VWH HUNT - PRIVACY POLICY
Introduction
The VWH HUNT is a Hunt registered with the Masters of Foxhounds Association. The VWH Hunt (the “Hunt”) includes its associated supporting clubs, including the Farmers and Supporters Club, the Point to Point Committee and the Patrons Club. We maintain a pack of hounds and carry out legal hunting activities during the hunting season. We also run Hunt events, fund raisers, information evenings and other activities associated with the hunting community. The Hunt keeps information about its members, staff, farmers and landowners. We mainly communicate via email and post, but may communicate verbally for more urgent matters. Communications are for information purposes, membership updates and for the promotion of Hunt events and other associated activities.
Personal Information
The Hunt keeps information about its members as well as supporters, officials, landowners and farmers. Upon joining the Hunt or renewing annual subscriptions, we will request certain personal details such as name, address and other contact details. We will use this data for communicating with members and supporters, as well as to collate our members’ handbooks (such as the Red Book and the Supporters Club Year Book) which are sent out to members for their reference.
How we collect information
When members of the Hunt actively sign up or subscribe to our membership or communicate with us, they may choose voluntarily to give us certain information (for example by filling in text boxes or completing registration forms). This information requires direct action by the individual at the time in order for us to receive it. There is the option to opt out of future communications should members wish to do so when giving this information. Our members have given consent to the Hunt by actively giving us their details when subscribing. In doing so, they are allowing active communication from us on such matters as stated above. There will always be an option for any of our members to opt out of any further communications.
How long we retain information for
The Hunt will not retain your information for longer than is necessary. We will only keep the information you provide to us for as long as you are a member. However, if legally required to, or if it is reasonably necessary to resolve disputes, prevent fraud or abuse or if we have a Legitimate Interest, we may also retain information for a limited period of time as required, even after you are no longer a member or no longer associated with the Hunt. You are entitled to request that any of your data is deleted from our records at any time.
Consent
The Hunt will not contact any persons for whom we do not have consent to do so, unless there is a Legitimate Interest (see below). We understand that you trust us with your personal information and we are committed to ensuring the security and privacy of this information. You are able to do any of the following:
- Verify the details that you have submitted to the Hunt by contacting our Joint Honorary Secretaries, Guy and Liza Dibble (the “Secretaries”), on 01793 762196 or email
This email address is being protected from spambots. You need JavaScript enabled to view it. . - Contact the Secretaries to change, correct or delete any or all of your personal information. We may retain archived copies of your information as required by law or for legitimate business purposes (including helping address fraud and spam).
- You can unsubscribe from receiving any emails from us by notifying the Secretaries. Once you do this, you will no longer receive any emails from us.
- You can request a readable copy of your personal data that we hold at any time. To do this, please contact the Secretaries.
Use of Personal Information & How the Law Applies
There may be times when it is not practical or feasible for the Hunt to obtain or record consent to hold personal information. However, this information will only be used or processed if there is a Legitimate Interest for us to do so, and in doing so your interests and rights as an individual are not harmed.
Farmers & Landowners – The Hunt holds information (eg. names, addresses and farm boundaries) about farmers and landowners within the Hunt country. This is so that the Hunt can inform them of Hunt activities that may be undertaken on or around their land. Contact is made for information purposes only, and we feel that this is for the Legitimate Interest of the individual farmer or landowner, as it is in their interests to know of hunt activities going on in their area so any preparations can be made as necessary.
Hunt Followers – Sometimes people following the Hunt are not active members of the Hunt or active members of a local or neighbouring hunt. Therefore, they may not be fully aware of communications about hunting on that day. For the safety of all followers, as well as the safety of the hounds and others (on horse, foot or in cars) it is important that we know who is following the Hunt on any day. We will therefore try to keep a record of everyone following the Hunt so that we can communicate this information as necessary to those in charge of any particular days hunting.
Changes to your data
From time to time the Hunt may need to contact those in its membership and database to make sure that we have accurate details for you.
Data Sharing
The Hunt will not rent, swap or sell any personal information to other organisations.
Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavour to publicise any such changes.