Data Protection Policy

Last updated  1 August 2019


SAFE – Means Safety and Facilities for Equestrians (this organisation)

GDPR – Means the General Data Protection Regulations (implemented May 2018)


This privacy policy explains when and why we (SAFE) collect personal information about our members, how we use it, keep it secure and your rights in relation to it.

For full information about GDPR, you can visit the Information Commissioner’s website (; for the purposes of GDPR, we are the ‘controller’ of all personal data we hold about you; specifically the Membership Secretary acts as the Data Protection Officer for the club, and should be contacted with any enquiries.

Contacting You

We will only contact you regarding Society or membership-related matters (to send you the newsletters, membership payment reminders, details regarding our AGM etc.)

Personal information held

The following information is collected and stored, regarding each member:

Name, address, telephone number, email address (if provided upon joining):
Required for managing your membership to the Society, e.g. for sending newsletters and contacting regarding any membership related matters.

Areas where you ride/stable any horse
Required to tailor any assistance or advice to your personal circumstances, or to determine whether you are able to assist in a particular area.

Protection of your information

  • Membership information is kept securely by the Membership Secretary. An secure copy of this information is available to some other committee members to comply with our Society Rules.
  • We may change the Privacy Policy when necessary. An up-to-date copy will always be available on this webpage. Notifications of changes will be posted on the web site and in the next Newsletter.
  • We have implemented generally accepted standards of technology to protect personal data from loss, misuse or unauthorised alteration or destruction.
  • Please note that any information sent to us over the internet can never be guaranteed to be 100% secure.
  • We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

Access to your information

  • Membership details (name, address, email and phone number) are accessible by the committee.
  • We will never sell your personal data or share your data with any third parties without your prior consent, except where we are required to do so by law.

How long do we keep your information?

We will hold your personal information on our system for as long as you are a member of SAFE. If your membership lapses, SAFE will hold your information for five years, to comply with legal obligations and to enable renewal of membership within this period. After five years, your personal data will be removed from the system

Any information held in society documents, such as names listed in AGM minutes, will be kept in perpetuity unless requested to be specifically removed.

GDPR rights

Under the GPDR, you have the following rights:

  1. To access your personal data
  2. To be provided with information about how your personal data is processed.
  3. To have your personal data corrected
  4. To have your personal data erased in certain circumstances
  5. To object to, or restrict, how your personal data is processed
  6. To have your personal data transferred to yourself or to another business in certain circumstances at your request.

If you have any concerns, or wish to make any data requests, please contact the Membership Secretary. You have the right to take any complaints about how we process your personal data to the Information Commissioner:


Please note that the information contained in this policy represents SAFE’s interpretation of the GDPR as at the date of publication and does not offer official legal advice. While we take reasonable care to ensure the information provided is accurate, members are advised to take appropriate professional advice specific to individual circumstances.

If you have any questions about your personal data, or want to know anything else about GDPR and how it affects you, please get in touch with the Membership Secretary, by email – see the Contacts page. Any requests will be actioned within 30 days.

Other Notes

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