Privacy Policy
Gotland Sheep Association UK
Effective Date: 27 October 2025
1. Introduction
The Gotland Sheep Association UK (“we”, “our”, or “the Association”) is committed to protecting your personal information and respecting your privacy.
This Privacy Policy explains how we collect, use, and store personal data about our members, website visitors, and event participants.
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
Gotland Sheep Association UK
Email: secretary@gsauk.co.uk
The Association is a not-for-profit members’ organisation that supports and promotes the Gotland sheep breed in the UK.
For the purposes of data protection law, the Association is the data controller of the personal data it holds.
3. What Information We Collect
We may collect the following types of personal information:
3.1 From Members
Name, address, phone number, and email address.
Farm name or business name (if applicable).
Flock details, including flock prefix and animal registration information.
Membership payment details (processed securely by our payment provider).
Communication preferences.
3.2 From Website Visitors
Information you provide through contact forms or newsletter sign-ups.
Technical information such as IP address, browser type, and pages visited (via cookies or analytics tools).
3.3 From Event Participants
Name and contact information for event bookings or competition entries.
Photographs or media, where permission is given.
4. How We Use Your Information
We use personal data to:
Administer membership applications, renewals, and communications.
Maintain flock records and pedigrees.
Organise shows, events, and competitions.
Send newsletters, updates, and information about Association activities.
Manage payments and financial records.
Comply with legal or regulatory obligations.
We only use your data when there is a lawful basis, such as:
Consent – when you have agreed to receive communications.
Contract – to provide membership services you have requested.
Legal obligation – to meet regulatory or tax requirements.
Legitimate interest – to manage and improve our activities as a members’ association.
5. How We Store and Protect Your Data
Your information is stored securely and accessed only by authorised committee members or administrators.
Electronic data is password-protected, and paper records (if any) are stored securely.
We do not keep your information longer than necessary. When no longer needed, it is securely deleted or destroyed.
6. Sharing Your Information
We do not sell or trade personal information.
We may share limited data only when necessary, for example:
With service providers who help us manage membership systems, event bookings, or website hosting.
With show organisers, judges, or breed registries (only relevant member/flock data).
When required by law or to protect the Association’s legal interests.
Any third parties handling data on our behalf are required to comply with data protection laws.
7. Cookies and Website Analytics
Our website may use cookies or analytics tools (such as Google Analytics) to collect anonymous usage data and improve your browsing experience.
You can control cookie preferences in your browser settings.
For more details, please see our Cookie Policy [insert link if applicable].
8. Your Rights
Under UK data protection law, you have the right to:
Access your personal data.
Rectify inaccurate or incomplete information.
Erase your data (“right to be forgotten”), where applicable.
Restrict or object to processing in certain circumstances.
Withdraw consent at any time (for example, to stop receiving newsletters).
To exercise these rights, contact us at: [insert contact email].
We aim to respond within one month of receiving your request.
9. Photos and Media
Photographs or video footage may be taken at Association events for promotional use (e.g., on our website or social media).
Where individuals are clearly identifiable, we will obtain consent where required.
If you wish to have an image removed, please contact us and we will do so promptly.
10. Data Retention
We retain personal data for as long as necessary to fulfil the purposes outlined above, including:
Membership records: while you are an active member and for up to 6 years after membership ends (for legal or accounting purposes).
Event or competition records: up to 3 years after the event.
Marketing communications: until you withdraw consent or unsubscribe.
11. Children
Our website and services are not intended for children under 16.
We do not knowingly collect personal information from minors without parental consent.
12. Changes to This Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website, with the effective date clearly shown.
13. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please contact:
Gotland Sheep Association UK
Email: secretary@gsauk.co.uk
If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO) at https://www.ico.org.uk.