The Bernese Mountain Dog Club of Great Britain is committed to protecting your personal information and respecting your privacy.
This Privacy Notice sets out the basis on which any personal data that we collect from or about you, or that you provide to us, will be processed by us.
The contact details for our Secretary for any data protection queries are as follows:
We will comply with data protection law. This says that the personal information we hold about you must be:
We process personal data about members, judges, ring stewards and competitors/exhibitors at our events. The categories of person about whom we process personal data are described in more detail in the Annex to this Privacy Notice.
The General Data Protection Regulation provides the following rights (subject to some exemptions):
If you wish to raise a complaint on how we have handled your personal data, you can contact our Secretary at the details at para 2 above.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO) full contact details for which can be found at https://ico.org.uk/global/contact-us/
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
We will generally process your personal data for contractual necessity in providing membership services and events. We may also use personal information for additional relevant and related purposes where you might reasonably expect us to do so, where the benefits of doing so are not outweighed by your own interests or fundamental rights or freedoms. This may include:
We will ask for your direct consent IF we intend to use your personal data for marketing purposes. Where our processing of personal data is based on your having given consent, you have the right as a data subject to withdraw that consent at any time. If you wish to invoke this right, please notify the Secretary using the contact details set out in Section 2 above.
You have the right to lodge a complaint with a supervisory authority. In the United Kingdom, the supervisory authority is the Office of the Information Commissioner, full contact details for which can be found at https://ico.org.uk/global/contact-us/
We may use service providers to help us provide you with our services. Personal data may be transferred to such service provider, who act for or on our behalf, for further processing in accordance with the purpose(s) for which the data was originally collected or may otherwise be lawfully processed.
Such third parties have contracted with us as data processors under the requirements in the GDPR. They are contractually bound to only use personal data for the agreed purpose(s). Relevant persons working for these third parties will have access to your personal data under the terms of the data processor contract, but only to the extent necessary to perform their services for us.
In appropriate circumstances, we may disclose data to authorised bodies as required by law.
Where Cookies are used for basic website functionality they do not capture or store personal information.
We do collect data via the various contact forms submitted online and via PayPal payments received. For PayPal payments we receive your email address, name and address and this information is stored in a password protected site and kept in hard copy by our Treasurer for the purposes of supporting our annual accounts.
Please contact the Secretary if you have any questions or concerns about personal data and privacy matters
This Annex sets out the Bernese Mountain Dog Club of Great Britain’s processing of personal data relating to members (including committee members), judges and exhibitors/competitors at our events.
What personal data do we process, why do we process it and what is the lawful basis?
|Whose Data do we hold?||Members||Committee members||All A, B & C list judges for the breed||Members & non-members||Adopters, potential adopters and those surrendering dogs. Vets & insurance companies||Members and non members|
|What data do we hold?||Names & addresses, tel numbers & email addresses||Names & addresses, tel numbers & email addresses.|
Bank account details
|Names & addresses, tel numbers & judging CV.||Names & addresses, tel numbers and dogs’ KC registered names||Names, addresses, tel numbers and email addresses, detail about family, household, lifestyle||Individually volunteered minimal contact information, (names, email or phone)|
|Why do we hold the data?||To facilitate communication with them.||To facilitate communication and payment of expenses.||To maintain a list of eligible judges, thus allowing contact with them.||In accordance with KC rules for running a show||To ensure that the dogs we are rehoming are placed in the very best, most suitable homes for life.||Compile a database of Bernese Deaths for use as health-related information.
Owners names sometimes published alongside dog’s details in health test results.
|Is it for legitimate reasons?||Yes||Yes||Yes||Yes||Yes||Yes|
|Where do we hold the data?||Membership database – laptop with password protection.||Names & addresses on Membership database – club laptop with password protection.|
Secretary holds on club records (currently on password protected pc and backed up on external hard drive).
Treasurer holds committee bank account details in hard copy.
|In hard copy and on Judges’ subcommittee Chair AND Secretary’s PCs. Backed up onto external hard drive.||Hard copies of entry forms and listed in show catalogues, available for sale to all.|
Copies held by Club Secretary as club archive.
Garden Party entry forms are destroyed after each event.
|Hard copy only held by Rescue Co-ordinator.||Breed Health Coordinator’s password protected laptop.
Dog’s summary details only published on web site and in our club and other breed club magazines. Owners and breeders giving information are given the option of publication of dog’s details. No person’s details published in any format except as part of health test results as copied from KC publications.
|How long do we hold the data?||Currently forever in hard copy, forming a club archive||Currently forever in hard copy, forming a club archive||Currently forever in hard copy, forming a club archive||Currently forever in hard copy, forming a club archive||18 years so far. To keep a record of all enquiries in case we need to look back for some information.||Forever as part of ongoing information collection for analysis and comparison.|
|Do we share the data?||Membership list published in annual handbook – mailed to all members and old copies given away e.g. at Discover Dogs, for the information of prospective owners/members.|
Membership have the option to withhold publication of their name & address.
Any members who advertise in the handbook include their contact details at their own choice/discretion.
|Yes, published in all club publications – website, handbook, magazines, show catalogues.|
Some also quoted on club formal letterhead.
|Yes, published in annual club handbook||Yes, in show catalogues.|
Exhibitors have the option to withhold publication of their address.
|No||Owners names published alongside dog details in health test results.|
|Administration and transactional communications for exhibitors/competitors entering our events, judges and Rescue adopters||Contractual Necessity|
|Provision of services relating to our events||Contractual Necessity|
|Upholding the Club/Society Rules and Code of Ethics||Contractual Necessity|
|Compliance with Kennel Club Rules and Regulations||Contractual Necessity|
|Contacting you regarding future events||Legitimate Interests|
|Publication of your name address and dog information in show/event catalogue [subject to the right to object]||Legitimate Interests|
|Publication of event results on our websites and club publications||Legitimate Interests|
We also process personal data for the Club’s legitimate interests as we have outlined in the main Privacy Notice. Please be assured that we will always take account of your personal data rights in doing so.
Where do we obtain your personal data from?
Most of the above personal data is received direct from you (the data subject). However, information may be received from third parties (e.g. the Kennel Club).
How long do we hold your personal data for?
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.
Are you obliged to provide us with your personal data?
You are not obliged to provide the personal data in question. 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.
Kennel Club records:
The Kennel Club will hold the personal data of officers of the Club/Society as a part of the implementation of Kennel Club Rules and Regulations.
We provide the Kennel Club with details of Club Officers and Challenge Certificate winners at our events in order to meet requirements in the Kennel Club Rules and Regulations.
Do we use your data for any automated decision-making?
No personal data is processed for automated decision-making
Any financial data arising from a transactional process will be held securely by the BMDC of GB in accordance and compliance with all statutory and HMRC requirements.
To open a copy of this statement for download please click here