THE SHOWING COUNCIL PRIVACY NOTICE

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1. Introduction

The Showing Council (“we”, “our”, “the Council”) want to ensure that all the personal information we collect about you is safe and secure, whether we collect it through our website or from other sources, including from our Member Bodies.  This policy sets out our commitment to you, in compliance with the General Data Protection Regulation (Commonly known as GDPR) and explains how we collect, store and use your personal information which may relate to members, competitors, judges, stewards, volunteers, show organisers and others who engage with our activities.

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2. Who We Are

The Showing Council is a representative body supporting the governance, development and integrity of showing within the UK equestrian sector. We act as the data controller for the personal information we collect.

For data‑protection enquiries, please email info@theshowingcouncil.co.uk clearly stating your enquiry.  

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3. The Personal Data We Collect

We may collect and process the following categories of personal data:

• Identity information — name, date of birth, name of member body of which you are registered and your registration details. This may also include additional information such as competition records.

• Contact information — postal address, email, telephone number

• Competition information — horse details, class entries, results, eligibility

• Financial information — payments, refunds, invoices (processed securely)

• Health or disability information — only where necessary to provide reasonable adjustments or ensure safety

• Safeguarding information — for children, vulnerable adults or welfare concerns

• Digital information — website usage, cookies, online forms, surveys, incident reports

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Special category data is processed only where legally permitted and with appropriate safeguards.

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4. How We Collect Personal Data

We collect data through:

• Direct communication with you via email, phone calls, our website and any online forms and surveys.  This may include data such as career or educational history, qualifications, sporting results, details of equines, bank account details, name, address, contact information, age, gender, medical information, passport information, credentials for judges, vets and volunteers

• Member Body applications

• Communications with judges, stewards, producers and organisers

• Online forms, website interactions and digital platforms.  We may receive information from social media accounts such as your profile details and publicly shared content

• Incident, welfare or safeguarding reports from third parties

• Requests for reasonable adjustments

• Official appointments, training, guidance and support activities

• Competition entries and show administration

• Information about you as a direct member of one or more of our member bodies. 

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Our Member Bodies are:

• American Quarter Horse Association (UK)

• Arab Horse Society

• British Driving Society

• British Miniature Horse Society

• British Palomino Society

• British Show Horse Association

• British Show Pony Society

• British Skewbald and Piebald Association

• Coloured Horse and Pony Society UK

• Icelandic Horse Society of GB

• Irish Draught Horse Society (GB)

• Lusitano Breed Society (GB)

• Miniature Horse Club of Great Britain

• National Pony Society

• Northern Counties Ponies Association

• Rescue Equine Showing Society

• Sport Horse Breeding (GB)

• The Haflinger Society of Great Britain

• The Shire Horse Society

• The Side Saddle Association

• UK Ponies and Horses

• Veteran Horse Society

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5. How We Use Your Personal Data

We may use personal data for several purposes, including to:

• deal with your requests and enquiries

• contact you for reasons related to your enquiry

• Administer membership, and Council activities

• Verify eligibility and oversee unified rules

• Support organisers, judges and stewards in running safe, fair competitions

• Provide reasonable adjustments for riders with disabilities or neurodivergence

• Communicate essential updates, guidance, rule changes and safety notices

• Maintain records of results, awards and disciplinary matters

• Manage incidents, complaints and safeguarding and welfare concerns

• Improve Council operations and member experience

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We do not sell personal data.

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6. Lawful Bases for Processing

We process personal data under one or more of the following lawful bases:

• Contract — we may have a contract with you that we can only fulfil by using your personal information, or to administer membership or competition participation

• Legal obligation — e.g. safeguarding, insurance, statutory requirements

• Legitimate interests — governance, safety, fair competition

• Consent — optional communications, photography permissions

• Vital interests — emergency situations

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Where consent is used, individuals may withdraw it at any time.

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7. Sharing Personal Data

We work with partner organisations which all have a legitimate role to play in supporting the governance, development and integrity of showing and equestrianism within the UK and we may share personal data with:

• Show organisers, judges and stewards

• National and Affiliated equestrian bodies including the BEF

• Insurance providers and regulatory authorities

• Medical personnel in emergencies

• IT service providers supporting our systems

• Law enforcement or safeguarding agencies where required

• Organisations or individuals sharing specific activities or functions on behalf of The Showing Council under a specific contract or agreement

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All third parties must comply with UK GDPR and handle data securely.

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8. International Transfers

We do not routinely transfer personal data outside the UK. If such a transfer becomes necessary, we will ensure appropriate safeguards are in place.

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9. Data Retention

We retain personal data only for as long as necessary for the purposes collected:

• Membership and competition records — retained for operational and historical purposes

• Incident or disciplinary records — retained according to regulatory requirements

• Financial records — retained for statutory accounting periods

• Health/disability information — retained only for the duration of the adjustment or consent period

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Retention periods are reviewed regularly.

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10. Data Security

We use appropriate technical and organisational measures to protect personal data, including:

• Secure digital storage and encryption

• Access controls for authorised personnel

• Confidential destruction of paper records

• Regular audits and volunteer training

 

11. Your Rights

Individuals have the right to:

• Access their data

• Request correction of inaccurate information

• Request erasure (“right to be forgotten”)

• Restrict processing

• Object to processing

• Request data portability

• Withdraw consent at any time

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The exercise of these Rights may be made in writing, including email, and also verbally and should be responded to in writing by us (if we are the relevant data controller) without undue delay and in any event within one month of receipt of the request.  That period may be extended by two further months where necessary, considering the complexity and number of the requests.  We must inform the individual of any such extension within one month of receipt of the request, together with reasons for the delay.

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12. Children and Vulnerable Individuals

We take extra care when processing data relating to children or vulnerable adults. Safeguarding information is handled strictly on a need‑to‑know basis and in line with statutory guidance.

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13. Cookies and Website Data

Our website may use cookies to improve user experience and analyse site performance. Users can manage cookie preferences through their browser settings.

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14. Data Breaches

If a data breach occurs, we will:

• Investigate promptly

• Notify the ICO where legally required

• Inform affected individuals when there is a high risk to their rights or freedoms

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15. Updates to This Privacy Notice

We may update this Privacy Notice periodically. The most recent version will always be available on our website.

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16. Contact Us

For questions, concerns or requests relating to personal data, please in the first instance contact:

Data Protection Lead info@theshowingcouncil.co.uk