Privacy Policy & Cookies

Privacy Policy
General Data Protection Regulation (GDPR)

What this privacy notices covers

The Hadleigh Farmers’ Agricultural Association (“HFAA”) is committed to protecting and respecting your personal information. In this policy, references to ‘we’, ‘us’ or ‘our’ mean HFAA.  For the purposes of the General Data Protection regulations (GDPR) and any subsequent legislation covering data protection the Data Controller is HFAA. This policy explains how we collect and use the personal information about you.

Information we gather

Members:

We collect your information in the form of your name and contact details and store it on our central membership database.

Your information is collected from:

i.          application and request forms by email or post;

ii.         email, post, website, social media and mail correspondence with HFAA;

iii.        contact via phone;

iv.        in-person contacts with members and affiliates;

v.         information we gathered via events, including The Hadleigh Show.

We will use your information to:

i.          administer your membership and send you subscription renewals;

ii.         maintain relevant contact, including, but not limited to sending you information about Association meetings, events and The Hadleigh Show;

iii.        administer committee meetings and the AGM;

iv.        maintain the accuracy of your information and communicate with you for any other reasons related to your membership;

v.         share with other regulatory authorities and any other party when sharing of information is required by law.

Trade Stands, exhibitors, show suppliers and any other involved with The Hadleigh Show

We collect your information in the form of your name and contact details and store it on our central Show database.

Your information is collected from:

vi.        application and request forms by email or post;

vii.       email, post, website, social media and mail correspondence with HFAA, including purchase of online tickets;

viii.      contact via phone;

ix.        in-person contacts with members and affiliates;

x.         information we gathered via events, including The Hadleigh Show.

We will use your information to:

vi.        administer your application forms for The Hadleigh Show;

vii.       maintain relevant contact, including, but not limited to sending you information about The Hadleigh Show;

viii.      send all necessary passes, tickets and information relating to The Hadleigh Show

ix.        maintain the accuracy of your information and communicate with you for any other reasons related to The Hadleigh Show;

x.         share with DEFRA and other regulatory authorities;

Breed Societies and/or affiliated Societies and Equine Events, to whom we submit entries and results to be checked for validity and eligibility based on their legitimate interests;

and any other party when sharing of information is required by law.

What is the legal basis of processing your data

The legal basis of processing your data is ‘contract’ as defined by Article 6 of the General Data Protection Regulations where processing is necessary for the performance of a contract to which the data subject is party.

Who will have access to the information

We may share your information with third parties and data processors who may need to access your information for performing the purposes specified above. These may include online ticket purchases and online entry submissions.

We may sometimes outsource some of the services set out above to reputable third parties, including for the purpose of ensuring the security of your data. We have data protection compliant agreements in place with all such service providers, so they would only use your information according to our instructions.

We take reasonable organisational and technical measures to protect your information against unauthorised access, modification or misuse. We use services provided by reputable security providers and your information is accessed by employees, agents and third party partners on a needs-only basis.

How long will we keep your information

In the absence of any legal requirements, your personal data will be retained for as long as necessary for the purpose of processing listed above. This means your data will be deleted if you withdraw consent to processing or the data is no longer required or inaccurate. If you decide to cancel your membership or if your membership is lapsed/withdrawn, we will hold your information for a period which is deemed reasonable.

How to keep us updated with any changes to your information

Please remember to keep us updated on the personal data we hold on you if it is inaccurate or incomplete. All requests to update your personal data must be sent in writing to the HFAA and third parties will be informed, where possible.

Failing to keep us updated with your personal data and contact details may lead to late or no payment of annual subscriptions which would result in your membership being cancelled or applications for The Hadleigh Show not reaching us.

Your rights

You have the right to:

1)         To keep us updated and have the data we hold about you transferred to another local association or organisation.

2)         Request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. Please submit your request in writing to contact details shown at the end of this notice. We will respond within one month, of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive.

3)         Have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact us on the details set out at the end of this notice.

4)         Request that we delete your personal data so it is erased from our records.

5)         Object to certain types of processing such as direct marketing.

6)         Object to automated processing, including profiling.

Enquiries and Complaints

Please contact us if you have any enquiries arising from this privacy notice. Where possible, please raise all enquires in writing.

If you are unhappy with our work or something that we have done or failed to do, please inform us in writing. We will acknowledge receipt of all complaints and will endeavour to investigate the complaint as soon as reasonably practicable.

All complaints should be sent to:

The Secretary
Hadleigh Farmers’ Agricultural Association
PO Box 388
Ipswich
IP23 9AQ
T. 07584 568055  /  E. secretary@hadleighshow.co.uk

You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information. Their contact details are shown below:

Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF
Tel: 0303 123 1113

Website: https://ico.org.uk/make-a-complaint/

Review of HFAA Privacy Notice

This Notice was last reviewed in September 2018. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us.

How we use cookies

We sometimes place small data files on your computer. These are known as cookies. Most websites do this.

They improve things by:

remembering settings, so you don’t have to keep re-entering them whenever you visit a new page
measuring how you use the website so we can make sure it meets your needs
These cookies aren’t used to identify you personally. They’re just here to make the site work better for you. Indeed, you can manage and/or delete these small files as you wish. We do not store any personal information in the cookies - nor do we place any cookies relating to advertising on the website.

To learn more about cookies and how to manage them, visit AboutCookies.org. Or please read on to find out more about how and where we use cookies.

Measuring website usage (Google Analytics)
We use Google Analytics to collect information about how people use this site. We do this to make sure it’s meeting its users’ needs and to understand how we could do it better.

Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. We do not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are. We do not allow Google to use or share our analytics data with third parties. 

Highlighting menus and logging onto the website
If you log into this website (to administer the content, comment on a blog, carry out a purchase etc) then we store any details that we need to on our server. To link your "session" data on our server with your browser session a small cookie is placed in your browser - containing an anonymised link to the session. As soon as you close your broswer this session cookie is deleted.

We determine that both these types of cookies are essential to the running of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.