National Equine Welfare Council (NEWC) is a data controller
Keeping your personal information safe is very important to us. We are committed to complying with privacy and data protection laws and being transparent about how we process personal data.
We have policies, procedures and training in place to help our employees and volunteers understand their data protection responsibilities and follow the data protection principles.
We may collect your personal data in different ways, for example:
Employee & Volunteer administration
We only collect personal information that we genuinely need. This may include:
We will use the information that you provide to process your membership application, manage related membership activities and renew your membership, if appropriate. We may email and post you information about events, our services and other items of interests as part of your membership. You can opt out or unsubscribe from receiving this information if you wish. We will keep details of your membership for two years after it has lapsed. Some (financial) information may be required for a longer period in order to comply with our legal obligations. Our legal basis for using your personal information in this way is for the performance of a contract.
If you register for, or attend, one of our events, we will use the information provided to us to process your registration and enable you to attend the event. This may include sharing some of your information with our volunteers that run the event. If you choose to provide us with your dietary requirements, we may share them with third parties that we use to provide catering at our events. We will keep a record of meeting attendees for a 3 month period after the event, to comply with our complaints policy. Our legal basis for using your personal information in this way is for the performance of a contract.
We will use the information that you provide to manage the arrangements for, and running of, meetings with NEWC stakeholders and other like-minded parties. This may involve sharing your name and, when appropriate, phone or email address with our volunteers or other meeting members. We will keep a record of meeting attendees for a 3 month period after the event, to comply with our complaints policy. Our legal basis for using personal information for this purpose is to fulfil our legitimate interests.
We will use your details as a member to ensure that appropriate governance of the organisation is carried out, according to its constitution and any requirements of the Charity Commission/other regulatory bodies. This may include the organisation of General Meetings, Annual General Meetings or extraordinary meetings. We will keep details of your involvement in governance activities for two years after it has lapsed. Our legal basis for using personal information for this purpose is to fulfil our legitimate interests. Some specific governance activities may be carried out using the lawful basis of legal obligation.
If a concern is raised with us, we will process the personal information that is provided to us to manage and resolve the complaint. This may include sharing relevant information with an affiliated organisation, such as World Horse Welfare,, the RSPCA or other appropriate organisation, depending upon the nature of the complaint and the area it relates to. We keep information relating to concerns and complaints for 2 years, in order to facilitate the ongoing management of the complaint and for reporting purposes. Our legal basis for using personal information for this purpose is to fulfil our legitimate interests and fulfil our objective of resolving complaints in a careful and appropriate manner.
We will use your personal information including your bank account details to process expense claims. We will keep related personal information for 7 years, in order to comply with legal obligations. Our legal basis for using your information for this is for the performance of a contract.
If you provide us with information about yourself, in connection with a job or volunteer application or enquiry, we may use this information to process your enquiry and any associated recruitment activities. We will not use this information for any purpose other than that relating to your application. We will keep your application details for 6 months after the position has been filled (you are successful/unsuccessful). Our legal basis for using your information in this way is for our legitimate interests.
We will process personal information of our employees to fulfil our contract with them. This includes payroll processing and the provision of training. We are required by law to share some financial information with the HMRC. We may also need to share some personal information with other organisations, for example solicitors, pension providers. We will keep detailed information about your employment for 3 years after that employment has ceased, in order to comply with insurance requirements. Some information may be retained for specific timeframes outside of this for legal purposes. Our general legal basis for using your information for this is for the performance of a contract, occasionally legal obligation may be necessary.
We may process personal information in relation to anyone who supplies us with products or services. We will only keep the information for the time period that the service/product is being provided, other than any legal requirements for retention. Our legal basis for using your information in this way is legitimate interests.
We will use the contact information you provide in order to respond to requests for literature or information. This information is not used for any other purpose and is deleted once the request has been processed. Our lawful basis for this is legitimate interests.
We will use information you provide in order to respond to any welfare concerns you have raised. We may share this information with appropriate partners, such as World Horse Welfare, the RSPCA, SSPCA or like-minded organisations in order to facilitate a response to the concern. We will never share your details with the subject of the concern, although you should be aware that, on occasion, it may be possible for that individual to work out who has raised a concern from other information in circulation. We only keep this information for as long as it takes us to hand the concern over to the appropriate partner. Our legal basis for using your information in this way is legitimate interests.
We may collect and use your personal data if it is necessary for our legitimate interests and so long as its use is fair, balanced and does not unduly impact your rights.
Special category data is anything relating to:
Usually, we will only process special category personal data if we have your explicit consent. In extreme situations, we may share your personal details with the emergency services if we believe it is in your ‘vital interests’ to do so. For example, if someone is taken ill during one of our events.
We will only share your personal information where we are required to fulfil our contract with you, where we have your consent, or we are required to do so by law.
We may share your personal information with third party organisations who will process it on our behalf, for example our website administrator.
If necessary, we may also share your information with caterers, employment referees, and appropriate volunteers.
We may also share your information with our bank to process a payment; our professional advisers (such as our legal advisers) where it is necessary to obtain their advice; and our IT support and data storage providers.
We process employee personal information to fulfil our contracts with our employees and meet our legal obligations as an employer.
Where required, we will process personal information to comply with our legal obligations. In this respect we may use your personal data to comply with subject access requests; tax legislation; for the prevention and detection of crime; and to assist the police and other competent authorities with investigations including criminal and safeguarding investigations.
We may need to collect or send some personal information outside of the EEA, for example for the provision of email services. If we transfer personal information to countries or jurisdictions which do not have a similar standard of data protection law in place, we will only do so to fulfil our contract with you and we inform you in advance of the need to transfer the information. For information about international transfers of personal data, you can contact us at firstname.lastname@example.org
If you no longer wish to receive communications from us, please contact email@example.com. You can also unsubscribe at any time to emails that we may send to you.
You also have the right to:
If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is: 0303 123 1113.