Berwickshire Hunt Privacy Policy

Effective date: 27 August 2026

1. Introduction

The Berwickshire Hunt ("BH", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, become a member or supporter, register for or attend an event, or otherwise interact with the Berwickshire Hunt.

We will only use personal information where we have a lawful basis to do so and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information we may collect

Depending on how you interact with us, we may collect information including:

  • your name;

  • postal address;

  • email address;

  • telephone number;

  • membership or supporter details;

  • event registration and attendance information;

  • payment and transaction information where applicable;

  • information you provide when contacting us or completing forms on our website;

  • photographs or video recordings taken at BH events, where applicable; and

  • technical information about your use of our website, such as IP address, browser type and information collected through cookies.

We will only collect information that is reasonably necessary for the relevant purpose.

3. How we collect information

We may collect personal information when you:

  • contact us by email, telephone, post or through our website;

  • apply for or renew membership or supporter status;

  • register for or participate in an event;

  • make a payment or donation;

  • subscribe to communications from us;

  • complete an online form; or

  • otherwise provide information to us voluntarily.

We may also receive information from organisations or individuals involved in the administration of BH activities where there is a lawful basis for doing so.

4. How we use your information

We may use personal information to:

  • administer memberships and supporter arrangements;

  • respond to enquiries and requests;

  • communicate with members, supporters, landowners, farmers and event participants;

  • organise and administer events and activities;

  • process payments, subscriptions and donations;

  • maintain appropriate administrative, financial and operational records;

  • provide information about BH activities and events;

  • comply with legal, regulatory, insurance and accounting requirements;

  • protect the safety and security of people attending BH activities where reasonably necessary;

  • manage and improve our website; and

  • deal with complaints, disputes, fraud or misuse.

We will not use your personal information for purposes that are incompatible with the reason it was originally collected without an appropriate lawful basis.

5. Lawful basis for using personal information

Depending on the circumstances, we may process your personal information on one or more of the following lawful bases:

Contract: where processing is necessary to administer a membership, supporter arrangement, event registration or other agreement with you.

Legal obligation: where we are required by law to collect, retain or disclose information.

Legitimate interests: where processing is reasonably necessary for the administration and operation of the BH, organisation of activities and events, communication with relevant individuals, maintaining appropriate records, or protecting the safety and security of participants, provided that these interests are not overridden by your rights and freedoms.

Consent: where we ask for your specific permission to use your information for a particular purpose. Where we rely on consent, you may withdraw it at any time.

6. Communications and marketing

We may contact members, supporters and other relevant individuals with information relating to their membership, BH activities, events and other matters connected with the BH where we have a lawful basis to do so.

Where consent is required for a particular type of communication, we will ask for it.

You can ask us to stop sending you optional marketing or promotional communications at any time by contacting us or using the unsubscribe facility provided where available.

Stopping optional communications will not prevent us from sending important administrative or legal information where we have a lawful basis to do so.

7. Sharing your information

We do not sell, rent or exchange your personal information for payment.

We may share personal information where reasonably necessary with:

  • organisations involved in administering BH activities and events;

  • relevant affiliated or associated organisations;

  • payment and financial service providers;

  • website, IT, email and other service providers acting on our behalf;

  • printers, postal providers and communication providers;

  • insurers and professional advisers;

  • regulatory bodies or governing organisations where appropriate;

  • emergency services or other authorities where necessary; and

  • public authorities or other organisations where we are legally required to provide information.

Where another organisation processes personal information on our behalf, we will take reasonable steps to ensure that the information is handled securely and in accordance with applicable data protection requirements.

8. Members and the Members Handbook

Information relating to members may be used to administer membership and, where applicable, to produce the BH Members Handbook.

Where personal information is included in the Members Handbook, we will limit the information included to what is reasonably necessary for the purposes of the Handbook and its intended circulation.

9. Photographs and video

Photographs and video may be taken at BH events and activities.

Where appropriate, images may be used for purposes such as recording events, promoting the BH, its activities and future events, and publishing material on our website or social media channels.

Where specific consent is required for the intended use of an image, we will obtain that consent.

If you have concerns about a photograph or video in which you appear, please contact us and we will consider your request in accordance with applicable data protection requirements.

10. Cookies and website information

Our website may use cookies and similar technologies to enable the website to function correctly, remember preferences, understand how visitors use the website and, where applicable, improve our services.

Some cookies may be provided by third-party services used by the website.

Where consent is required for non-essential cookies, we will provide an appropriate mechanism for you to accept or reject them.

You can also control or delete cookies through your browser settings. Disabling certain cookies may affect how the website operates.

11. How long we keep information

We will not retain personal information for longer than is reasonably necessary for the purpose for which it was collected.

Different types of information may be retained for different periods. We may retain information after a membership or other relationship with us has ended where this is reasonably necessary for legal, accounting, insurance, administrative, fraud prevention or dispute-resolution purposes.

When information is no longer required, we will take reasonable steps to securely delete or dispose of it.

12. Keeping your information accurate

We aim to keep the personal information we hold accurate and up to date.

If your details change, or if you believe information we hold about you is inaccurate, please contact us so that we can update our records.

13. Your data protection rights

Subject to certain legal exceptions, you have rights under UK data protection law which may include the right to:

  • request access to the personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • request deletion of your personal information where there is no lawful reason for us to continue processing it;

  • request restriction of processing in certain circumstances;

  • object to certain processing, including processing based on legitimate interests;

  • request transfer of certain personal information to another organisation where the right to data portability applies; and

  • withdraw consent where we are relying on consent to process your information.

You can exercise these rights by contacting us using the details below.

14. Data security

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

15. International transfers

Where we use service providers that process personal information outside the United Kingdom, we will take appropriate steps to ensure that any transfer is carried out in accordance with applicable UK data protection law.

16. Complaints

If you have concerns about how we have handled your personal information, please contact us in the first instance so that we can try to resolve the matter.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.

17. Contact us

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or want to update or correct your information, please contact the Berwickshire Hunt using the contact details provided on our website.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our activities, website, legal requirements or the way we process personal information.

The latest version will be published on our website with the effective date shown at the beginning of this policy.