Equine Register Limited is a provider of animal identification and registration database and software solutions. The company is incorporated and registered in England and Wales (Company No. 08738725) whose registered office is at The Threshing Barn, Marsden Estate, Rendcomb, Gloucestershire, GL7 1QA.
Data Controller and Data Processor
Equine Register Limited is the data controller and data processor in relation to the controlling and processing of your personal data in connection with our Digital Stable and National ChipChecker services. We are responsible for complying with data protection laws. If you have any queries relating to our use of your personal data or any other related data protection questions, please contact our Data Protection Manager at email@example.com. Our data protection registration number is ZA089189.
Who do we collect personal information about?
- Present, past and prospective customers;
- Individuals who enquire about our organisation and its services; and
- Individuals that sign up to marketing communications and service updates.
When do we collect personal information?
We may gather, store and use the following kinds of personal data:
- Information that you provide to us for the purpose of registering for information, notifications, newsletters and updates about our products and services, and wish your details to be saved.
- Information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type, referral source, length of visit and number of page views);
- Information that you provide to us so that you can use or subscribe to any of our services; and
- Any other information that you choose to send to us.
What personal information do we collect?
- Email address;
- Phone number;
- Date of birth;
- Identity document;
- Biometric facial identifiers in the identity documents;
- IP address; and
How do we collect your personal information?
- By telephone;
- Where you have used registration forms on our website;
- From individuals who have registered you for our services; and
- From third parties who have introduced you to us.
How we will use your personal data
We may use your personal information to:
- Send you updates on our products and services which you have requested;
- Send you notifications which you have specifically requested;
- Deal with enquiries and complaints made by or about you relating to the website and any products and services that we offer; and
- Analyse customer demographics and customise and develop the product and services that we offer.
For the Digital Stable:
- Allow you to create and manage your account;
- Verify the name and address that you have given us, by sharing your personal data with third-party sub-processors;
- Allow you as a data subject to exercise your rights under the General Data Protection Regulation (GDPR) in relation to the personal information held about you on the Central Equine Database;
- Present you with records of equines from the Central Equine Database that match your name and address, allow you to identify those equines which are and which are not owned by you, and copy them to the Digital Stable;
- Allow you to change any of your personal information by sending the data changes to the UK Passport Issuing Organisation(s) with whom your equine is registered; and
- Allow you and us to comply with your and our statutory obligations under relevant UK and EU legislation.
Where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the license you grant to us.
We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.
Legal grounds under which we process your personal data
We use your personal information for a number of different purposes.
Under data protection law, for each purpose we must be able to rely on a legal ground to justify why we are using your personal information.
Keeping you informed of new services/updates on products/provision of information on a subject you have asked to be kept informed of.
In general, the legal basis for processing your information is legitimate interest. We may require your consent to provide you with certain services, and If we do not obtain that consent from you, then we may not be able to provide you with the services that you have asked us to provide to you.
The processing of your personal data will only be undertaken upon receiving your explicit instructions for the specific activity. Our communication with you will be on the legal grounds of legitimate interest and consent. You will be asked for your agreement via our website or over the phone or via email or in writing. We will not send any information to you if you have not explicitly requested and/or consented to receive this.
You may withdraw your agreement and consent at any time by:
- Clicking on the "unsubscribe" link in any email from us;
- Logging into our services at www.equineregister.co.uk and changing your details; or
- Writing to The Data Protection Manager at Equine Register Ltd, The Threshing Barn, Marsden Estate, Rendcomb, Gloucestershire, GL7 7EX or by email to firstname.lastname@example.org.
If you do withdraw your agreement and consent, you may not be able to receive the benefit of some of our services where in order to provide them, we rely on your explicit agreement and/or consent to process your personal data.
The processing of your personal data for the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of your personal information.
How long will we retain your personal information?
If you subscribe to or use one or more of our products or services, we will retain your personal information for a minimum of twelve months.
What will we disclose to third parties?
- Third parties whose products or services we use in our own products or services, in order to provide you with the customer experience that you expect from us.
- Third parties whose products or services are included on our website with a view to providing you with a quotation or policy information for their product and/or a service requested by you. When these companies use your data in this way, they will be acting as data controllers of your information and therefore you should view their privacy policies or contact them directly for further information.
- Your information may be shared in connection with the sale or potential sale of all or part of our business or the company. You will be sent notice of such an event.
- Equine Register reserves the right to disclose personally identifiable information in order to comply with the law, applicable regulations and government requests. We also reserve the right to use such information in order to protect our operating systems and integrity as well as other users.
How do we protect your information?
Once we have received your data, we will ensure that it is treated with the utmost respect and in accordance with the General Data Protection Regulation (GDPR) and any applicable regulations. We follow strict security procedures in order that the data we collect is stored and disclosed appropriately and securely.
Where possible we store your data in the UK, but it may be necessary for us to use third party processors who may store your data outside of the EU. In cases such as these we will ensure that we have agreements in place with these third parties to ensure that your data is stored appropriately and securely. For third party processors based in the US, we will only work with those that participate in the US-EU Privacy Shield Framework. Third party processors whom we use who may store your data outside of the EU are:
- Mailchimp (US)
- Google (US)
- Intercom (US)
- Stripe (US)
Unfortunately, the transmission of information via the internet is not completely secure. Although Equine Register will do its best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.
Keeping your personal data accurate
You must inform us immediately if any of your personal information changes. It is your contractual responsibility to do this. If you fail to do so this could invalidate your service or prevent our ability to deliver the service to you.
You can inform us of your change in personal information by logging into your account on the Equine Register website, or by contacting us at email@example.com or by calling us on 03330 100 145.
The right to access your personal information
Subject to any relevant exemptions, you are entitled to see a copy of the personal information we hold about you and to request details of how we use your personal information including any disclosures made. To exercise your rights to access your personal information please contact us at firstname.lastname@example.org. There will not normally be a charge for dealing with these requests.
Your personal information will usually be provided to you in writing, unless otherwise requested, or where you have made the request by electronic means, in which case your personal information will be provided to you by electronic means where possible.
We will require you to provide;
- Your full name
- Signed consent form from account holder
- A copy of a recent utility bill or bank statement
- A copy of your passport or photo-card driving licence
The right to rectification
We take reasonable steps to ensure that the personal information we hold about you is reliable and as accurate and complete as is necessary for its intended use, but you are entitled to ask us to update or amend any inaccuracies in the personal information that we hold about you. To request us to update or amend any personal information we hold about you, please contact us at email@example.com.
The right to object to marketing
As set out in the section on marketing, you are entitled to object to receiving marketing material from us at any time. You can exercise this right by clicking ‘unsubscribe’ on any marketing email you receive from us or by contacting us at; firstname.lastname@example.org.
The right to be forgotten
You are entitled to request that any personal information that we no longer have a legal ground to rely on be removed. You can exercise this right by contacting us at email@example.com.
The right to change your consent wishes
Where processing is based on consent, you are entitled to withdraw your consent so that we stop that particular form of processing. You can exercise this right by contacting us at firstname.lastname@example.org.
The right for data portability
You are entitled to request that we provide to you or another provider with a copy of your personal information that you provided us with. You can exercise this right by contacting us at email@example.com.
Your right to complain
If you are not satisfied with our use of your personal information, our response to your exercised rights, or if you believe us to be in breach of our data protection obligations, you have the right to complaint to the Information Commissioners Office at; (https://ico.org/concerns/).
What is a cookie?
A cookie is a small text file that we, and in certain circumstances third parties, place on your browser when you visit our websites or open some of our emails.
Cookies, amongst other things, allow Equine Register to recognise you each time you re -visit one of our websites and provide you with a more personalised user experience. There are a variety of different cookies in existence which are designed for use in specific sets of circumstances.
We use Session cookies. These are used to maintain your session when you sign in on Equine Register websites, allowing you to access Equine Register without the need to sign in on every page you visit.
Cookies may also be used to track your use of Equine Register to improve the website, for example, determining which parts of the website are more popular and determining content accordingly.
More information about the individual cookies that we use, and the purpose for which we use them can be found in the table below:
If you do not want your browser to accept cookies and use them in the ways described above it is possible to change your browser settings. It is also possible to delete existing cookies from your browser. However, blocking all cookies will affect your web experience and may result in some parts of Equine Register not functioning properly.
Some cookies are designed to help save you time, for example, by remembering your contact details when you are making an order for the second time this means that you will not have to complete the contact section again unless your details have changed. The procedure for modifying your privacy preferences is different for each internet browser and we recommend you visit the following websites for further information on altering your cookie settings:
How to contact us