Privacy Policy

What is the purpose of our Privacy Policy?

Our website is there to provide a resource for all those involved with equestrian sports. In order for us to provide you with our website and services we may need to collect personal information about you.

We want you to use our website and services safe in the knowledge that any personal information you give us is held in accordance with the law. We have written this Privacy Policy to tell you:

What personal information we collect about you when you use the Website
How we use your personal information
Who we may share your personal information with
Any transfer of personal information outside of the UK or the EU
How long we keep your personal information
What we do to protect your personal information
What choices you have in relation to your personal information

This website is owned and operated by Whicker Limited (Company No. 12630719) whose registered office is at Monks Ford, Salters Heath, Monk Sherborne, RG26 5HX. If you have any comments or queries about this website, please contact hello@thesnaffleclub.com.

We last updated this Privacy Statement on 13 December 2021.

Personal Information we collect about you

What is personal information?

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (known as anonymised data)

What information we collect about you

We may collect the following information about you:

your name and address
your contact details including email address and telephone number
what kind of services you are interested in
what kind of products you are interested in
what kind of equestrian sports interest you
your riding competence
other information to allow us to process a booking (e.g. ages of children)
your payment details

We collect information about you in two different categories:

Identifiable information – this is information that allows us to identify you such as your name and email address, telephone number etc.
Anonymous information – we may collect information that does not personally identify you but categorises you into a group or sector (e.g. age, marital status, lifestyle) and we can use this information to tailor our products and services more accurately.

Personal Information you give us

We may collect personal information about you when you:

Fill in an enquiry form
create an account on our website;
Contact us by email or post
Contact us by telephone
Order services or goods through our website
purchase our products or services;
book a lesson with an instructor
subscribe to our service or competition or third party service;
request marketing to be sent to you;
enter a competition, promotion or survey; or
give us some feedback

Personal Information we collect automatically

When you visit our website or use our services, we may collect certain information automatically such as:

Your IP address (the name your computer used to identify itself to you)
The number of times you visited our website
The pages that you visit, your browsing actions and patterns
technical information about your equipment.

We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies If you want to know more about how we use cookies, you can find more information here

Personal Information we collect from other sources

We work with several of other organisations such as payment processing companies, internet search engines, analytics providers, delivery service providers, marketing organisations and cookie providers who may provide us with information about you.

Currently we collect data from Pay 360, our payment providers relation to fraud and credit worthiness of coaches.

How we use your Personal Information

To provide our website, process your request for information or your request for products or services, we may use your information in the following ways:

to provide you with the products you have asked for
to provide you with the services you have asked for
to send you marketing materials (if you have agreed to this)
to fulfil any contracts you have entered into with us or the service and product providers listed on our Site
to analyse and tailor the products and services that we offer to you with your needs and interests
to help us develop the website and make it better for all users
to get your feedback on our website and services

Our legal basis for using your information

The law only allows us to use your personal information in certain limited circumstances. We have listed these below and what information they allow us to process.

1.) Where you have consented to us using your personal information

When you submit information to us on our website, we will process that information in order to comply with your request for further information.

2.) Where we, or one of the businesses represented on our site, need to perform the contract with you

Examples of how we may use your information in order to comply with a contract that we have entered into with you:

to provide the services you have requested
to make payment for a service you have requested

3.) Where it is necessary for our legitimate interests

We may provide you with marketing information about products and services on our site similar to those that you have purchased or enquired about (unless you tell us to stop) such as:

To enable you to complete a survey.
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
To make suggestions and recommendations to you about goods or services that may be of interest to you
Asking you to leave a review or take a survey
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

4.) Where we need to comply with a legal obligation

An example of how we may use your information to fulfil a legal obligation:

Keeping records for tax purposes.

Our Marketing

If you have agreed to receive news, offers or information from us then we may provide you with these where we feel these may interest you. We may use your information for market research and analysis including profiling so that we can ensure that we tailor our offers to your likes and needs.

Depending on what contact information you have given to us, we may contact you by email, text, phone, through social media such as WhatsApp, or post.

You can opt out of such marketing at any time and if you wish to do so, please email us at hello@thesnaffleclub.com.

Sharing your Personal Information

Other third parties

We may share your information with certain other third parties including:

Our business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you
Our website providers who need to see your information in order to keep our website up and running
Analytics and search engine providers who analyse information about your use of our website and help us to tailor the product and offers that we offer to you and other users

We work with the following organisations:

Advertisers on our site
Google Workspace - For email communications and business management
Mailgun - For transactional emails and messages
Active Campaign - Marketing and user journey emails
Pay 360 - Our payment integration and merchant partner
Destination - Our platform development partner
Coaches and Member Businesses - Bookings and messages may include your contact details when you initiate an interaction with a coach or member business on the site.

Legal Requirements and Law Enforcement

We may also disclose your personal information to third parties:

if we sell our business in which case the personal information that we hold will be part of the transferred assets but subject to the terms of this Privacy Policy
if we are required by law, or in order to enforce or apply our terms of use. This includes exchanging information with other organisations for the purposes of fraud protection and credit risk reduction

Third Party Privacy Policies

Our website may contain links to websites owned by other organisations. If you follow a link to another website, such websites will have its own privacy policy. We suggest that you check the policies of any other websites before giving them your personal information as we cannot accept responsibility for any other website.

Where we store your Personal Information

Storage of Personal Information

We are committed to ensuring that our suppliers have appropriate technical, administrative and physical procedures in place to ensure that your information is protected against loss or misuse. All personal information you provide to us is stored on our secure servers or on secure servers operated by a third party located in the UK.

All third parties who provide services or software to us are required to sign a contract requiring them to have appropriate technical, administrative and physical procedures in place to ensure that your information is protected against loss or misuse.

Retention of information

We only hold your personal information for as long as necessary for the purposes for which we collected your information.

We have a retention policy which lays down timescales for the retention of information. Customer data retention periods can be found below:

Type of Documents	Description of Document	Retention Period
Subscription Database	Name and contact details of all those who have created a login on the Site including contact details, sector, budget, contact report, proposals / quotations and referee.	One year after last login the details are migrated into a ‘lapsed’ database. 24 months later the records are deleted.
Records of coaching session or other orders placed through the website	Order details (including session type for coaching) and charges.	3 years after last order fulfilment.
Emails and letters to and from Subscribers relating to the Site or to purchaces of goods or services	Email addresses and details associated with the subscription or purchase	3 years after last email or letter
Records of correspondence between coaches and other suppliers and subscribers	Records of chats and email notification log	18 months

Emails

If you chose to send us information via email, we cannot guarantee the security of such information until it is delivered to us.

Your rights

Access to information

You have the right to access information that we hold about you. If you wish to receive a copy of the information that we hold, please contact Managing Director at hello@thesnaffleclub.com or write to us at the address above.

Changing or deleting your information

You can ask us at any time to change, amend or delete the information that we hold about you or ask us not to contact you with any further marketing information. You can also ask us to restrict the information that we process about you.

You can request that we change, amend, delete your information or restrict our processing by emailing us at hello@thesnaffleclub.com.

Right to prevent Automated decision making

You have a right to ask us to stop any automated decision making. We do not intentionally carry out such activities, but if you do have any questions or concerns, we would be happy to discuss them with you and you can contact us at hello@thesnaffleclub.com.

Transferring Personal Information

You have the right to request that your personal information is transferred by us to another organisation (this is called “data portability”). Please contact us at hello@thesnaffleclub.com with the details of what you would like us to do, and we will try our best to comply with your request. It may not be technically feasible, but we will work with you to try and find a solution.

Complaints

If you make a request to us under this Privacy Policy and you are unhappy with the response, you can ask for the request to be reviewed under our internal complaints procedure. Our internal complaints procedure allows your request to be reviewed by Tom Crowther who will do his best to try and resolve the issue.

If you have been through the internal complaints procedure and are still not happy with the result, then you have the right to complain to the Information Commissioner’s Office. They can be contacted as follows:

Website:	www.ico.org.uk
Telephone:	03031231113
Address:	Information Commissioners Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Changes to our Privacy Policy

We review our Privacy Policy on a frequent basis to check that it accurately reflects how we deal with your information and may amend it if necessary. You should check this page regularly to see the most up to date information.

How to Contact us

We welcome questions, comments and requests regarding this Privacy Policy which can be sent to hello@thesnaffleclub.com.