At the Welsh Mountain Sheep Society we respect the privacy of our supporters and visitors to our websites. This policy is concerned with how we collect information, what we do with it and what controls you have.
Our mission is the encouragement of the breeding of Welsh Mountain Sheep, and the maintenance of purity, the constitution and character of the breed for survival in the harsh conditions of the Welsh Hills. Our aim is to raise awareness of Welsh Mountain Sheep, the importance of their role in supporting rural communities and their contribution to environment of Wales and to Public Goods. We aim to promote the meat as being extra tasty.
We take our duty to process your personal data very seriously. This policy explains how we collect, manage, use and protect your personal data.
We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated.
Refer to the sections below for more details on how and why we use your personal information:
- Who are we?
In this policy references to the Welsh Mountain Sheep Society, or to ‘we’ or ‘us’.
- What personal data we collect and how we use it
What we need
The Welsh Mountain Sheep is what’s known as the ‘controller’ of the personal data you provide to us. We will usually collect basic personal data about you like your name, farm name, trading title, postal address, telephone number, email address.
Sometimes we will collect other information about you such as the size of your flock. We will be very clear with you that we wished to collect such information, our reason for collecting such information, and we would only do so with your specific consent and permission.
Why we need it
We collect your personal data in connection with your membership and specific activities, such as event updates, newsletters, registration or membership requests, feedback, donations, sheep and ram sales, information you provide on our website site.
The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don’t have to disclose any of this information to browse our site. However, if you choose to withhold requested information, we may not be able to provide you with certain services.
Sometimes, with your consent, we will process your personal data to provide you with information about our activities that you have requested or are expecting.
On other occasions, we may process personal data when we need to do this to fulfil a contract (for example, if you have requested something from the society) or for our assisting to reach our aims or where we are required to do this by law or other regulations.
The Welsh Mountain Sheep Society also processes your data when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our appeals, conservation, campaigning, membership, services, products, fundraising, newsletters, feedback, social media and other activities and those of other carefully selected organisations. Please see the section on ‘Legitimate Interest’ for more information.
How we obtain your details
We will also hold information about your details so that we can respect your preferences for being contacted by us.
We collect your personal information in a number of ways:
- When you provide it to us directly.
- From publicly available sources (where possible) to keep your information up to date (e.g. the Post Office’s National Change of Address database / Companies House / BT Directory).
We combine the information from these sources with the information you provide to us directly.
If you are under 18 please ensure you obtain your parent/guardian’s consent before sending any personal information to any website or the Welsh Mountain Sheep Society.
Please note that we will not knowingly market to or accept donations or memberships from any persons aged under 18 years.
As a parent or guardian we encourage you to be aware of the activities in which your children are participating, both offline and online. If your children voluntarily disclose information, this may encourage unsolicited messages. We suggest that you discourage your child from providing any information without your consent.
When you become a member with the Welsh Mountain Sheep Society, we will keep you up to date with the work that we are doing and events we are involved with. We will also let you know of any changes that might affect you and us and which you need to be aware of. We will only use this information in relation to your membership with us and whilst you remain a member with the society. By agreeing and paying a membership fee with us you are agreeing to us to sending you emails and potentially sharing that details with the wider interest groups such as Livestock Markets. We will on occasion share your email address with other Welsh Mountain Sheep members, for instance in the process of updating the membership register with assistance from the 5 counties secretaries.
If you supply the Welsh Mountain Sheep Society with scientific or environmental records e.g. as part of a project, they will be carefully stored and used by us and/or our project partners. Such records may include, for example, species information, location, dates and photographs.
Scientific data sharing helps to further research, education and our national understanding of biodiversity and conservation issues. Hence anonymised scientific data may be shared with project partners and third parties and organisations such as, universities, academic researchers and students.
All the personal data we process is processed by our secretary.
If you would like to change the way you hear from us or no longer wish to receive direct marketing communications from then you should contact the secretary directly to discuss this.
- Legitimate interests
We have a number of lawful reasons that mean we can use (or ‘process’) your personal information. One lawful reason is something called ‘legitimate interests’. Broadly speaking Legitimate Interests means we can process your personal information if:
We have a genuine and legitimate reason.
- We are not harming any of your rights and interests.
Please read the ‘Legitimate Interest’ statement for more information.
- Sharing your information
We only disclose information to third parties or individuals when obliged to by law, for purposes of national security, taxation and criminal investigations and the following:
- If you have agreed that we may do so.
- When we use other companies to provide services on our behalf, e.g. processing, mailing or delivering orders, answering customers’ questions about products or services, sending mail and emails.
- To our subsidiaries (i.e. the 5 subgroups of the Welsh Mountain Sheep Society).
- If we receive a complaint about any content you have posted or transmitted to or from one of our sites, to enforce or apply our Terms & Conditions or if we believe that we need to do so to protect and defend the rights, property or personal safety of the Welsh Mountain Sheep Society, our websites and for other lawful purposes.
- If we merge with another organisation to form a new entity, information may be transferred to the new entity.
- We may disclose aggregate statistics about our site visitors, supporters and members to describe our services and operations to prospective partners, advertisers and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information.
- If we run an event in partnership with other named organisations your details may need to be shared. We will be very clear what will happen to your data when you register.
And, we will never sell or rent your personal information to other organisations.
- Retaining your information
We hold your information only as long as necessary for each purpose we use it, we will provide examples of some of our retentions in this paragraph soon to give you an idea of how long we hold your information for.
If you decide not to support the Welsh Mountain Sheep Society any more or request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information. Your details will be deleted after one year of terminating your membership.
- What are your rights?
A new data protection law, starting in May 2018, gives everyone a number of very important rights. These are:
- Transparency over how we use your personal information (right to be informed).
- Request a copy of the information we hold about you, which will be provided to you within one month (right of access).
- Update or amend the information we hold about you if it is wrong (right of rectification).
- Ask us to stop using your information (right to restrict processing).
- Ask us to remove your personal information from our records (right to be ‘forgotten’).
- Object to the processing of your information for marketing purposes (right to object).
- Obtain and reuse your personal data for your own purposes (right to data portability).
- Not be subject to a decision when it is based on automated processing (automated decision making and profiling).
If you would like to know more about your rights under the data protection law see the Information Commissioners Office website.
Remember, you can change the way you hear from us or withdraw your permission for us to processing your personal data at any time for details see ‘Contact Us’ page.
- How to contact us
Our data protection officer can be contacted by writing to:
Secretary and Development Officer
Welsh Mountain Sheep Society
If you wish to talk to us about anything in the policy or the information we hold about you please contact our supporter services team:
- By post: Elain Gwilym, Croesor Uchaf, Croesor, Penrhyndeudraeth, Gwynedd LL48 6SS
This document was last updated: September 2019