Privacy Notice

The Japanese Shiba Inu Club of Great Britain’s privacy notice outlines the club's commitment to retaining personal data for only as long as necessary to fulfil the purposes for which it was collected. This includes satisfying any legal, accounting, or reporting requirements. In addition, personal data can be processed and stored for archiving in the public interest and statistical and historical research purposes.

The UK has a robust legal framework around data protection and privacy, including the Data Protection Act 2018 and the General Data Protection Regulation (GDPR). These laws require organisations to obtain consent from individuals before collecting and processing their personal data. They also require organisations to be transparent about how they will use personal data and to ensure that it is kept secure.

This document reflects on the legal requirements by outlining the factors that the club will consider when processing and storing personal data, such as:

  • the link to the initial purpose

  • the context in which the data was collected

  • the reasonable expectations of members, exhibitors, competitors, and judges

  • the nature of the data, the consequences of further processing, and the existence of appropriate safeguards.

Financial Records

There is statutory requirement to keep financial records for seven years. However, records may be kept for the last eight years, in order to ensure that year ends are available. Beyond the eight year point, there is little justification in keeping bank statements, cheque stubs etc. unless there was an incident which was of particular significance.

Membership Lists

Old membership lists may have some historical value and/or statistical value The Club/society will consider how long is practically useful.

Constitutions

Out-of-date constitutions come into the same category. Whilst details of changes will be included in AGM reports, there may be a historical interest in retaining original versions where possible, and which can be displayed as part of commemorative exhibitions.

Show Catalogues

Show catalogues can provide a gold mine of information and statistics, as well as forming an important historical record. Show entry forms must be retained for 12 months after the show.

Committee and AGM/SGM Minutes and Documents

Committee minutes and documents relating to AGMs and SGMs must be retained as the definitive record of all club business, together with the decisions made and policies agreed. Also as an information resource to resolve any procedural issues or disputes.

Judges retention

“Data minimisation” is one of the overarching principles in the data protection legislation. It requires personal data to be retained only for so long as is necessary. We recommend that judges retain Show Catalogues for 24 months from your first CC appointment in each breed. If the format of the Show Catalogue allows for the entries to be separated from exhibitor’s personal information (i.e. name, address etc.), we would advise that entry information is retained and exhibitor details are disposed of. If the format of the Show Catalogue does not allow for such separation of information then the Show Catalogue, including the exhibitor information, should be retained for the period outlined above. We understand that some judges may collect Show Catalogues for personal, domestic reasons as historic keepsakes of their judging career. It is our understanding that the data protection legislation would not apply in such instances, if such information is not disclosed, disseminated or retained for professional purposes. However, where Show Catalogues are retained for records of entries, such Show Catalogues should be kept and disposed of in accordance with the retention period outlined above. Judges should continue to keep a summary document recording numbers of entries for their appointments.

External Links

Even though this website seeks to provide quality, safe and relevant external links, users ought to apply a policy of caution before following any external web links from this website. Such links are followed at the user’s own risk.

The website owners can neither guarantee nor verify the contents of any externally linked website despite their very best efforts. The website owners cannot be held liable for any damages or implications as a result of visiting any external links mentioned.

We encourage you to be cautions and to read the privacy statements of each and every website that collects your information.

This privacy statement only applies to information collected on this website.

Social Media

Interactions made through external social media services that this website and its owners participate with are subject to the terms and conditions as well as the privacy policies held with each social media service.

Users are encouraged to use social media platforms sensibly and with due care and attention in respect of their own privacy and personal details. We encourage users wishing to discuss sensitive details to get in contact by email only.

This website may use social sharing buttons which help share web content directly from web pages to the social media services in question. Users are strongly advised prior to using these buttons that they do so at their own discretion and note that the social media service may track and save your request to share a web page respectively through your social media account.

Analytics

This website collects personal data to power our site analytics, including:

  • Information about your browser, network, and device

  • Web pages you visited prior to coming to this website

  • Your IP address

This information may also include details about your use of this website, including:

  • Clicks

  • Internal links

  • Pages visited

  • Scrolling

  • Searches

  • Timestamps

We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.

Cookies

This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app.

These functional and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you.

These analytics and performance cookies are used on this website, only when you acknowledge our cookie banner. This website uses analytics and performance cookies to view site traffic, activity, and other data.