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Irish Wolfhound Society General Data Protection Regulation Policy

      1.      Introduction

            1.1.      The Irish Wolfhound Society is committed to protecting your personal information and                                  respecting your privacy.

            1.2.      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.

            1.3.      For the purpose of the General Data Protection Regulation [the GDPR], the data controller                          is the Irish Wolfhound Society.

            1.4.      We may update this Privacy Notice from time to time. Please check back regularly to see                              any updates or changes to this Notice.

      2.      Data Protection Contact

            2.1.      The contact details for our Secretary for any data processing or protection queries are as                            follows:

           2.1.1.    Email:-

           2.1.2.    Telephone:-  01634-660181

      3.      Data Protection Principles

              We will comply with data protection law. This says that the personal information we hold about                    you must be:

            3.1. Used lawfully, fairly and in a transparent way.

            3.2. Collected only for valid purposes that we have clearly explained to you and not used in                                 any way that is incompatible with those purposes.

            3.3. Relevant to the purposes we have told you about and limited only to those purposes.

            3.4. Accurate and kept up to date.

            3.5. Kept only as long as necessary for the purposes we have told you about.

            3.6. Kept securely.

      4.      Particulars of processing

            4.1.      We process personal data about members, judges, ring stewards and                                                            competitors/exhibitors to our events. The categories of person about whom we process                                personal data are described in more detail in the Annex to this Privacy Notice.

      5.      Your rights as a data subject

            5.1.      The General Data Protection Regulation provides the following rights (subject to some                                  exemptions):

                  5.1.1.      The right to request access to the personal data that we hold about you;

                  5.1.2.      The right to request rectification of the personal data that we hold about you;

                  5.1.3.      The right to request erasure of the personal data that we hold about you;

                  5.1.4.      The right to request restriction of processing about you;

                  5.1.5.      The right to object to processing; and

                  5.1.6.      The right to data portability.

      If you wish to raise a complaint on how we have handled your personal data, you can contact our                Secretary at the details 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

      6.      How we will use information about you

               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:

            6.1.      Where we need to perform the contract we have entered into with you.

            6.2.      Where we need to comply with a legal obligation.

            6.3.      Where it is necessary for our legitimate interests (or those of a third party) and your                                      interests and fundamental rights do not override those interests.

            We may also use your personal information in the following situations, which are likely to be rare:

            6.4.      Where we need to protect your interests (or someone else's interests).

            6.5.      Where it is needed in the public interest .

            6.6.      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:

           6.6.1.    To maintain our records and other administrative purposes, including updating your                                      details and preferences:

          6.6.2.     To assist with queries, complaints and dispute resolution;

         6.6.3.      For communications related to membership and invitations to participate in canine market                            research or canine health studies:

          6.6.4.     To assist with upholding our club constitution and taking action in cases where there may                            be a breach of the Club rules or Codes of Ethics.

            6.7.      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.

            6.8.      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

      7.      Recipients of Data

            7.1.      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.

            7.2.      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.

            7.3.      These data processors agree to implement reasonable contractual and technical                                          protections, to keep your data confidential, not sell your personal data to third parties and                            to not disclose your personal data to third parties except as may be required by law, as                               permitted by us or as stated in this Privacy Policy.

            7.4.      In appropriate circumstances we may disclose data to authorised bodies as required by                                law.


      8.      Contact details

            8.1.      Please contact the Secretary above if you have any questions or concerns about personal                          data and privacy matters.


      This Annex sets out the Name of the Irish Wolfhound Society’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?


            ·      Name

            ·      Address

            ·      Email address

            ·      Telephone number

      We process your personal data for the following purposes:

            ·      Provision of membership services including administration and transactional communications                     relating to membership

            ·      Upholding the Club/Society Rules and Code of Ethics

            ·      Compliance with Kennel Club Rules and Regulations

            ·      Contacting you regarding newsletters, invitations and information about club events/meetings 

      Legitimate Interests

            ·      Publication in the Members handbook/yearbook or on the website (for Committee Members) 

            ·      Contacting you by email to provide related information and information


            ·      Name

            ·      Address

            ·      Email address

            ·      Telephone number


      We process your personal data for the following purposes:

            ·      Administration and transactional communications relating to judging appointments

            ·      Upholding the Club/Society Rules and Code of Ethics

      Compliance with Kennel Club Rules and Regulations (including sharing relevant required information)

            ·      Publication in the Societies judges’ list and for appointments in the show/event schedules

      Legitimate Interests


            ·      Name

            ·      Address

            ·      Email address

            ·      Telephone number

            ·      Dog information

      We process your personal data for the following purposes:

            ·      Administration and transactional communications for exhibitors/competitors entering our                               events

            ·      Provision of services relating to our events

            ·      Upholding the Society Rules and Code of Ethics

            ·      Compliance with Kennel Club Rules and Regulations

            ·      Contacting you regarding future events

            ·      Publication of your name address and dog information in show/event catalogue [subject to the                     right to object]

            ·      Publication of event results on our websites or any other Society publications



      We also process personal data for the Society’s legitimate interests as we have outlined in the main            Privacy Notice (paragraph 6.1). 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).

      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 Irish Wolfhound Society as a part of the          implementation of Kennel Club Rules and Regulations.

      We provide the Kennel Club with details of the Irish Wolfhound Society officers and Challenge                    Certificate winners at our events in order tomeet requirements in the Kennel Club Rules and                        Regulations.

      We provide show entrants’ data to our show printer for inclusion in the show catalogue.

      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 Irish Wolfhound              Society in accordance and compliance with all statutory and HMRC requirements.

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