Privacy Policy
Last updated: January 2025
1. Introduction
The Highland Pony Society ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.
The Highland Pony Society is a Scottish Charitable Incorporated Organisation (Charity Number SC013562) and is the data controller for the purposes of UK GDPR.
2. Information We Collect
Personal Information
We may collect personal information that you provide to us, including:
- Name, address, email address, and telephone number
- Payment information when purchasing memberships or services
- Information about your Highland Ponies for registration purposes
- Photographs and identification details for pony passports
- Correspondence you send to us
Automatically Collected Information
When you visit our website, we may automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies installed on your device.
3. How We Use Your Information
We use the information we collect to:
- Process membership applications and renewals
- Register Highland Ponies and issue passports
- Process transfers of ownership
- Send you newsletters and Society updates (with your consent)
- Respond to your enquiries and provide customer support
- Process payments for memberships, services, and merchandise
- Maintain the integrity of the Highland Pony Stud Book
- Comply with legal obligations (e.g., equine identification regulations)
4. Legal Basis for Processing
We process your personal data on the following legal bases:
- Contract: Processing necessary for membership services and pony registration
- Legal obligation: Processing required by equine identification legislation
- Legitimate interests: Maintaining accurate records and communicating with members
- Consent: Marketing communications and newsletter subscriptions
5. Data Sharing
We may share your information with:
- The Central Equine Database (CED) as required by law for equine identification
- Payment processors to handle transactions securely
- Show organisers (limited information for affiliated shows)
- Other breed societies where required for inter-society transfers
We do not sell your personal information to third parties.
6. Data Retention
We retain your personal data for as long as necessary to fulfil the purposes for which it was collected. Pony registration records are retained permanently as part of the historical Stud Book. Membership records are retained for 7 years after membership lapses.
7. Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Rectify inaccurate personal data
- Request erasure of your personal data (subject to legal requirements)
- Restrict processing of your personal data
- Data portability
- Object to processing
- Withdraw consent at any time
To exercise any of these rights, please contact us using the details below.
8. Cookies
Our website uses cookies to enhance your browsing experience. You can set your browser to refuse all or some browser cookies. However, if you disable cookies, some parts of our website may become inaccessible.
9. Security
We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction.
10. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us at:
Highland Pony Society
Garbh Allt House
Maidenplain Place
Aberuthven
Perthshire PH3 1EL
Telephone: 01764 664 000
Email: info@highlandponysociety.com
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.