West Somerset and Exmoor Bridleways Association |
Members Area

Website Privacy Policy



Who we Are

The West Somerset and Exmoor Bridleways Association is an equestrian access group affiliated to The British Horse Society. Our objectives are to enhance and maintain the equestrian access network in our area. We also organise social and horse riding events related to our rights of way.

Data Protection

Keeping your personal information safe is very important to us. We are committed to complying with privacy and data protection laws and being transparent about how we process personal data.

We have procedures in place to help our committee understand their data protection responsibilities and follow the data protection principles.

We have a nominated a member of the committee who serves as our Data Protection Lead. If you have any questions regarding our Privacy Policy, please email membership@westsomersetbridleways.org.uk.

This privacy policy relates to our use of any personal information we process about you.

How we collect personal data

We may collect your personal data in different ways, for example:

when you join as a member or enter an event

How we use personal information

We may collect your personal data in different ways, for example:

Membership applications, administration and renewals


We only collect personal information that we genuinely need.

This may include:

Contact details such as name address, email address and phone numbers

Name of your parent or guardian (if you are under 18)

Name and contact details of any next of kin where you are attending an event and riding

Membership applications, administration and renewals

We will use the information that you provide to us to process your membership application and renew your application if appropriate. We will email and/or post you information about events, our newsletter and other items of interest, as part of your membership. You can opt out or unsubscribe from receiving this information if you wish.


If you register for one of our events, we will use your information provided to us to process your registration and enable you to attend the event. This will include sharing some of your information with our committee and volunteers that run the event. It may also include collecting and sharing medical information with them if you choose to provide that to us.

If you choose to provide us with your dietary requirements, we may share them with third parties that we use to provide catering at our events.

Dealing with complaints

If a complaint is raised with us, we will process the personal information that is provided to us to manage and resolve the complaint.

Recording safety incidents and accidents

We record and retain relevant personal information about accidents, incidents and nearmisses that are reported to us in relation to our events.

Carrying out surveys

If you choose to take part in one of our surveys, we will use the personal information that you provide to process the results of the survey and undertake analysis. We will not share the personal information that you provide in a survey with any other organisations. Survey results will be anonymised before being shared or published.

Managing Public Rights of Way & Access Issues

Our aims are to improve access to new and existing bridleways and other rights of way and to promote an awareness of the bridleways amongst members. Your personal information may be used in order to assist in the response to queries raised about bridleways and other rights of way.

Cookies and aggregate information collected from our website

We use cookies and log files on our website to store information about how you use our website. A cookie is a piece of data stored on the user’s computer tied to information about the user. This enables us to create a profile which details your viewing preferences. We use your profile to tailor your visit to our website, to make navigation easier and direct you to information that best corresponds to your interests.

Aggregate information is collected from users using our own web tracker. This information includes users' Internet Protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time of visit, number of clicks, error pages and number of unique visits.

This information is not linked to personal profiles or to personally identifiable information provided by users. We use it to analyse visitor trends and use of our website, administer the website and to gather broad demographic information of our website users.

Our legal basis for processing personal information

We may process personal information because it is necessary for the performance of a contract to which you are a party (or to take steps at your request prior to entering a contract).

For example, we may process your personal data:

To issue or administer a membership

To send a newsletter

Sharing personal information

We will only share your personal information where we are required to fulfil our contract with you, or legitimate interest, where we have your consent, there is substantial public interest or we are required to do so by law.

We may also share your information with our bank to process a payment.

Where required, we will process personal information to comply with our legal obligations. For the prevention and detection of crime; and to assist the police and other competent authorities with investigations including criminal and safeguarding investigations.

In extreme situations, we may share your personal details with the emergency services if we believe it is in your ‘vital interests’ to do so. For example, if someone is hurt or taken ill during one of our events.

Very occasionally we may share personal data with the relevant authorities, such as the Police. Data sharing will only be carried out where there is a reasonable belief that the transfer of any data could prevent further criminal activity.

Your rights

If you no longer wish to receive communications about products and services from us, please contact membership@westsomersetbridleways.org.uk. You can also unsubscribe at any time to emails that we may send to you about the products and services that we think will be of interest to you.

You also have the right to:

Request a copy of the information we hold about you. Requests should be addressed to membership@westsomersetbridleways.org.uk. We will respond within 30 days of receiving your written request.

Tell us to change or correct your personal information if it is incomplete or inaccurate. Please contact us at jaye@jayejones.me.uk

Ask us to restrict our processing of your personal data or to delete your personal data if there is no compelling reason for us to continue using or holding this information. Please contact us at membership@westsomersetandexmoorbridleways.org.uk 

How long we keep your personal information

We will keep membership records for two years after the membership has expired, or indefinitely where memberships are current, in order to administer our membership scheme.

We will keep records of events for two years, in order to facilitate any insurance claim resulting from the activity.

We will keep complaints records indefinitely, in order to administer and manage on going complaints.

We will keep survey records indefinitely, in order to provide statistical data for analysing our activities.

Data Security

We have in place appropriate security measures to prevent your data being accidentally lost, used or accessed in an unauthorised way.

Changes to this policy

This Privacy Policy may change from time to time. Where practical we will provide you with an updated Privacy Policy. However, we also recommend that you please visit this webpage periodically to keep up-to-date with the changes in our Privacy Policy.


Our Procedure for Data Security – For committee use to be updated as required, does not need to be published on web site.

Membership administration

When a member joins or renews the completed membership form is posted or emailed by the new/renewing member to the treasurer. The treasurer records the payment details and then forwards either the hard copy or a scanned copy to the membership secretary, if a scanned copy is emailed then the hard copy is destroyed.

Event organisers also collect new membership forms which are treated in the same way.

The membership secretary keeps a hard copy and a spreadsheet summarising current members details and renewal dates, in a secure domestic building.


When the newsletter editor is ready to post a newsletter to members the membership secretary emails her/him current members names and addresses. Once posted the newsletter editor returns the list (in label format) and destroys her copy.


The membership secretary manages the email list and sends emails.