Galloway Cattle Society – Privacy Policy
The privacy and security of your personal data is very important to us. This privacy policy explains how we collect, use, store, and share your personal data—whether you are a Member of the Galloway Cattle Society (‘GCS’), a volunteer, exhibitor, competitor, sponsor, user of our website or social media platforms, or an attendee at events organised by GCS. This policy may be updated from time to time.
1. Who are we?
In this policy, ‘we’, ‘us’ and ‘our’ refer to the Galloway Cattle Society, a registered Scottish Charitable.
2. What data do we collect?
a. Galloway Cattle Society members
We collect personal details such as your name, address, date of birth, email, phone numbers, occupation, and payment information to manage your membership. This may include data generated through your involvement, e.g. volunteering or donations. Gift memberships and junior memberships may result in linked records being created.
b. Attendees at Society Shows & Sales
We collect information about judges, stewards, exhibitors, competitors, and sponsors to support your involvement. This includes personal and contact information, financial details (where relevant), and may also involve the creation of new personal data records.
Filming and photography take place at Society events. These may be used for promotional and educational purposes, and may appear on our website, social media, and other platforms. If you prefer not to appear in such media, please contact us (see section 9).
Event attendees may be required to prove their age or undergo a search for security purposes. In such cases, we may collect name, address, date and place of birth, which may be shared with Police Scotland. Safety, medical, or welfare incidents are recorded internally, including personal data of those involved and witnesses.
c. Website, social media, and digital platforms
When you use our website or engage with us on platforms like Facebook or Instagram, we may collect your name, address, contact info, and payment details. We also collect data through cookies and other analytics tools to improve functionality and user experience.
d. Award applicants
We collect details from award applicants such as name, address, date of birth, contact information, occupation, employer details, and membership numbers.
e. Competition entrants
We collect contact information and membership details from entrants to manage competition logistics and compliance.
f. CCTV
CCTV footage may be captured at Society shows and sales.
g. Marketing and fundraising
See Section 5 below.
3. Young People’s Data
We do not target marketing or fundraising efforts at individuals under 18. We may collect junior member data including their name, date of birth, and parent/guardian contact details.
a. Junior members
We collect information necessary to manage junior memberships, either directly from the junior member or through a parent or carer.
b. Young participants in events
We collect data required to organise competitions or volunteering roles involving young people, in line with safeguarding and administrative requirements.
c. Digital platforms
We do not direct content specifically at children through our digital platforms.
4. How we use your personal data
All personal data is used in compliance with the GDPR, Data Protection Act 2018, and PECR 2003.
a. Members
We use your data to manage your membership, process payments, send updates, and maintain accurate records. Members may receive communications regarding elections and Society developments.
b. Event attendees
- Volunteers: Your data helps us coordinate your involvement and notify you of future opportunities.
- Exhibitors/Sponsors/Promoters: Data is used to fulfil agreements and maintain communication.
- Competitors: Used to administer competitions and inform you about future opportunities. Winners may be published in GCS communications or external media.
c. Websites
We use your data to:
- Process payments and orders;
- Run promotions or surveys;
- Communicate updates or respond to queries.
All data usage complies with applicable regulations.
d. Award applicants
Data is used for application processing and, where applicable, for publicity purposes.
e. Competition entrants
We use your data to administer competitions, meet compliance requirements, and notify winners.
f. Marketing and fundraising
See Section 5.
5. Marketing and Fundraising
We may contact you with news, campaigns, donation appeals, or legacy giving opportunities, provided you have given consent where required.
We may use analytics to better understand your interests and tailor communications. This includes publicly available data and donation history. If you donate, we’ll retain your donation details and contact you with acknowledgments or follow-ups.
a. Major donors
You may receive a bespoke privacy notice and we may carry out enhanced due diligence before accepting major donations.
b. Members
From time to time, members may receive offers or updates related to the Society’s activities. You can opt out by contacting us.
c. Sponsors
We may contact you regarding future partnership or sponsorship opportunities.
6. Third Party Processors
We may engage third-party service providers to process data on our behalf. If data is transferred outside the EEA, it will be handled in line with GDPR requirements. We do not sell or rent your data, and we only share it where necessary and legally permissible.
7. Data Retention and Security
We retain your data securely and only as long as necessary for legal or operational purposes. Membership records may be archived for historical value. Contact us if you wish to opt out of this.
8. Your Rights
You have rights under the GDPR, including to:
- Withdraw consent;
- Object to certain types of processing;
- Access your data (Subject Access Request);
- Request correction or deletion;
- Lodge a complaint with the ICO.
9. Contact Us
For questions about this policy or to exercise your data rights, please contact us at:
Galloway Cattle Society
15 New Market Street, Castle Douglas, DG7 1HY
info@gallowaycattlesociety.co.uk
07760623985