BOURNE VALE STABLES LTD

Version 2  ·  April 2026

Data protection

Bourne Vale Stables Ltd is a data controller registered with the UK Information Commissioner’s Office (Registration Number: ZB270383).

Keeping your personal information safe is very important to us. We are committed to complying with privacy and data protection laws, and to 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.

Anna Cooper is our nominated Data Protection Lead. If you have any questions regarding this Privacy Policy, please email sales@bournevalestables.co.uk.

This privacy policy relates to our use of any personal information we process about you.

How we collect personal data

We may collect your personal data in different ways, for example:

  • When you, your parent or guardian, your tutor or coach communicate with us by post, telephone, SMS, email or via our website
  • When you complete our digital Rider Registration form before your first lesson
  • From the information you provide to us when you make an application to work for us, or from third parties such as your previous or current employers so we can verify details about you
  • As you interact with us in other ways: as a contractor, volunteer, or in any other capacity

How we use personal information

We collect and use personal information about our riding clients, members, supporters, job applicants and volunteers for different purposes, including:

  • Riding lesson registration, allocation and administration
  • Memberships
  • Events, parties and camps
  • Accident reports and incident management
  • Training and assessments
  • Complaints and appeals
  • Safeguarding
  • Employee records
  • Marketing communications and promotions (with your consent)
  • Photography and video for showcasing what we do (with your consent)
  • Service and business improvements

We only collect personal information that we genuinely need. This may include:

  • Contact details such as name, address, email address and phone numbers
  • Date of birth and age
  • Height and weight (used for matching riders with a suitable horse for safety)
  • Any medical conditions, disabilities, or previous riding injuries that may affect riding
  • Emergency contact details
  • Self-rated and instructor-assessed riding experience and capability
  • Lesson preferences and booking history
  • Name of your parent, guardian or carer where someone is signing on your behalf
  • Photography and video consent preferences (per channel)
  • Marketing communication preferences
  • Electronic signature and audit trail data (date, time and IP address of submission)
  • Payment information and any purchases you have made

In respect of job applicants, we may also collect:

  • Your bank account details, tax and residency status
  • References from previous employers or educational institutions
  • Contact details for your family members and next of kin
  • Information concerning your health and medical conditions
  • Information about your race, ethnicity and sexual orientation (where lawfully required for equality monitoring)
  • Details of criminal convictions where required for safeguarding

Riding lesson clients (digital Rider Registration form)

When you register as a new rider, we collect personal information through our digital Rider Registration form. This is hosted on Tally.so (Belgium) and the data is synchronised to our internal Google Drive folder for use by Bourne Vale Stables staff.

Our legal basis for processing this information is for the performance of a contract (the provision of riding lessons). For health, medical and safeguarding-related information, our legal basis is your explicit consent and, where vital interests apply (for example in an emergency), the protection of those interests.

Photography and video

From time to time we take photographs and videos of events, lessons and activities at Bourne Vale Stables to showcase what we do. We will only use images that identify you (or your child) where you have given us your consent.

We collect this consent on our Rider Registration form and you can choose, separately for each, whether images of the rider may be used in:

  • Our social media (Facebook, Instagram and similar platforms)
  • The Bourne Vale Stables website
  • Printed marketing materials such as leaflets, posters and brochures

You can withdraw any of these consents at any time by emailing sales@bournevalestables.co.uk. On request we will remove the relevant images from any digital channels we control. Images that have already been published in printed materials cannot be recalled, but no further use will be made of them once you have withdrawn consent.

Our legal basis for processing photographs and videos for these purposes is your consent.

Electronic signatures and audit trail

Where you complete our Rider Registration form online, we capture your handwritten or finger-drawn signature as part of your declaration. Alongside the signature we automatically record the date and time of submission and the IP address of the device used. This combined information forms an audit trail that demonstrates your acknowledgement of the Rider Declaration and Code of Conduct.

Electronic signatures are recognised as legally equivalent to wet ink signatures under the UK Electronic Communications Act 2000 and the UK eIDAS Regulation. We hold this audit trail to support any future enquiry, in the same way we previously held paper signed forms.

Our legal basis for processing this information is for the performance of a contract.

Membership applications, administration and renewals

We will use the information that you provide to us to process your membership application and renew your application if appropriate. We will email and post you information about events, courses, our services and other items of interest, as part of your membership. You can opt out of receiving this information at any time. Our legal basis for using your personal information in this way is for the performance of a contract.

Informing non-members about Bourne Vale Stables Ltd events and services

If you opt in to our mailing list we will use the information that you provide to email and post you information about our events, courses, our services and other items of interest. You can opt out at any time. Our legal basis for using your personal information in this way is consent.

Provision of training courses to individuals

If you sign up to one of our training courses, we will use the information that you provide to us to process your registration and provide the course to you. Our legal basis is for the performance of a contract.

Provision of assessments to individuals

If you apply to undertake one of our assessments or exams, we will use your information to process your application and enable you to undertake the assessment. This may include sharing some of your information with the examiner, your trainer or coach, and any medical information you choose to provide where it is necessary. Our legal basis is for the performance of a contract.

Running events, parties and camps

If you register for one of our events, parties or camps, we will use your information to process your registration and enable you to attend. This may include sharing some of your information with our staff and volunteers running the event, and collecting and sharing medical information where you choose to provide it. Our legal basis is for the performance of a contract.

If you choose to provide us with dietary requirements we may share them with third parties we use for catering.

Dealing with complaints and appeals

If a complaint or appeal is raised, we will process the personal information provided to us to manage and resolve it. This may include sharing relevant information with affiliated organisations such as The British Horse Society, a riding club, a coach, a welfare officer, or other organisation appropriate to the nature of the complaint. Our legal basis is to fulfil our legitimate interest in resolving complaints carefully and appropriately.

Safeguarding activities including DBS checks and casework

Where necessary we process relevant personal information about members, volunteers, coaches and employees for safeguarding purposes. This may include DBS checks and other casework. We may share information with the police, The Safeguarding Advisory Board and an appropriate member of any relevant Member Body such as The British Horse Society or The Pony Club. Our legal basis is to meet our legal obligations.

Processing expenses

We will use your personal information including your bank account details to process expense claims. Our legal basis is for the performance of a contract.

Employee administration and professional development of staff

We 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 HMRC. We may also share information with other organisations such as solicitors and pension providers. Our legal basis is for the performance of a contract.

Employee and volunteer recruitment

If you provide us with information about yourself in connection with a job or volunteer application, we will use this information to process your enquiry. We will not store this information for any purpose other than that relating to your application. Our legal basis is our legitimate interest.

Cookies and aggregate website information

Our website https://www.bournevalestables.co.uk uses cookies and log files to store information about how you use the site. A cookie is a piece of data stored on your device. This enables us to make navigation easier and direct you to information that corresponds to your interests.

Aggregate information collected from website users includes IP addresses, browser type, internet service provider, referring or exit pages, platform type, date and time of visit, number of clicks, error pages and number of unique visits. This information is not linked to personal profiles. We use it to analyse visitor trends and administer the website. Our legal basis is our legitimate interest.

Our legal basis for processing personal information

Our legal basis for the purposes that we process personal information depends on the activity. The principal bases we rely on are:

  • Performance of a contract: for example, to administer your riding lessons, to issue or administer a membership, to book you on an event or to supply merchandise
  • Legitimate interests: for example, to operate and improve our service, where this is balanced against your rights
  • Consent: for marketing communications, photography and video use, and other optional processing
  • Legal obligation: for example, to comply with HMRC requirements, safeguarding obligations or court orders
  • Vital interests: in extreme situations, for example sharing details with emergency services if someone is taken ill at our centre

We will ask for your consent before sending you marketing emails or text messages. You can withdraw consent at any time.

We will only process sensitive personal data (such as health information) where we have your explicit consent or another lawful basis applies.

Sharing personal information

We will only share your personal information where we are required to fulfil our contract with you, where we have your consent, where it is in our legitimate interest, or where we are required to do so by law.

We do not sell your personal information to third parties. We may share your information with:

  • Bourne Vale Stables staff and instructors who need it to provide your lessons
  • Howden, our equestrian insurance broker, where relevant to a claim or risk assessment
  • Our bank, to process payments
  • Our professional advisers (such as legal advisers) where it is necessary to obtain their advice
  • Caterers, course providers and coaches where this is necessary to deliver an event or course
  • Public authorities (such as HMRC, the police, or the Information Commissioner’s Office) where required by law

Third-party data processors

To deliver our service we use the following third-party services. Each is bound by a Data Processing Agreement and processes your data only on our instructions:

  • Tally.so (Belgium): hosts our digital Rider Registration form and stores submissions including signatures and audit trail data
  • Google (Google Drive and Google Sheets): synchronises form submissions to a spreadsheet for our internal use, and stores supporting documents
  • Mailchimp: manages our email marketing communications, only to those who have given consent
  • IT support and data storage providers as necessary

Transferring personal data outside the UK

Tally.so is based in Belgium (within the EEA) and your data is stored within the European Union, so most of your form data does not leave the UK GDPR jurisdiction. Where we use Google services, some data may be transferred to or stored in the United States. These transfers are covered by the UK-US Data Bridge framework, which is recognised as providing adequate protection for personal data.

In rare cases, for example for horse passports, we may need to send personal information to other countries. If we transfer personal information to countries which do not have an adequacy decision in place, we will only do so where we have appropriate safeguards in place, such as Standard Contractual Clauses, and we will inform you in advance of the need to transfer the information.

For more information about international transfers of your personal data, contact our Data Protection Lead at sales@bournevalestables.co.uk.

Your rights

Under UK data protection law, you have a number of rights in relation to your personal information.

  • Access: request a copy of the information we hold about you. Requests should be addressed to Anna Cooper. We will respond within 30 days of receiving your written request.
  • Rectification: tell us to change or correct your personal information if it is incomplete or inaccurate.
  • Erasure: ask us to delete your personal data where there is no compelling reason for us to continue using or holding it.
  • Restriction: ask us to restrict our processing of your personal data.
  • Portability: receive a copy of the personal information we hold about you which you have provided to us, in a reasonable format, so that you can send it to another organisation.
  • Objection: object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a disproportionate impact on you.
  • Withdraw consent: where we are processing your information based on your consent, you can withdraw it at any time. This applies in particular to marketing communications and photography use.

To exercise any of these rights, please contact sales@bournevalestables.co.uk.

Please note that we may be entitled to refuse requests where exceptions apply, for example where the information requested is inaccurate, where our processing is necessary for a lawful purpose set out in this policy, or where another person’s rights would be affected.

How long we keep your personal information

We will hold your personal information for as long as is necessary, and no longer. Specific retention periods are:

  • Riding lesson client records: for the duration of your relationship with us as a client, plus 6 years thereafter, in line with the limitation period for contract claims under the Limitation Act 1980
  • Accident records: 25 years from the date of the incident, or until a child rider’s 25th birthday (whichever is later), in line with British Horse Society guidance for serious injury records
  • Membership records: indefinitely while you remain a member, then deleted within 6 years after you cease to be a member
  • Marketing consent records: until consent is withdrawn.
  • Records of events, parties and camps: 6 years from the date of the activity, to facilitate any insurance claim
  • Employee records: for 6 years after the end of employment
  • Job applicant records (unsuccessful candidates): 6 months after the recruitment decision

Where the law requires us to retain information for longer (for example, financial records under HMRC rules), we will do so.

Children’s data

We register children for riding lessons regularly and so we routinely process the personal data of children. Where a rider is under 18, we ask a parent, guardian or carer to complete the registration form, sign the Rider Declaration and provide consent for any optional processing such as photography use.

We will respond to any rights request relating to a child’s data via the parent, guardian or carer who registered them. Children aged 13 and over may exercise their own rights where they are capable of understanding what is involved.

Changes to this policy

This Privacy Policy may change from time to time. Where practical we will let you know about any significant updates. We also recommend that you visit our website periodically to keep up to date with any changes.

Making a complaint to the Information Commissioner’s Office

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:

  • Helpline: 0303 123 1113
  • Website: https://ico.org.uk
  • Bourne Vale Stables Ltd ICO registration: ZB270383

Document version: V2  ·  April 2026  ·  Bourne Vale Stables Ltd