Privacy Policy

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1. INTRODUCTION

At Highveld Versatile Hunting Dog Club, we respect your privacy and take the protection of personal data/information very seriously. We do not sell, rent, trade, or unnecessarily share the personally identifiable information (“personal information”) you supply to us with any other organisation.

As part of our Club operation, we gather certain types of personal information from users of our commercial website, online assessment portals, surveys, administratively and for various Highveld Versatile Hunting Dog Club activities, operations, and Club purposes. The purpose of this policy is to describe how we collect, store, use, and protect data that can be associated with you or another specific natural or juristic person and can be used to identify you or that person (personal data/information).

This Privacy Policy was prepared in compliance with current data protection legislation, including the Protection of Personal Information Act No. 4 of 2013 (POPIA), the General Data Protection Regulation (GDPR, EU 2016/679) as it relates to South African legislation, and the rules, regulations, and ethical principles of the Kennel Union of South Africa (KUSA).

2. AUDIENCE

This policy applies to you if you are:

• a visitor to our website,
• a member of the Highveld Versatile Hunting Dog Club,
• a competitor, testees, attendee, guest, judge, steward and auxiliary assistant to our events
• a prospect who contacts us by phone or email,
• a customer who has ordered the goods and services that we provide,
• a subscriber to our marketing communications and social media pages.

3. ACCEPTANCE

This Privacy Policy is a part of Highveld Versatile Hunting Dog Club’s Constitution, the Terms and Conditions published and any Bylaws, Policies, Procedures instituted by the Club, which is binding on all audiences as per paragraph 2. These Terms, along with any contracts and documents signed by you, govern your visit to our Internet properties, web applications, social media pages, and other online or wireless offerings (hereafter collectively referred to as “Online Properties”), as well as your use of our membership, training, competition and test services and products.

3.1. Acceptance Required

You accept all the terms of this policy when you contact us through:

• phone,
• email,
• our website,
• all other communication channels; or by
• placing an order or using any of our goods or services,
• register on any of our Online Properties.

You may not order or use any of our goods, services, or Online Properties if you do not accept this policy.

3.2. Legal Capacity

You may not order our goods or services or use any of our other offerings if you are younger than 18 years old or do not have the legal capacity to conclude legally binding contracts.

3.3. Deemed Acceptance

By accepting this policy, you are deemed to have read, understood, accepted, and agreed to be bound by all of its terms.

3.4. Data Send

You may only send us your own personal data/information or the personal data/information of another data subject where you have their permission to do so.

4. PERSONAL DATA AND INFORMATION

Highveld Versatile Hunting Dog Club is an affiliated field trial club with the Kennel Union of South Africa (KUSA). The Club welcomes memberships from owners of versatile hunting dogs; wishing to participate in the versatile hunt and other related tests, training, and club activities.

Highveld Versatile Hunting Dog Club collects specific personal data from members, customers, website users, competitors, testees, judges, attendees, guests, judges, committee members, stewards and auxiliary assistants, whether they are residents of South Africa or any other country. The categories of persons about whom we process personal data are described in more detail in the Annex to this Privacy Notice.

4.1. Personal data / Information includes:

• certain information provided on registration as a member with us (see below),
• certain information collected on subscribing to our marketing communications,
• certain information that we collect automatically when you visit our website, and
• optional information that you provide to us voluntarily.

4.2. Personal data / Information excludes:

• information that has been made anonymous so that it does not identify a specific person,
• permanently de-identified information that does not relate or cannot be traced back to you specifically,
• non-personal statistical information collected and compiled by us, and
• information that you have provided voluntarily in an open, public environment or forum, including any blog, chat room, community, classifieds, or discussion board (because the information has been disclosed in a public forum, it is no longer confidential and does not constitute personal data/information subject to protection under this policy).

4.3. Sensitive personal data / Information

Highveld Versatile Hunting Dog Club may also collect sensitive personal information like your bank details where it is necessary to process refunds of cancelled paid orders or credits.

5. PERSONAL DATA / INFORMATION COLLECTED

5.1. Purpose for collection

Highveld Versatile Hunting Dog Club collect the information for contractual necessity in providing membership services and events. We may also use personal information for additional relevant and related purposes where you might reasonably expect us to do so, where the benefits of doing so are not outweighed by your interests or fundamental rights or freedoms. This may include:

• to create your account and register as a member,
• to maintain our records and other administrative purposes, including updating your details

and preferences,

• to assist with queries, complaints and dispute resolution,
• to assist with upholding our club constitution and taking action in cases where there may be

a breach of the Club rules or Codes of Ethics,

• to verify test and competition dog’s breed registration and ownership with the Kennel Union of South Africa, and other statutory data,
• to process quotes, purchases and entries,
• to register you for training, workshops, and other events,
• for communications related to membership and invitations to participate in events.
• to fulfil test and competition services,
• for registration on our Online Properties,
• for Club purposes such as internal audits, accounting, Club planning or other proposed and actual transactions,
• for legal purposes such as handling claims, complying with regulations, or pursuing good governance,
• to improve the products and services we offer, and
• otherwise, to better meet the needs and preferences of Highveld Versatile Hung Dog Club members.

5.2. Information provided

We receive your Personal Data / Information through interactions with us which may include:

• completing our Member Registration Form,
• completing our Training / Event Registration Form,
• submit registration documents needed for verification purposes,
• registering on, and using our Online Properties,
• requests for support,
• on ordering goods and services or,
• contacting us via email, fax, phone, or mail.

The Personal Data / Information we collect is described in detail in the Annex to this Privacy Notices. Once your register with our Online Properties and us, you will no longer be anonymous

5.2.1. When you contact us

When you contact us, you may be asked to provide certain personal data/information voluntarily. This may include:

• your name and Surname,
• your email address,
• your telephone numbers,

5.2.2. On order, requests for quotes

When you order any goods or services from us, you will be asked to provide us with additional information voluntarily (goods information or services information). Should you decide not to provide certain information, it may limit the use of the products and services available to you.

5.2.3. From browser

We automatically receive and record internet usage information on our hosted server logs from your browser, such as your Internet Protocol address (IP address), browsing habits, click patterns, version of software installed, system type, screen resolutions, colour capabilities, plug-ins, language settings, cookie preferences, search engine keywords, JavaScript enablement, the content and pages that you access on the website, and the dates and times that you visit the website, paths taken, and time spent on sites and pages within the website (usage information).

Please note that other websites visited before entering our website might place personal data/information within your URL during a visit to it, and we have no control over such websites. Accordingly, a subsequent website that collects URL information may log some personal data/information.

5.2.4. Cookies

We may place small text files called ‘cookies’ on your device when you visit our website. These files do not contain personal data/information, but they contain a personal identifier allowing us to associate your personal data/information with a specific device. These files serve several practical purposes for you, including:

• tailoring our website’s functionality to you personally by letting us remember your preferences,
• improving how our website performs,
• allowing third parties to provide services to our website, and
• helping us deliver targeted advertising where appropriate in compliance with the applicable laws.

Your internet browser generally accepts cookies automatically, but you can often change this setting to stop accepting them. You can also delete cookies manually. However, no longer accepting cookies or deleting them will prevent you from accessing certain aspects of our website where cookies are necessary. Many websites use cookies, and you can find out more about them at www.allaboutcookies.org.

5.2.5. Third-party cookies

Some of our Club partners use their cookies or widgets on our website, and we have no access to or control over them. Information collected by any cookies or widgets is governed by the Company’s privacy policy that created it, not by us.

5.2.6. Web beacons

Our website may contain electronic image requests (called a single-pixel gif or web beacon request) that allow us to count page views and access cookies. Any electronic image viewed as part of a web page (including an ad banner) can be a web beacon. Our web beacons do not collect, gather, monitor, or share any of your personal data/information. We merely use them to compile anonymous information about our website.

5.2.7. Optional details

You may also provide additional information to us voluntarily (optional information). This includes content or products that you decide to upload or download from our website or when you enter competitions, take advantage of promotions, respond to surveys, order certain additional goods or services, or otherwise use our website’s optional features and functionality.

5.2.8. Consent to collection

We will obtain your consent to collect personal data/ information:

• in accordance with applicable law,
• when you provide us with any registration information or optional information.

6. DISCLOSURES

Highveld Versatile Hunting Dog Club recognises the importance of protecting our members’ privacy, subscribers and visitors to our Online Properties. We value and want to maintain the trusting relationship we have with our members. We will not share or sell your personal data/information with any unaffiliated third parties with Highveld Versatile Hunting Dog Club or its services.

6.1. Information shared

We may share this information with:

• Our operational service providers under contract, the specialists who provide internal support to Club operations, including fraud prevention, technology services, maintenance, management, storage, disposal of personal information, and/or fulfilment of services and your online transactions and use. If any operational service providers are provided access to your personal information, they are required to protect it in a manner that is consistent with this Privacy Policy (e.g., only using the information to carry out the services they are performing for us),
• The Kennel Union of South Africa (KUSA),
• our committee members and employees that require personal data/information to do their jobs. Any of our committee members and employees that handle your personal data/information will have signed non-disclosure and confidentiality agreements and attended privacy and data protection training.
• Club partners – we may disclose aggregate statistics (information about the customer population in general terms) for marketing purposes
• Regulators, as required by law or governmental audit,
• Law enforcement if required:
  • by a subpoena or court order,
  • to comply with any law,
  • to protect the safety of any individual or the general public,
  • to protect Highveld Versatile Hunting Dog Club or third-party property rights, and
  • to prevent violation of our terms of service.

6.2. Change of ownership

If we change ownership, or a merger with, acquisition by, or sale of assets to another entity, we may assign our rights to the personal data/information we process to a successor, purchaser, or separate entity. We will disclose the transfer on the website or per email. If you are concerned about your personal data/information migrating to a new owner, you may request to delete your personal data/information.

6.3. Unauthorised disclosure

We cannot accept any liability for unauthorised or unlawful disclosure of your personal data/information by third parties who are not subject to our control.

7. SECURITY

We take the security of personal data/information very seriously and always do our best to comply with applicable data protection laws. Once we receive your data, we use reasonable efforts to ensure the information you provide is secure and not readily available to unauthorised individuals or third parties. This may include storing your data in a secure server environment that uses a firewall and other advanced security measures to prevent interference or access from outside intruders and is only accessible to authorised and limited parties on a need-to-know basis.

In securing personal data/information, Highveld Versatile Hunting Dog Club utilises generally accepted technical and organisational measures to protect personal data against loss, misuse, or alteration throughout the collection, transmission, processing, and storage, including the physical security of our facilities. All Club websites are protected by Transport Layer Security (TLS 1.2) encryption protocol and are secured. We utilise security measures consistent with current best practices to protect its websites, email, and mailing lists. Please be aware that no data transmission over the Internet, or by other means, can be guaranteed to be 100% secure; therefore, you understand, acknowledge, and agree that you transmit certain personal information at your own risk.

When you register for access to our Online Properties, you will be provided with a username and password, giving you access to your online profile and personal information, which you may review and update. You are responsible for keeping your username and password safe and secure to protect against unauthorised access to your Online profile and personal information.

We use a PCI DSS Level 1 certified third-party payment service provider for online purchases to collect your credit card number and related information (e.g., expiration date, card verification code). The third-party payment service provider conducts the financial transaction in a secured manner by collecting your payment information through a secured Internet connection via SSL/TLS. The third-party provider will be solely responsible for all financial transactions and collecting, using, and storing your credit card (or debit card) information. All data required to be retained by the third-party payment service provider for compliance, legal, archiving, client support, or ongoing processing is retained for only as long as is absolutely required and in line with PCI-DSS compliance is erased and disposed of. Highveld Versatile Hunting Dog Club do not store your credit card (debit card) information on our servers.

Occasionally, at our discretion, we may include or offer third-party products or services on our website. These third-party sites have separate and independent privacy policies. We, therefore, have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.

Highveld Versatile Hunting Dog Club reserves the right to monitor your use of the Online Properties to determine if you are complying with our terms and the right, in its sole discretion, to terminate your access to the Online Properties.

8. RETENTION

We will only retain your personal data for as long as it is necessary to fulfil the purposes explicitly set out in this policy, unless:

• retention of the record is required or authorised by law.
• you have consented to the retention of the record.

We will continue to abide by our non-disclosure obligations during the retention period and not share or sell your personal data. Archived data will be securely stored.

We may retain your personal data in physical or electronic records.

9. TRANSFER OF DATA

Highveld Versatile Hunting Dog Club may use a third-party Cloud Solution Provider (CSP) to communicate with clients, service providers, and suppliers and collect, transmit, and store data with the CSP. As the Internet is a global environment, personal data may be stored on servers located outside the country in which it was collected. By using our sites and sending information to Highveld Versatile Hunting Dog Club electronically, you consent to international transmission of any personal information collected or processed through our sites and Online Properties.

Our service providers adhere to the EU General Data Protection Regulation (“GDPR”) requirements, which became effective on May 25, 2018. The Club will take all reasonable steps to ensure that your data is transported securely and in accordance with this privacy policy and the requirements of the law and to service providers who comply with POPIA (nationally) and GDPR legislation (internationally).

Highveld Versatile Hunting Dog Club share with and transfers test scores, data, results and reports to the Kennel Union of South Africa who is the internationally recognised representative of the purebred dog in South Africa, Namibia, Botswana, Lesotho and Swaziland and is the legally appointed Registering Authority and an Animal Breeders’ Society, registered in terms of the Animal Improvement Act, 62 of 1998 Act.

10. EXERCISING YOUR RIGHTS, UPDATING AND REMOVING

You have the right to transfer, delete, remove, correct, or update the personal data you have submitted to us.

You may correct or update the personal data you have submitted to us by contacting us via email or the available Online Properties.

You are entitled to a right to be forgotten. We will delete any personal data that you do not want us to have. If you are a data subject of our client (the Data Controller / Responsible Party), you must submit your request to the relevant Data Controller / Responsible Party, who will then delete your personal data/information. In most situations, previous test scores, data, results and reports are exempt from this right because they may be necessary to establish, exercise, or defend legal claims.

You also have the right to have your personal information transferred to others.

You have the right not to provide information to Highveld Versatile Hunting Dog Club; please note that this could impact our ability to provide products and services, and in most cases, you will not be able to register as a member, purchase or use any of our goods, services, or Online Properties.

All requests can be sent to the Information Officer at secretary@hvhdc,.co.za. We will respond to your request without undue delay within a maximum of 30 calendar days.

11. RESTRICTION OF PROCESSING

You may request that we restrict the use of your personal data. When we restrict your personal data, we still have the right to store it but not use it.

12. CHILDREN’S PRIVACY

Children should not provide any personal information without permission from their parents or legal guardian. We do not condition children’s participation in an online or other activity on disclosing more information than is reasonably necessary to participate in the activity. We do not share children’s information with outside third parties not bound by this Privacy Policy. Confidentiality of their information is managed according to all legal specifications and in line with POPIA.

13. DATA BREACHES

We will notify our customers of any confirmed data breaches that have occurred. Our members and customers’ responsibility is to notify the relevant supervisory authority and any affected data subjects of the data breach.

14. OPT-OUT

Highveld Versatile Hunting Dog Club only sends advertising and promotional emails to those who have consented to receive such communications. You can “opt-out” of receiving advertising and promotional email from us by following the opt-out instructions in our email messages.

15. POLICY CHANGES

Highveld Versatile Hunting Dog Club reserves the right to make changes to this policy without prior notice. We will notify you of any changes by placing a notice in a prominent place on the website or by sending you an email. We do, however, encourage you to visit our website to review this Privacy Policy often.

If you continue to use the website or our goods or services following notification of a change to the terms, the changed terms will apply to you, and you will be deemed to have accepted those updated terms.

16. CONCLUSION

Highveld Versatile Hunting Dog Club vows to protect the information as prescribed by the POPI Act. As far as the Club understands, all personal information is private and attended to according to the POPI Act.

The Club will measure the risk of breach of the POPI Act and actively manage the same daily.

Highveld Versatile Hunting Dog Club provides this Privacy Policy (KUSA Organisation Number 1252; registered office 73 Miller Clary Street, Elarduspark, Pretoria, Gauteng, 0181) on its own behalf.

References in this Privacy Policy to “Club”, “we”, “us”, “our” or similar refer to Highveld Versatile Hunting Dog Club.

17. CONTACT INFORMATION

If you have questions or comments about our Privacy Policy or practices, you may contact our Information Officer by email at secretary@hvhdc.co.za.

 

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ANNEX

This Annex sets out the Highveld Versatile Hunting Dog Club’s processing of personal data relating to members (including committee members), customers, website users, competitors, testees, judges, attendees, guests, judges, stewards and auxiliary assistants at our events: field trials, hunting and related tests, training classes, meetings and social functions.

Personal data / Information Collected and purpose 

MEMBERS

Personal data/information collected: Full name and Surname Personal Identification Number Address Contact numbers Email address Date of birth note: only for junior members, i.e. under 18 years of age Dog information Special interest topics

Purpose: Provision of membership services, including administration and transactional communications relating to membership Upholding the Club Constitution and Code of Ethics Compliance with Kennel Club Rules and Regulations Contacting you regarding newsletters, invitations and information about competitions, society events and meetings With Consent, publication in the Club’s newsletter, website and social media

JUDGES, STEWARDS AND AUXILIARY ASSISTANTS

Personal data/information collected: Name Address Contact numbers Email

Purpose: Administration and transactional communications relating to judging appointments Upholding the Club Constitution and Code of Ethics Compliance with Kennel Club Rules and Regulations Contacting you regarding newsletters, invitations and information about competitions, society events and meetings Contacting you regarding future events With Consent, publication in the Club’s newsletter, website and social media

COMPETITORS

Personal data/information collected: Initials and Surname (Owner and handler) KUSA membership number Contact numbers Email address Dog information Breed Registered name Sex Date of birth Call name Microchip number Qualifications Sire and Dam Breeder Classes entered

Purpose: Administration and transactional communications for competitors entering our events Provision of services relating to our events Publication of your name and dog information in event catalogue, draw cards and other event-related documentation Upholding the Club Constitution and Code of Ethics Compliance with Kennel Club Rules and Regulations Contacting you regarding future events With Consent, publication in the Club’s newsletter, website and social media

We process personal data for contractual necessity and Club’s legitimate interest as outlined in the main Privacy Policy document (paragraph 5.1). We will always take account of your personal data rights in doing so.

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