This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you.
It applies to all processes and instances where we collect your personal data.
This privacy notice applies to personal information processed by or on behalf of Polo Pastures.
Changes to this privacy notice
We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices.
We encourage you to check this privacy notice for changes whenever you visit our website.
What do we use your personal data for?
We use your personal data, including any of the personal data you submit via one of our forms, for the following purposes:
1. Assessing an application for rehoming or volunteering, including considering whether to accept your offer.
2. Updating your records
3. To comply with legal and regulatory obligations, requirements and guidance
4. To share information, as needed to trusted third parties which may include
other rescue groups or welfare contacts with regards our Rehoming Process incorporating Home Checks.
5. To process any donations made to Polo Pastures.
What are the legal grounds for our processing of your personal information
(including when we share it with others)?
We rely on the following legal bases to use your personal data:
1. Where it is needed to provide you with our products or services, such as:
a) Assessing an application for a service, including consider whether or not to offer you the service
b) Managing services you hold with us, or an application for one
c) Updating your records, tracing your whereabouts to contact you about your request
d) Sharing your personal information with trusted third-parties and services providers when you apply for a service
e) All stages and activities relevant to managing the service including enquiry, application, administration and management of requests
2. Where it is in our legitimate interests to do so, such as:
a) Managing your applications to that, updating your records, tracing your whereabouts to contact you about your application
b) To follow guidance and recommended best practice of government and regulatory bodies
c) For management and audit of our business operations including accounting
d) To carry out monitoring and to keep records of our communications with you and our representatives
e) To administer our good governance requirements and those of other members of our Group,
such as internal reporting and compliance obligations or administration required for AGM processes
f) For direct marketing communications and related profiling to help us to offer you relevant products and services,
including deciding whether or not to offer you certain products and service. We will send marketing to you by email and social media
g) Where we need to share your personal information with people or organisations
in order to run our business or comply with any legal and/or regulatory obligations
3. To comply with our legal obligations
4. With your consent or explicit consent:
a) For some direct marketing communications
b) For some of our profiling and other decision making
When do we share your personal information with other organisations?
We may share information with the following third parties for the purposes listed below:
· To other trusted rescue groups who may have horses and/or ponies that meet your application requirements where we do not
· To trusted third-parties in order to conduct a home check for rehoming purposes
· To other trusted rescue groups in order to respond to an animal welfare situation
How and when can you withdraw your consent?
Where we’re relying upon your consent to process personal data, you can withdraw this at any time by contacting us
using the 'contact us' form on this website.
For how long is your personal information retained by us?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
· For as long as we have reasonable business needs, such as managing our relationship with you and managing our operations
· For as long as we provide goods and/or services to you and then for as long as someone could bring a claim against us; and/or
· Retention periods in line with legal and regulatory requirements or guidance.
What are your rights under data protection laws?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances.
If you wish to use any of them, we’ll explain at that time if they are engaged or not. The right of data portability is only relevant from May 2018.
· The right to be informed about the processing of your personal information
· The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
· The right to object to processing of your personal information
· The right to restrict processing of your personal information
· The right to have your personal information erased (the “right to be forgotten”)
· The right to request access to your personal information and to obtain information about how we process it
· The right to move, copy or transfer your personal information (“data portability”)
· Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you
You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: