This privacy notice sets out information about how the Hereford Cattle Society (we or us) may use personal data contained in photographs or film footage taken at shows, competitions or other events which we host or at which we attend or exhibit.

Personal data we may receive
We may make and receive photographs and audiovisual recordings taken at events. Those photos and recordings may feature identifiable individuals, which means they may constitute personal data related to you for the purposes of data protection law.
We may also receive information that you provide to us in connection with any particular photo or recording or the circumstances in which it is taken (for example, if we take a photo of you alongside your show animal then we may ask you for your name, e-mail address or other contact details or may note your name for reporting purposes).

What we do with your personal data
We have set out below, in table format, a description of all the ways we may use your personal data. We’re also required by law to identify the legal basis on which we handle personal data. These legal bases are set out in Article 6 of the General Data Protection Regulation (GDPR). When we process personal data on the basis of our legitimate interests then we also need to identify those legitimate interests and have done so below.
Note that we may process your personal data on more than one legal basis depending on the specific purpose for which we are using the personal data.

Type of data Purpose/activity Legal basis for processing
Contact information (name, email address, telephone number), correspondence.
Communicating with you, administering our relationship with you. We may also provide you with occasional news (although you will be free to unsubscribe at any time).
Our legitimate interests (Art 6.1(f) GDPR), namely properly administering our business relationships and promoting our activities.

Biographical information, images and recordings of your attendance or participation at shows, competitions or other events. The conduct of events and publication of related materials; publication, communication and distribution for press and marketing purposes by us, our partners, and sponsors.

Our legitimate interest in:
• properly administering our events; and
• publicising and advertising our events, business and activities generally.

Any personal data For the purposes of legal, regulatory and compliance requirements.
Compliance with our legal obligations (Art 6.1(c) GDPR).

Any personal data
For the purposes of bringing and defending legal claims.
Our legitimate interest in conducting and defending legal claims.

Where your personal data goes
We do not rent, sell or share personal information about you with third parties except:
• we may share it with third party providers who provide services on our behalf such as website and database hosting or event services, legal advisors, or email service providers;
• we (or our sponsors or partners) may publish photos and recordings for promotional and reporting purposes;
• as required by law.

Information we collect may be transferred to, stored and processed in any territory where our third party service providers are located or maintain facilities, including locations outside the EEA. Transfers by us or our data processors outside the EEA will be made lawfully (e.g. to countries in respect of which the European Commission has made an “adequacy decision”, or with appropriate safeguards such as the use of standard clauses).

Information which is published, particularly online, may be visible throughout the world.

How long we keep your personal data
We will retain the information we receive and collect about you for such period as is reasonably required for the uses described in this Notice, but in any event will delete information when it is no longer relevant and necessary for the purposes for which it is retained. We may retain your personal data where necessary to comply with law or in connection with any legal claim.

Your rights
In connection with your personal data, you have various rights. Further information is available on the website of the Information Commissioner’s Office (the ICO) but these rights include:
• the right to access, being a confirmation of what personal data we hold, and access to copies;
• the right to correction, being the right to have any inaccurate personal data about you corrected;
• the right to erasure, being the right in certain circumstances to the erasure of your personal data;
• the right to restrict processing, being the right to restrict the processing of your personal data to limit its use;
• the right to object to processing, being the right to object to our using personal data on the basis of legitimate interests;
• the right to complain to a supervisory authority: you have a legal right to lodge a complaint with the ICO.

Contact us
If you have any questions, comments or requests regarding this Privacy Notice or our use of any personal data, you can contact us at Hereford House, 3 Offa Street, Hereford, HR1 2LL or at