Privacy & Data Handling Policy
Equine Assisted Services Partnership CIC Privacy Notice
EASP takes compliance with the Data Protection Act seriously and have made sure that personal information provided for the purposes of joining the Human Equine Interaction Register (HEIR)and becoming a member of the Equine Assisted Services Partnership (EASP) CIC complies with The Data Protection Act 2018 which controls how your personal information is used by organisations, businesses or the government.
The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR).
Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’. They must make sure the information is:
used fairly, lawfully and transparently
used for specified, explicit purposes
used in a way that is adequate, relevant and limited to only what is necessary
accurate and, where necessary, kept up to date
kept for no longer than is necessary
handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage
This privacy notice tells you what to expect EASP to do with your personal information.
Company number: 15440201
Our contact details
Telephone:
07970 896065
Email:
Address:
Equine Assisted Services Partnership,
C/O Hartpury House,
Hartpury,
Gloucestershire,
United Kingdom,
GL19 3BE
What information we collect, use, and why
We collect or use the following information for corresponding with the membership in accordance with their explicit permission when they apply to be listed on the Human Equine Interaction Register (HEIR) and become members of the EAS Partnership or for communications purposes.
In the majority of cases, this information relates to their organisation and not their personal details. However, for individual practitioners, small organisations and occasionally larger organisations, this sometimes includes personal contact details
Names and contact details such as email address and telephone number
Address – usually a company address or address of where they practice is provided
Location data – to be used in the mapping system on the Register
Website and app user journey information for analytics purposes
Records of consent to use their information for displaying on the Register or signing up to the newsletter
We ask for explicit permission to use their information in the online application process to join as a member of EASP and be published on HEIR.
We collect or use the following information to
process applications to join the Human Equine Interaction Register (HEIR)
process payments to join HEIR using Stripe online payment system
keep a record of our membership for the purposes of EASP governance as applicable eg membership voting rights
keeping in touch with our membership via newsletters and emails
Lawful bases
Our lawful bases for collecting or using personal information and to process applications to join HEIR and EASP are:
Consent
We ask for explicit consent to use the data provided in the application process for the purposes of processing the application and publishing the individual’s or organisation’s contact details (name, location, email address, website and social media links) on HEIR on www.easp.co.uk
Legitimate interest:
We collect information about the person or organisation for the purposes of publishing their details on a register which is in the public domain. This is with the explicit permission of the individual or organisation.
Where we get personal information from
Applicants to the Register provide their information via the online registration process. The majority of this information relates to their organisation which is in the public domain. In certain circumstances, the contact details that they provide may be personal information such as an email address, location address (if operating from home) or telephone number.
How long we keep information
Equine Assisted Services Partnership CiC retains the information provided by applicants for the purposes of being members of the Partnership or to be listed on the Human Equine Interaction Register for no longer than 7 years.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected if for, including the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.
To determine the appropriate retention period, we will consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process your personal data and whether we can achieve those purposes through other means.
We will take reasonable steps to destroy or anonymise personal information at the end of the retention period.
Who we share information with
Data processors:
Colab Design Agency: This data processor manages our website CMS which is built on Wordpress and is the repository of the information provided by each applicant. Wordpress’ Privacy Policy can be found here Privacy – WordPress.org
Stripe: The online payment processing tool is covered by Stripe’s Privacy Policy for data relating to UK General Data Protection Regulations. Privacy Policy (stripe.com)
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal data.
Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
EASP is registered with the Information Commissioner’s Office. Reference ZB695691
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated - 7 June 2024