Privacy, Data Protection and Cookies Policy
Aylesford Equine (Aylesford) is committed to protecting and respecting your privacy. This policy together with any other documents referred to on it, set out the basis on which any Personal Data (as defined below) we collect from you or which you provide to us will be processed by us as a result of using or interacting with our website as set out below. We aim at all times to process and collect your data lawfully, transparently, fairly and without adversely affecting your rights as a Data Subject (as defined below). Please read the following carefully to understand our practices and procedures. The website we operate is: http://www.aylesfordequine.co.uk/index.html, its related domains and sub domains (Aylesford Site) which is hosted by Stretton Services on a Linux Dedicated Server, number 4, based in Utah.
By giving your consent, you are accepting and consenting to the practices described in this policy. If you do not give your consent, please navigate away from the Aylesford Site.
You may withdraw your consent at any time. An explanation of your rights is set out below.
For the purpose of the Data Protection Legislation (as defined below), the data controller is Aylesford Equine of Aylesford Lodge Farm, Shoby, Melton Mowbray, LE14 3PF.
Our nominated representative, as Data Protection Officer for the purpose of the Data Protection Legislation is Louise Brutnell.
If you are not satisfied with any action taken by us or response given, you have the right to complain to Information Commissioner at www.ico.gov.uk, or help line telephone number: 0303 1231113.
In this policy the following terms shall have the following meanings:
Cookie: a small file placed on your computer or device by the Aylesford Site when you visit certain parts of the Aylesford Site and/or when you use certain features of the Aylesford Site.
Cookie Law: means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003.
Data Protection Legislation: unless and until the General Data Protection Regulation ((EU) 2016/679) (GDPR) is no longer directly applicable in the UK, the GDPR and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK; and then any successor legislation to the GDPR or the Data Protection Act 1998.
Data Subject: a natural identifiable person.
Personal Data: has the meaning set out in the Data Protection Legislation, being as at the data of this policy, any data which identifies a natural person (by way of example, name, address, phone number and so on).
What this policy also covers
This policy also explains:
● What personally identifiable information of yours is collected: − on the Aylesford Site, when you interact with it; − when you download from the Aylesford Site; − when you interact with Aylesford’s advertising and applications on third party websites and services. ● What organisation is collecting the information; ● How the information is used; ● With whom the information may be shared; ● What choices are available to you regarding collection, use and distribution of the information; ● What kind of security procedures are in place to protect the loss, misuse or alteration of information under Aylesford’s control; ● How you can correct any inaccuracies in the information; and ● How you can request the information we process and store to be removed.
There are other terms that may apply to you
If we enter into a contract with you following an enquiry our terms and conditions will apply.
We may make changes to these terms and our website
We may update and change these terms and our website from time to time for a variety of reasons. By way of examples: to reflect changes to the services we offer, user’s needs, regulatory or legal requirements. Every time you wish to use the Aylesford Site, please check these terms to ensure you understand the terms that apply at that time. These terms were updated on 24 July 2018.
Children under the age of 18
Persons under the age of 18 are not eligible to use our services and we ask that minors do not submit any personal information to us. We will not knowingly accept any data from a person who is under the age of 18 years. Information We Collect from you
We will collect and process the following information:
• technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
• information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call us.
• If you: (a) enter into a contract with us for our services; (b) report a problem with the Aylesford Site; (c) complete the feedback form on the Aylesford Site; or (d) otherwise correspond with us, we may collect your name, address (including email address), other contact details, including your phone number.
• Aylesford Equine use CCTV cameras to keep staff safe and to protect the business from theft and damage. The system and data recorded on it is maintained for up to three months after which time it is automatically deleted.
Use of your information
We will use the data collected about you in the following ways:
• to provide equine services to you, including but not limited to the use of the crosscountry course, all weather arena, dressage arena and livery;
• improve the efficiency of the Aylesford Site;
• to develop services;
• to deal with your enquiry with a view to entering into a contract with you;
• to notify you of changes to our services;
• to understand our customer requirements and preferences, perform analysis and comparisons;
• to administer and update our website to ensure it runs smoothly on your hardware;
Please also see below under “Cookies”.
Where and how we store your personal data
• When you submit your Personal Data to the Aylesford Site via our enquiry form, an e mail will be sent to one of the team to deal with your enquiry.
• No Personal Data is stored on the Aylesford Site. We will not contact you for marketing purposes unless you give your express consent.
• We take all reasonable technical, organisation and security steps to ensure that the information you supply to us over the internet is secure.
• We will delete your personal data if and when the purpose for which it has been collected has been fulfilled or if you ask us to delete it (see your rights below). We will store your personal data for a minimum of six years where the data relates to financial and tax information for HMRC purposes and otherwise for six years in the event that we receive any claims arising out or in connection with our contracts with you and to satisfy our insurers requirements.
• If Personal Data is stored in hard copy format, we will ensure that appropriate technical, security and organisational measures are taken and that only those who are authorised have access to your personal data. In particular, we will ensure that your hard copy data is stored in locked cabinets subject to the bullet point below).
• Wherever you have signed a disclaimer with us, you may be required to sign our visitor book. To confirm your identity, you will be asked to give your name and a mobile or landline number. This information will be recorded in the visitor book on a sheet with other visitors. Once the sheet is full it will be removed and stored in a secured place. We process and store this data to perform our contract with you and for health and safety and insurance purposes. By entering your name in the visitor book you understand and consent to Aylesford recording and storing your personal data in this way. If you do not wish to consent and would prefer to record your attendance by another means you are not authorised to use our facilities without first having contacted one of our team.
• We will use other security measures as appropriate. For example, we will ensure that PC’s are password protected.
• We will take reasonable steps to ensure that the personal data collected and processed is kept accurate and up to date. We will check the accuracy the Personal Data we collect and process at regular intervals.
• We use iCloud for e mails. Such e mails are subject to the security measures put in place by Apple from time to time.
• We may use automated means to process your Personal Data, for example to make payments.
As a Data Subject under the Data Protection Legislation you have the following rights:
• We will not share your information with third party marketing agencies without your consent, nor will we contact you for marketing purposes unless you give your consent. If you consent to us contacting you for marketing purposes at any stage, you can change your mind at any time by exercising your right to ask us not to contact you by e mailing us at: email@example.com.
• The Aylesford Site may, from time to time, contain links to and from other websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any Personal Data to these websites.
• You have the right to ask us to supply to you the information we hold, this is known as a data subject access request. For further details please contact us on: firstname.lastname@example.org.
• You have the right to ask us to rectify the data we hold in the event that it contains inaccuracies or is incomplete. To discuss this please contact us on: email@example.com.
• You have the right to ask us to erase the Personal Data we hold if: (i) it is no longer necessary for us to hold the data; (ii) you wish to withdraw your consent to us holding the data; (iii) you object to us holding or processing the data; (iv) you believe that we have processed the data unlawfully; or (v) the data needs to be erased for us to comply with a particular legal obligation. To make a request please contact us on: firstname.lastname@example.org.
Disclosure of your information You agree that we have the right to share your Personal Data with:
• Any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
• Selected third parties including:
• business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you;
• analytics and search engine providers that assist us in the improvement and optimisation of the Aylesford Site.
• To a prospective buyer or seller if we sell or buy any business or assets.
All Cookies used by Aylesford on the Aylesford Site are used in accordance with current Cookie Law. We use the following types of Cookie:
• Strictly Necessary Cookies – a Cookie falls into this category if it is essential to the operation of the Aylesford Site, supporting functions such as logging in. • Session Cookies – the above type of Cookie may be a session Cookie. Session Cookies are temporary and only remain on your computer or device from the point at which you visit the Aylesford Site until you close your browser. Session Cookies aren’t deleted when you close your browser, to delete these cookies you will need to clear your browser history. Before Cookies are placed on your computer or device you will be shown a cookie compliance statement, requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide you with the best possible experiences and services to you. You may wish to deny consent to the placing of the Cookies at which point we request you cease using the website. In addition to the controls that Aylesford provide, you can choose to enable or disable Cookies referred to above in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please access the help menu in your internet browser.