Data protection and privacy policy

Keeping your personal information is very important to us. We are committed to complying with private and data protection laws and being transparent about how we process personal data.

How we collect personal data:

The information you provide us when you fill out the disclaimer form for private arena hire. We collect and use personal information about our arena hires for:

Informing you of future events, shows, talks and updates re private hire use of the arena.

We only collect data we need to contact you about the above and this will only reach you if you have consented to us contacting you via your email.

If you opt onto our mailing list, we will use the information you provide to email you information pertaining to Langford Farm – Dynamo Stud events. You can opt out at any time. Our legal basis for using your personal information in this way is consent.

Running events and camps:

If you register for one of our events or camps, we will use your information provided to us to process your registration and enable you to attend the event or camps. This will include sharing some of your information with our volunteers that run the event or camps. It may also include collecting and sharing medical information with them if you choose to provide that to us. Our legal basis for using your personal information in this way is for the performance of a contract.

Dealing with complaints and appeals:

If a complaint or an appeal is raised with us, we will process the information that is provided to us to manage and resolve the complaint or appeal. This may include sharing relevant information with an affiliated organisation, such BE, riding club, coach, instructor, or other organisations depending upon the nature of the complaint and area it relates to. Our legal basis for using personal information for this purpose is to fulfil our objective of resolving complaints in a careful and appropriate manner.

Processing expenses:

We will use your personal information including your bank account details to process expense claims. Our legal basis for using your information for this is for the performance of a contract.

Employee and volunteer administration and professional development of staff:

If you provide us with information about yourself, such as resume or curriculum vitae, in connection with a job or volunteer application or enquiry, we may use this information to process your enquiry. We will not store this information for any purpose other than that relating to your application. Our legal basis for using your information in this way is for our legitimate interest.

Cookies and aggregate information collected from www.dynamo-stud.com:

We use cookies and log files on our website to store information about how you use our website. A cookie is a piece of data stored on the user’s computer ties to the information about the user. This enables us to create a profile which details your viewing preferences using our own web tracker which details your viewing preferences. We use your profile to tailor your visit to our website, to make navigation easier and direct you to information that best corresponds to your interest and country. Aggregate information is collected from users using our own web tracker. This information includes user’s Internet Protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time of visit, number of clicks, error pages and number of unique visits. This information is not linked to personal profiles or to personally identifiable information provided by users. We use it to analyse visitor trends and use of our website, administer the website and to gather demographic information of our website users. Our legal basis for using your information in this way is for our legitimate interest.

Our legal basis for processing personal information:

Our legal basis for the purposes that we process personal information is for the performance of a contract, or for our legitimate interests or consent. We may collect data and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced and does not unduly impact your rights.

We will ask for your consent to send you marketing emails and text messages. You can withdraw consent of this at any time.

Usually, we will only process sensitive personal data if we have your explicit consent. In extreme situations, we may share your personal details with the emergency services if we believe it is in your ‘vital interests’ to do so. For example, if someone is taken ill during one of our events.

Sharing Personal Data:

We will only share your personal information where we are required to fulfil our contract with you, or legitimate intreat, where we have your consent, or we are required to do so by law. We may share your personal information with third party organisations who will process it on our behalf, for example a mailing house, our website administrator or printers. In necessary, we may also share your information with caterers, course providers, referees and coaches. We may also share your information with our bank to process a payments; our professional advisors (such as our legal advisors) where it is necessary to obtain ether advice; and our IT support and data storage providers.

Where required, we will process personal information to comply with our legal obligations. In this respect we may use your personal data to comply with subject access requests, tax legislation; for the prevention and detection of crime; and to assist the police and other competent authorities with investigations including criminal and safeguarding investigation.

Transferring personal data outside of the EEA

We may need to collect or send some personal information outside of the EEA, for example for horse passports. If we transfer personal information to countries or jurisdictions which do not have a similar standard of data protection law in place, we will only do so to fulfil our contract with you and we will inform you in advance of the need to transfer the information. For Protection Lead please contact Sarah Dyer dynamo@langfordfarm.co.uk

Your Rights:

If you no longer wish to receive communication and services from us, please contact dynamo@langfordfarm.co.uk You can also unsubscribe at any time to emails that we may send to you about the products and services that we think will be of interest to you.

You also have the right to:

Request a copy of the information we hold about you. Request should be addressed to dynamo@langfordfarm.co.uk We will respond within 30 days of receiving your written request.
Tell us to change or correct your personal information if it is incomplete or inaccurate. Please contact us at dynamo@langfordfarm.co.uk
As us to restrict our processing of your personal data or to delete your personal date if there is no compelling reason for us to continue using or holding this information. Pease contact us at dynamo@langfordfarm.co.uk
Receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, so that you can send it to another organisation. Please contact us at dynamo@langfordfarm.co.uk
Object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a disproportionate impact on you. Please contact us at dynamo@langfordfarm.co.uk

Please note that we may be entitled to refuse requests where exceptions apply. For example, if we have reason to believe that the personal data, we hold is accurate or we can show our processing is necessary for a lawful purpose set out in this Privacy Policy.

How long we keep your personal information:

We will hold your personal information for as long as necessary. We will not retain your personal information if it is no longer required. In some circumstances, we may legally be required to retain your personal information, for example for finance, employment or audit purposes. We will keep records of events, clinics, private hire and camps for 2 years, in order to facilitate any insurance claim resulting from the activity.

Changes to this policy:

This privacy policy may change from time to time. Where practical we will provide you with an updated Privacy Policy from time to time. However, we also recommend that you please visit our webpage periodically to keep up to date with the changes in our Privacy Policy.

Making a complaint to the Information Commissioner’s Office:

If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is 0303 123 1113.