GDPR Privacy Notice

Introduction

1.1.        Cairn Terrier Breed Council 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 Cairn Terrier Breed Council.
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.

Data Protection Contact

2.1. The contact details for any data protection queries are as follows:
Linda Firth
linda.firth@sky.com

Data Protection Principles

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

Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept securely.

Particulars of processing

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.

Your rights as a data subject

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

The right to request access to the personal data that we hold about you;
The right to request rectification of the personal data that we hold about you;
The right to request erasure of the personal data that we hold about you;
The right to request restriction of processing about you;
The right to object to processing; and
The right to data portability.

If you wish to raise a complaint on how we have handled your personal data, you can contact Linda Firth 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 https://ico.org.uk/global/contact -us/

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:

Where we need to perform the contract, we have entered into with you.
Where we need to comply with a legal obligation.
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:

Where we need to protect your interests (or someone else's interests).
Where it is needed in the public interest [or for official purposes].

6.1 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:

To maintain our records and other administrative purposes, including updating your details and preferences:
To assist with queries, complaints and dispute resolution;
For communications related to membership and invitations to participate in canine market research or canine health studies:
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.

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 Linda Firth using the contact details set out in Section 2 above.
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 https://ico.org.uk/global/contact -us/

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.

Visitors to Cairn Terrier Breed Council website - Cookie Policy (if appropriate)

We do not use Cookies

Contact details

Please contact Linda Firth above if you have any questions or concerns about personal data and privacy matters

ANNEX

This Annex sets out Cairn Terrier Breed Council processing of personal data relating to judges.

What personal data do we process, why do we process it and what is the lawful basis?

Members (as applicable)
Name, Address, Email & Telephone number We process your personal data for the following purposes:
Provision of membership services including administration and transactional communications relating to membership		Contractual Necessity
Upholding the Club/Society Rules and Code of Ethics		Contractual Necessity
Compliance with Kennel Club Rules and Regulations		Contractual Necessity
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) [anywhere else published]		Legitimate Interests
Contacting you by email to provide related information and information /marketing communications (if any)		Consent
Judges
Name, Address, Email & Telephone number We process your personal data for the following purposes:
Administration and transactional communications relating to Kennel Club Approved Judges Provision of services relating to Judging Maintaining the listing of Kennel Club Approved judges Administration and transactional communications relating to judging appointments		Contractual Necessity Contractual Necessity Contractual Necessity Contractual Necessity
Upholding the Club/Society Rules and Code of Ethics		Contractual Necessity
Compliance with Kennel Club Rules and Regulations (including sharing relevant required information)		Contractual Necessity
Publication in the Club/Society judges’ list and for appointments in the show/event schedules		Legitimate Interests

We also process personal data for the Club’s legitimate interests as we have outlined in the main Privacy Notice (paragraph 4.3). 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). However, information may be received from third parties (e.g. The Kennel Club).

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.

Recipients of your personal data

We disclose data to the following outsourced data processors [if applicable], in line with section 5 of our main Privacy Policy:

The Kennel Club - legitimate requirement

The Dog Press - legitimate requirement

Kennel Club records
The Kennel Club will hold the personal data of officers of the Club as a part of the implementation of Kennel Club Rules and Regulations.
We provide the Kennel Club with details of Cairn Terrier Breed Council Officers and Challenge Certificate winners at our events in order to meet requirements in the Kennel Club Rules and Regulations.

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 Cairn Terrier Breed Council in accordance and compliance with all statutory and HMRC requirements.

Kennel Club Code of Conduct

Introduction
This Code of Conduct has been developed to set out the Kennel Club’s expectations for all those taking part in or attending events under its jurisdiction along with general guidelines on the use of social media.

Why do we need this Code?
We are all under intense scrutiny in terms of the pedigree dog world and dog breeding generally. The advice and guidance offered in this document are not meant to penalise or cause difficulty but are there for the protection of all of us and particularly the dog – unity and co-operation is therefore vital.

What we expect from you?
As with all sports, the Kennel Club expects all exhibitors and competitors to conduct themselves in a responsible manner and to ensure that their dogs are properly taken care of throughout the period of the event and do not become a nuisance to other dogs or to other attendees. Below are expectations which should be followed. These are not exhaustive and should be read in conjunction with relevant regulations as listed in the Kennel Club Year Book. A breach of these provisions may be referred to the General Committee for disciplinary action under Kennel Club Rules and Regulations.

People
Conduct - participants have a duty both to their dogs and to others to make licensed events friendly and welcoming, and are expected to be co-operative and above all create a safe environment for all to enjoy their time at licensed events.

Sportsmanship - participants should conduct themselves at all times in an appropriate fashion and should display good manners and respect towards other participants, show officials and to the judges. Any verbal communication with a judge should take place after judging has taken place and must be conducted in a polite and professional manner.

Abusive or aggressive behaviour towards anyone at the show – including the judge, other participants, show management or other officials - will not be tolerated under any circumstances (further information appears later in this publication regarding harassment).

Do not interfere with any dog whilst it is being judged.

Smoking is not permitted whilst exhibiting or whilst a dog is under test or in breach of the law.

Mobile phones should be turned off whilst exhibiting or whilst your dog is under test.

If you have children, do not allow them to touch any dogs unless you have the permission of the owner for them to do so. Be aware of where your children are, and what they are doing, at all times. Take special care around benching areas where dogs may react to an unexpected approach.

Dogs
All dogs must be of the correct temperament to enable the judge to examine the exhibit, independently of the exhibitor’s assistance.

Sparring between dogs is discouraged.

Dogs are not permitted to wear muzzles of any kind whilst being judged.

Harassment - A Zero Tolerance approach No-one should be subject to intimidation or made to feel alarmed or distressed or put in fear of reprisal. Harassment is a criminal offence. To that end the Kennel Club adopts a zero tolerance towards all type of harassment activity. Harassment may be defined as causing alarm, distress and anxiety and fear of physical violence or other threat, offensive statements, verbal abuse and threats.

Conduct may include speech, obstruction and so on. As such conduct may involve a criminal offence the police may be involved and it may be that the Kennel Club will defer any action pending the outcome of such investigation and/or prosecution. It goes without saying that the Kennel Club expects courtesy and co-operation to be shown towards all staff and organisers at any Kennel Club licensed event.

Whilst the pressures and tensions which arise at competitive level are understood, any aggression or abuse towards those who are simply undertaking their jobs for the benefit and interest of the exhibitor/competitor and the audience and ultimately the dog itself cannot be tolerated.

Use of Social Media

Overview
The rapid growth of social media technologies combined with their ease of use and pervasiveness make them attractive channels of communication. However, these tools also hold the possibility of a host of unintended consequences. To help you identify and avoid potential issues we have provided some examples of best practices which are intended to help you understand, from a wide range of perspectives, the implications of participation in social media.

General Guidelines

Maintain Privacy
Do not post confidential or proprietary information. Do not discuss a situation involving named or pictured individuals on a social media site without their permission. As a guideline, do not post anything that you would not presentin any public forum. Ask yourself, would I want to see this published in the newspaper or posted on a billboard tomorrow or ten years from now?

Does it Pass the Publicity Test
If the content of your message would not be acceptable for face-to-face conversation, over the telephone, or in another medium, it will not be acceptable for a social networking site.

Think Before You Post
There’s no such thing as a “private” social media site. Search engines can turn up posts and pictures years after the publication date. Comments can be forwarded or copied. Archival systems save information even if you delete a post. If you feel angry or passionate about a subject, it’s wise to delay posting until you are calm and clear-headed.

Understand Your Personal Responsibility
You are personally responsible for the content you publish on blogs or any other form of user-generated content. Be mindful that what you publish will be public for a long time—protect your privacy.

Be Aware of Liability
You are responsible for what you post on your own site and on the sites of others. Individual bloggers have been held liable for commentary deemed to be copyright infringement, defamatory, proprietary, libelous, or obscene (as defined by the courts). Be sure that what you post today will not come back to haunt you.

Be Accurate
Make sure that you have all the facts before you post. It’s better to verify information with a source first than to have to post a correction or retraction later.

Correct Mistakes
If you make a mistake, admit it. Be upfront and be quick with your correction. If you’re posting to a blog, you may choose to modify an earlier post—just make it clear that you have done so.

Respect Others
You are more likely to achieve your goals or sway others to your beliefs if you are constructive and respectful while discussing a bad experience or disagreeing with a concept or person.

Respect Your Audience
Don’t use personal insults, obscenity, also show proper consideration for others’ privacy and for topics that may be considered sensitive. Users are free to discuss topics and disagree with one another, but be respectful of others’ opinions. You are more likely to achieve your goals if you are constructive and respectful while discussing a bad experience or disagreeing with a concept or person.

Take the High Ground
Remember that you’re most likely to build a high-quality following if you discuss ideas and situations civilly. Don’t pick fights online.