Privacy Policy

How we use and process your data

Introduction

The GERMAN WIREHAIRED POINTER CLUB ('the Club') is committed to protecting your personal information and respecting your privacy. This notice sets out the basis on which we collect data, hold and process data about you.

For the purpose of the General Data Protection Regulation (GDPR), the data controller is the GERMAN WIREHAIRED POINTER CLUB.

We update this Privacy Notice from time to time, so please check back to see any updates.

Data Protection Contact Point

The Secretary of the Club is first point of contact for any data protection queries can be contacted by email at secretary@gwpcuk.club or alternatively can be contacted at the address and phone numbers shown on the contact us section of our website.

Data Protection Principles

We will comply with data protection law. This says that personal information organisations hold about you:

  • is used lawfully, fairly and in a transparent way;
  • collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
  • is relevant to the purposes we have told you about and limited only to those purposes;
  • is accurate and kept up to date;
  • is kept only as long as necessary for the purposes we have told you about; and
  • is kept in a manner that ensures appropriate security.

What information do you give us?

We may collect, store and tranfer different kinds of personal information about you including;

  • Identity Data- in particular your name and title;
  • Contact Data - such as your address, email address and telephone numbers;
  • Profile Data - such as judge CV information, event entry related information etc.;
  • Technical Data - such as IP addresses, your log-in data, browser type and version, time-zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website;
  • Usage Data - including information about how you use our website; and
  • Marketing Data - such as your preferences in receiving information from us.

How do we use Personal Information

As we are a KC recognised members dog club, our main activities in processing 'User Information' is for the Club's legitimate interests to provide services to our members and other individuals such as judges, stewards and competitors/exhibitors at our events.

We user the User Information we gather in a number of different ways

Special Category Data

We do not collect any 'special category' data. This is information relating to your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, criminal convictions, sex life or sexual orientation, or certain types of genetic or biometric data.

How we collect your Personal Information

We may obtain personal information by directly interacting with you in various ways, such as:

  • when you submit a membership application request to the Club;
  • when entering or participating in one of our events eg. shows, field trials etc.;
  • when you submit or update a judge CV to be included on the Club's judging lists;
  • when you respond to a judging or stewarding invite from the Club;
  • when participating in social media functions via our website and other social media sites operated by the Club;
  • when making rescue donations or purchases from the Club; and
  • when corresponding with us by phone, email, post or otherwise.

We may also obtain personal information via automated technology when you interact with our website by using cookies, server logs and other similar technologies (such as recognising you whether you are a new or returning visitor to our website). We may also collect personal information about you provided by third parties or publicly-available sources, such as:

  • The Kennel Club;
  • Google (in particular, website usage analytics);
  • Online event entry processors/printers, such as Fosse Data & Higham Press.

How we use your Personal Information

We only use your personal information where the law allows. We will use your personal data in one of the following circumstances:

  • we need to perform a service for you;
  • you have given us your consent;
  • where we need to comply with legal or regulatory obligations; or
  • where it is necessary for our or a third parties legitimate interests, and your interests and rights do not override those interests.

Purposes for which we use your Personal Information

We may use your personal information for a number of different purposes. For each purpose, we are required to confirm the ‘legal basis’ that allows us to use your information, as follows:

Purpose of use Legal Basis
Website Visitors
To identify you (eg. as a new or returning user/member) via cookies and/or device information Legitimate Interests
To administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes, to allow you to participate in interactive features of our service Legitimate Interests
Club Members
Provide membership services including adminstration and transactional information relating to membership Contractual Necessity
Upholding Club Rules and Code of Ethics Contractual Necessity
Compliance with Kennel Club Rules and Regulations Contractual Necessity
Contacting you regarding newsletters, invitations and other information about Club events and meetings etc. Legitimate Interests
Judges
Administration and transactional communications regarding judging invitations and appointments Contractual Necessity
Upholding Club Rules and Code of Ethics Contractual Necessity
Compliance with Kennel Club Rules and Regulations Contractual Necessity
Publication in the Club judge lists, show/event schdules and catalogues etc. Legitimate Interests
Exhibitors / Competitors at Club Events
Administration and transactional communications regarding event entries Contractual Necessity
Provision of services relating to events Contractual Necessity
Upholding Club Rules and Code of Ethics Contractual Necessity
Compliance with Kennel Club Rules and Regulations Contractual Necessity
Contacting you regarding future events Legitimate Interest
Publication of your name, address, and dog information in show/event catalogues (subject to right to object on entry). Legitimate Interests
Publication of event results on our website, Social media sites, Newsletters, Yearbooks etc. Legitimate Interests

We will only use your personal information for the purpose(s) for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Do I have to provide Personal Information?

You are not obliged to provide the personal data. However, if you do not provide the personal data, we will be unable to perform any contract we have with you for the provision of membership services, judging appointments or event services. Failing to allow cookie/device information access will restrict access and functionality of our website.

Where do we store Personal Information?

We take all steps reasonably necessary to ensure that your Personal Data is treated appropriately and securely for the purpose it was intended. This includes a combination of;

  • restrict physical access to documents/lists that contain personal information to those legitimately involved directly in processing that data;
  • using password protection and encryption of member lists where relevant;
  • using secure HTTPS encryption of the website by default;
  • using hosting and data storage providers who either hold our data in the UK or operate a similar degree of protection (for example using suppliers in countries withing the EU or ones party to the EU-US Pivacy Shield or hold specific contracts approved by the Eurpean Commission).

How long do you keep Personal Information?

Personal data will be retained in accordance with statutory requirements, Kennel Club requirements and recommendations and the Club’s retention policy which is available on request.

Recipents of your Personal Data

We disclose data to the following outsourced data processors, in line with section 5 of our main Privacy Policy;

  • Mailchimp - We directly manage an on-line membership list within our Mailchimp account to enable efficient member communication via email and to enable members to see the details held. Member emails (such as Newsletters) are sent using Mailchimp’s services.
  • Fosse Data – We provide confirmation of membership status from time to time to permit correct processing of discounts and preferences for members during on-line entry at certain events run by the Club (such as our Championship Show, Field Trials and Working Tests) and production of our event catalogues.
  • The Kennel Club – We provide the Kennel Club with personal data of officers of the Club as a part of the implementation of Kennel Club Rules and Regulations. We also provide information on Challenge Certificate winners at our show events, Field Trial Award winners and other such information as necessary to meet requirements in the Kennel Club Rules and Regulations.

Third Party Links

Our website and Social Media sites may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you use these links, we encourage you to read the privacy notice of each website you visit.

The Club does not use your data for any automated decision-making.

Any financial data arising from a transactional process will be held securely by the our Banks (PayPal and/or Barclays Bank Plc) in accordance and compliance with all statutory and HMRC requirements.

If you wish to contact us regarding your personal data, please contact the GWPC Secretary:

Contact GWPC Secretary