North Lancashire Bridleways Society

NLBS Privacy Notice

Data protection

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

We have policies, procedures and training in place to help our committee members and volunteers understand their data protection responsibilities and follow the data protection principles.

We have a nominated committee member who serves as our Data Protection Lead. If you have any questions regarding our Privacy Policy, please email secretary@nlbs.org.uk

This privacy policy relates to our use of any personal information we process about you.

How we collect personal data

We may collect your personal data in different ways, for example:

• when you, your parent or guardian communicate with us by post, telephone, SMS, email or via our website
• from the information you provide to us when you complete an application to become a member of the NLBS
• from the information you provide to us when you complete a GDPR consent update request from NLBS
• as you interact with us in other ways, or in any other capacity

How we use personal information

We collect and use personal information about our members, supporters and volunteers for different purposes.

Membership applications, administration and renewals
Dealing with complaints and appeals
Processing expenses

We only collect personal information that we genuinely need.

This may include:

• Contact details such as name address, email address and phone numbers
• Dietary requirements where this is required for catering
• Name of your parent or guardian (if you are under 18)
• Name and contact details of any next of kin where you are attending an event and are riding/carriage driving)

Membership applications, administration and renewals

We will use the information that you provide to us to process your membership application and renew your application if appropriate. We will email and post you information about events, courses, our services and other items of interest, as part of your membership. You can opt out or unsubscribe from receiving this information if you wish. 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 personal information that is provided to us to manage and resolve the complaint or appeal. Our legal basis for using personal information for this purpose is to fulfil our legitimate interest and 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.

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 process personal information because it is necessary for the performance of a contract to which you are a party (or to take steps at your request prior to entering a contract). For example, we may process your personal data:

• To issue or administer a membership

We may collect 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 for 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 information

We will only share your personal information where we are required to fulfil our contract with you, or legitimate interest, 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.

If necessary, we may also share your information with caterers and course providers.

We may also share your information with our bank to process a payment; our professional advisers (such as our legal advisers) where it is necessary to obtain their 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 investigations.

Transferring personal data outside of the EEA

The North Lancs Bridleways Society does not transfer data outside of the EEA.

Your rights

If you no longer wish to receive communications about products and services from us, please contact membership@nlbs.org.uk .

You also have the right to:

• Request a copy of the information we hold about you. Requests should be addressed to secretary@nlbs.org.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 membership@nlbs.org.uk
• Ask us to restrict our processing of your personal data or to delete your personal data if there is no compelling reason for us to continue using or holding this information. Please contact us at secretary@nlbs.org.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 secretary@nlbs.org.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 is 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 membership records for a maximum of 2 years after the membership lapses, in order to fulfil our legal obligations in administering our membership scheme
• We will regularly contact members to check that your information is accurate and up to date.

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 this 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.