy – explains how personal data is collected and used.
  • Cookie Notice/Policy – explains what cookies are used, and why.

1.2 This document should be read in conjunction with our related policies, available on request:

  • Data Retention and Consent
  • GDPR Procedures – Subject Access Requests (SAR) and Data Breach
  • Privacy notices for specific activities (e.g. event photography)

2.0 INFORMATION WE COLLECT

2.1 We collect the following information to operate the Society and comply with legal obligations:

  • Personal Identification Information: Name, address, email address, telephone number, and other contact details.
  • Membership Information: Details provided during application or renewal, including payment information (processed securely via third parties such as PayPal and Lloyds Bank).
  • Event Participation: Information relating to shows, competitions, or events.
  • Correspondence: Records of communications between you and the Society.
  • Website Usage Data: Traffic data, location data, and other communication data.

2.2 CHILDREN’S DATA (UNDER 18s)

We recognise that some of our members may be children (under the age of 18), for example as part of family memberships or junior memberships.

  • Parental/Guardian Consent:
    We only collect and process children’s personal data with the explicit consent of a parent or legal guardian.
  • Data Collected:
    This may include the child’s name, age or date of birth, and participation details in Society activities (e.g. junior handling, competitions).
  • Purpose of Processing:
    Children’s data is used solely for:
    • Administering membership
    • Managing participation in Society events or competitions
    • Ensuring age-appropriate categorisation (e.g. junior classes)
  • Safeguarding and Minimisation:
    We only collect the minimum data necessary and take additional care to protect children’s information.
  • Communication:
    All communications regarding children will be directed to the parent or guardian, not the child directly.
  • Images and Publicity:
    Photographs or images of children will only be used where explicit parental/guardian consent has been obtained, in accordance with our event photography/privacy notices.
  • Rights:
    Parents or guardians may exercise data protection rights on behalf of their child at any time.

3.0 HOW WE USE YOUR INFORMATION

3.1 We use your information to:

  • Process membership applications and renewals
  • Organise and manage events, shows, and competitions
  • Communicate Society news and updates
  • Maintain records and accounts
  • Understand member interests (e.g. breeding, showing, therapy work, finding a puppy)
  • Comply with Royal Kennel Club affiliation requirements (e.g. annual returns)
  • Comply with legal obligations

4.0 LEGAL BASIS FOR PROCESSING

4.1 The legal bases for processing are:

  • Contractual Necessity – membership administration
  • Legal Obligation – compliance with applicable laws
  • Legitimate Interests – running and promoting the Society
  • Consent – where required (e.g. photos, children’s data)
  • Royal Kennel Club requirements – affiliation compliance

5.0 DATA SHARING

5.1 We do not sell or rent personal data. We may share information with:

  • The Royal Kennel Club and relevant canine organisations
  • Service providers (e.g. IT, payment processors)
  • Legal or regulatory authorities where required
  • Relevant parties in relation to animal welfare concerns where there is a lawful basis

6.0 DATA RETENTION

6.1 We retain personal data only as long as necessary for the purposes collected, including legal and accounting requirements.

6.2 Full details are set out in our Data Retention Policy.

7.0 YOUR RIGHTS

7.1 Under UK GDPR, you have the right to:

  • Access your data
  • Request correction
  • Request erasure
  • Object to processing
  • Request restriction
  • Request data portability
  • Withdraw consent at any time

7.2 Contact: contact@havanesebreedsociety.org

8.0 COOKIES

8.1 Our website uses cookies to enhance user experience and analyse usage. You can disable cookies in your browser settings, though some features may not function correctly.

9.0 CHANGES TO THIS POLICY

We may update this policy from time to time. Updates will be posted with a revised effective date.

10.0 CONTACT US AND ICO REGISTRATION

10.1 Contact: contact@havanesebreedsociety.org

10.2 ICO Registration Number: ZB888441
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk