General Data Protection Regulation (GDPR) Compliance
Centered Riding® is committed to protecting your privacy and your rights! We make every effort to be GDPR compliant.
This Privacy Notice explains in detail the types of personal data we collect about you when you interact with us. It also explains the way we collect it and how we store and handle that data and keep it safe.
We know that there’s a lot of information here, but we want you to be fully informed about your rights and how we use your data.
We hope the following sections answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
Who We Are
Centered Riding, aka Sally Swift's Centered Riding, is a trade name used by Centered Riding® Inc.
For simplicity throughout this notice, “this Website”, “we”, “us” means the ownership of centeredriding.org and its brands, including Centered Riding.
Explaining the Legal Bases We Rely On
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
In specific situations, we can collect and process your data with your consent. For example, when you tick a box to receive email newsletters.
When collecting your personal data, we’ll always make clear to you which data is necessary in connection
with a particular service.
In certain circumstances, we need your personal data to comply with our contractual obligations.
If the law requires us to, we may need to collect and process your data. For example, we can pass on details of people involved in fraud or other criminal activity affecting us to law enforcement.
In specific situations, we require your data in order to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom, or interests. For example,
we will use your purchase history to send you or make available personalized offers.
We will also use your email address details to send you marketing information by email, telling you about updates and events that we think might interest you.
What Personal Data do we Collect?
We collect information so that we can provide the best possible experience when you apply for membership or utilize our services. Much of what you likely consider personal data is collected directly from
you, such as:
- If you have a web account with us: your name, gender, date of birth, billing/delivery address, email and telephone number. For your security, we’ll also keep an encrypted record of your login password.
- Details of your interactions with us through email, online or over the phone. For example, we may collect your name, email, and phone number when you request assistance from our office.
- Details when you complete contact forms or request newsletters or other information from us (for example your name or email)
- Payment card information. We do not store this on our servers, it is passed in a secure manner onto the payment gateways that we use.
- Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback
When do we Collect your Personal Data?
We collect and store your personal information in order to provide you with the services or products that you buy from us. Using the below data collection mechanisms, we collect and keep the following personal information from you:
- Online donation forms – your name, billing and shipping addresses, country, phone, and email address, orders, and invoices. We use this information so we can keep donation records or provide you with assistance. For your security, we’ll also keep
an encrypted record of your login password.
- Member or event registration forms – your name, username, password, address, email, and phone number. We use this information so we can authenticate you and keep your membership and event registration records.
- Contact forms – your name and email address and any details of your interactions with us you decide to share when you contact us. We use this information in order to reply to your questions and occasionally send you emails and notifications.
- Analytics and traffic log solutions – we use Google analytics and they collect information like IP address, device information, cookies, visit duration and tracking, mouse and swipe actions, etc. We do not use, collect, nor keep this information.
- Security tools and plugins - IP address, device information. We use this information to prevent unauthorized access, hacker attacks, and other security breaches. We periodically delete all this information and we do not store it for more than 4 months.
- Social Media - your social media username, if you interact with us through those channels. We use this to help us respond to your comments, questions or feedback.
Other Times when we Collect your Data:
When you visit any of our websites and use your account to make donations or register for a membership or event.
- When you make an online purchase and check out as a guest (in which case we just collect transaction-based data).
- When you create an account with us.
- When you engage with us on social media.
- When you sign up as an Affiliate
- When you contact us by any means with queries, complaints etc.
- When you ask us to email you information about a product or service.
- When you enter prize draws or competitions.
- When you book any kind of appointment with us or book to attend an event, for example a class, with us
- When you choose to complete any surveys we send you.
- When you comment on or review our products and services.
- When you fill in any forms. For example, when you use our contact forms
- When you’ve given a third party permission to share with us the information they hold about you.
How and Why do we use your Personal Data?
We want to give you the best possible member experience. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you. We then use this to offer you promotions, products and services
that are most likely to interest you. The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.
You can always change the way we store your data or delete your data stored with us, just remember that if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve
asked for. For example, if you’ve asked us to receive a newsletter, we can’t do that if you’ve withdrawn your general consent to hear from us.
We strongly believe in both minimizing the data we collect and limiting its use and purpose to only that (1) for which we have been given permission, (2) as necessary to deliver the products and services you purchase or interact with, or (3) as we might
be required or permitted for legal compliance or other lawful purposes.
Here’s how we’ll use your personal data and why:
- To process any orders that you make by using our websites. If we don’t collect your personal data during checkout, we won’t be able to process your order and comply with our legal obligations. For example, we need your profile for our membership database
and we may keep your details for a reasonable period afterwards in order to keep accurate records and fulfil any contractual obligations such as refunds, guarantees and so on.
- To respond to your queries, refund requests and complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout.
We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience.
- To protect our business and your account from fraud and other illegal activities. This includes using your personal data to maintain, update and safeguard your account. We’ll also monitor your browsing activity with us to quickly identify and resolve
any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate interest. For example, by checking your password when you login and using automated monitoring of IP addresses to identify possible fraudulent
logins from unexpected locations.
- To process payments and to prevent fraudulent transactions. We do this on the basis of our legitimate business interests. This also helps to protect our customers from fraud.
- With your consent, we will use your personal data, preferences and details of your transactions to keep you informed by email, web, and telephone about relevant products and services including events, news, and so on.
Of course, you are free to opt out of hearing from us by any of these channels at any time.
- To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice, product recall notices, and legally required information relating to your
orders. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.
- To collect aggregate statistics about use of our products and services
- To understand and analyze how you use our products and services and what products and services are most relevant to you.
- To comply with our contractual or legal obligations to share data with law enforcement. For example, when a court order is submitted to share data with law enforcement agencies or a court of law.
- To send you survey and feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email or text message. We have a legitimate interest to do so as this helps
make our services more relevant to you.
Of course, you are free to opt out of receiving these requests from us at any time by updating your preferences in your online account
- We may share your personal data with affiliated companies within our corporate family, with third parties with which we have partnered to allow you to integrate their services into our own Services, and with trusted third party service providers as
necessary for them to perform services on our behalf, such as:
- Processing credit card payments
- Serving advertisements
- Conducting contests or surveys
- Performing analysis of our Services and customers demographics
- Communicating with you, such as by way email or survey delivery
- Customer relationship management.
We only share your personal data as necessary for any third party to provide the services as requested or as needed on our behalf. These third parties (and any subcontractors) are subject to strict data processing terms and conditions and are prohibited
from utilizing, sharing or retaining your personal data for any purpose other than as they have been specifically contracted for (or without your consent).
And of course we use your personal data to communicate with you. We may contact you directly or through a third party service provider regarding products or services you have signed up or purchased from us, such as necessary to deliver transactional or
service related communications. We may also contact you with offers for additional services we think you’ll find valuable if you give us consent, or where allowed based upon legitimate interests. You don’t need to provide consent as a condition to
purchase our goods or services (with some exceptions but these will be clearly marked and explained where applicable).
Who do we share your Personal Data with?
We rarely share your personal data with trusted third parties.
Here’s the policy we apply to and request from those organizations to keep your data safe and protect your privacy:
- We provide only the information they need to perform their specific services.
- They may only use your data for the exact purposes we specify in our contract with them.
- We work closely with them to ensure that your privacy is respected and protected at all times.
- If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
Although we share this information with them, we explicitly do not store any of your analytics or traffic information.
How long will we keep your Personal Data?
Whenever we collect or process your personal data, we will only keep it for as long as is necessary for the purpose for which it was collected. At the end of that retention period, your data will either be deleted completely or anonymized, for example
by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.
Some examples of customer data retention periods:
Orders and Accounts
When you place an order (like for a membership) or create an account with us, we’ll keep the personal data you give us for seven years so we can comply with our legal and contractual obligations as well as for accounting and tax purposes.
Newsletter, comments, and contact forms
We store your newsletter, comments, and contact form related info for about 7 years, which is the period of time when we redesign our site, and that is when we delete that old information.
How we Protect your Personal Data
We know how much data security matters to you. With this in mind, we will treat your data with the utmost care and take all appropriate steps to protect it.
We secure access to all transactional areas of our websites and apps using ‘https’ technology. All your sensitive information (e.g. your passwords if you had chosen to create an account with us) is stored securely and encrypted. All our communication
with you through our website is done over a secure and encrypted 256 bit or higher SSL connection.
Access to your personal data is password-protected, and sensitive data such as payment card information) is securely sent over to the payment gateways that we use. We do not collect and keep your credit card, PayPal or other payment information, that
is processed by the payment gateways we use.
We regularly monitor our systems for possible vulnerabilities and attacks, and we carry out testing periodically to identify ways to further strengthen security.
Where your personal data may be processed
On a rare occasion we will share your personal data with third parties and suppliers outside the European Economic Area (EEA). The EEA includes all EU Member countries as well as Iceland, Liechtenstein
We operate in several countries across several continents, so it is likely that your personal data might be transferred to a third-party data processors in countries that are outside the EEA such as Australia or the USA. For example, this might be required
in order to fulfil your order, process your payment details or provide support services.
If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the EEA. For example, our contracts with third parties stipulate the standards they must follow at all times. If you wish
to receive more information about this, please contact us.
Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.
What are your Rights over your Personal Data?
We will always get your clear consent before we collect your data.
We will not send you any unsolicited email unless you have given us your clear consent that you would like to receive emails from us. You have the option to opt-out of receiving any emails from us at any time. To do so, simply let us know.
You have the right to:
- Request access to the personal data we hold about you, free of charge in most cases.
- Request correction of your personal data when incorrect, out of date or incomplete.
- Withdraw consent for us to contact you
- Request to be forgotten
- Request we stop using your personal data for direct marketing (either through specific channels, or all channels)
- Request that we stop any consent-based processing of your personal data after you withdraw that consent.
- Know if and when data breaches of your personal data occur.
You can contact us to request to exercise these rights at any time as follows:
To Access your personal data
We let our users access their data, and take it with them anywhere else, if they want to. Please contact us if you would like to access your personal data.
To correct your personal data
To ask for your information that you shared with us to be amended, please contact us.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We will then do so unless we believe we have a legitimate overriding reason
to continue processing your personal data.
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorized a third party to submit a request on your behalf, we will ask them
to prove they have your permission to act.
The right to know about data breaches
We always inform all our users of any data breaches within 24 hours after we discover that they had occurred. These users include all groups of people from whom we collect and have contact info -- regular website users, members, contact form entries,
and even commenters. So far we have had zero data breaches.
The right to be forgotten
We provide our users with the ‘right to be forgotten.’ To make your information private (not available to the public) contact the Centered Riding Executive Office (info@CenteredRiding.org).
+ Age and Usage Restrictions
We don’t use profiling in any of our services. We provide the same service to every one of legal age and stature. We do not store nor are interested in any information on health, race, sexual orientation, religion, political beliefs, and
anything else that is not directly related to the services we provide.
Additional Notes for non-EU users
This Privacy Notice is available in English and sometimes other languages across our websites. In case of any dispute about its meaning, the English version will take precedence.
By using our services or providing your personal data to us, you expressly consent to the processing of your personal data by us or on our behalf. Of course, you still have the right to ask us not to process your data in certain ways, and if you do so,
we will respect your wishes. Sometimes we’ll need to transfer your personal data between countries to enable us to supply the goods or services you’ve requested. By dealing with us, you are giving your consent to this overseas use, transfer and disclosure
of your personal data outside your country of residence for our ordinary business purposes. This may occur because our information technology storage facilities and servers are located outside your country of residence, and could include storage of
your personal data on servers in other countries.
We’ll ensure that reasonable steps are taken to prevent third parties outside your country of residence using your personal data in any way that’s not set out in this Privacy Notice. We’ll also make sure we adequately protect the confidentiality and privacy
of your personal data.
We’ll ensure that any third parties process your personal data only in accordance with their legitimate interests. These third parties may be subject to different laws from those which apply in your country of residence. Please note that we do not take
active steps to ensure that any overseas recipient of your personal data complies with the laws which apply in your country.
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it. If you have any questions that haven’t been covered, please contact us and we will be pleased to help you.
We will respond to all requests, inquiries or concerns as soon as possible.