Constitution and rules of the Club

THE BRITTANY CLUB

OF

GREAT BRITAIN

Constitution, Rules and

Codes of Ethics and Conduct,

Guide to Best Practice

Club Website: www.brittanyclub.co.uk

Version: 2018

Last Reviewed:

February 2018 (at AGM)

Last Updated:

December 2018 (includes changes agreed at 2018 AGM, plus GDPR requirements and KC advised amendments.) Wording approved by Kennel Club.

Next Review due:

February 2019 (at AGM)

CONSTITUTION and RULES of the BRITTANY CLUB OF GREAT BRITAIN

1. Name. The Club shall be named “THE BRITTANY CLUB OF GREAT BRITAIN” (hereinafter called “the Club”).

2. Objects.

a. The Club will not be classed as a trading business and all profits, from whatever source, function or activity of the Club, shall be retained forthe benefit of the Club and its members.

b. To promote the welfare of the breed and encourage the breeding and maintenance of the Brittany as a dual purpose dog through the running of shows,Field Trials, Gundog Working Tests and Certificates in accordance with KC Regulations.

c. To support the breed standard by developing and approving new judges.

d. To provide an infrastructure of support, training, activities and knowledge to aid all Brittany owners in the care and enjoyment of their dogs.

3. Management Structure of the Club.

The Club shall be run by the following Officers and Committee, who shall be appointed, elected or co-opted in accordance with the stated procedure. All posts, from the Chairperson down, are for a three year term and are all eligible for re-election. Only fully paid up members may stand for election as an Officer or a Committee Member and it is recommended that such appointments should be made, where possible, from Members who have been active within the Club or the breed for a minimum of 3 years.

The Committee may appoint any number of Sub-committees, e.g. the Judges Sub- Committee.

No person who is an un-discharged bankrupt may serve on the Committee or hold any other office or appointment within the Club. Failure to attend 3 consecutive Committee meetings, without acceptable, extenuating reasons, may result in a Club Officer or Committee being removed from office.

a. The Patron. This position is filled by invitation from the Committee. The holder cannot be removed but the Committee (by majority decision) may request that the holder relinquishes it.

b. The President. To be nominated by the Committee and approved by a majority of the members at the next Annual General Meeting (hereinafter known as the AGM). The President will remain in office unless removed on the recommendation of the Committee, and with the consent of a majority of the membership at the next Annual General Meeting or at a specially convened Special General Meeting (SGM). The President has voting powers on the Committee.

c. Chairperson. The Chairperson is responsible for conducting the Club’s business at the AGM, SGMs and any of its Committee Meetings. He/she has full voting powers but will have one additional casting vote. The Chairperson is eligible for re-election on the year when other officers are scheduled to remain in office.

d. Vice Chair. Deputises for the Chairperson but holds office for a different three year term to provide continuity.

e. Hon. Secretary. Is responsible to the Kennel Club (KC) for the day-to-day running of the Club’s affairs and for ensuring the Club conforms to the KC regulations. He/she will maintain the Club’s correspondence and keep all appropriate records. He/she is also responsible, in conjunction with the Chairman, for arranging Committee Meetings, the AGM and SGMs, and for notifying the membership of agendas and minutes. The post does not carry any set financial reward but the Committee is able to recommend an honorarium to the AGM for approval. The Hon. Secretary retires on the same cycle as the Vice Chair.

f. Hon. Treasurer. Has a day-to-day responsibility for managing the Club’s financial affairs. This involves maintaining accurate accounts, disbursing and collecting monies where appropriate, liaising with the Club’s appointed independent examiner and presenting the audited accounts to the members at the AGM. The Hon. Treasurer has a responsibility, at each AGM, to propose any changes to the annual subscription fee. Like the Hon. Secretary, the Hon. Treasurer can receive an honorarium on the recommendation of the Committee to the AGM. .

g. Hon. Field Trials Secretary. Is the Club’s interface with the world of working HPRs and is responsible for arranging training days, Spring Pointing Tests, Working Tests and Field Trials. He/she will also see that the Club complies with existing KC regulations relating to these activities. May also be recommended for an honorarium by the Committee and retires on the same cycle as the Hon. Treasurer.

h. Membership Secretary. The holder of this post maintains the register of members, collects membership subscriptions on behalf of the Hon. Treasurer and obtains Committee approval for the acceptance of new members. The Membership Secretary is not an Officer of the Club but a Committee Member.

i. Committee Members. All 15 Committee Members are each appointed for a three year term with 5 retiring annually. They are elected by paper ballot and simple majority, at the AGM. The Committee may co-opt a new Committee Member to fill any vacancy that arises (see k. below) and may also, if it deems necessary, co-opt up to 2 additional non-voting Committee Members.

j. Life Members. There may be any number of honorary Life Members. They are nominated by the Committee and approved at the next AGM, but do not sit on the Committee. They have no executive powers and may only vote as ordinary paid-up members, although relieved of payment of the annual subscription. Removal of Life Member status is by the same procedure as for the President.

k. Unfilled vacancies. Where positions as Officers or on the Committee are not filled at the AGM the membership may, at the AGM, propose, second and appoint people to those positions for a term of office until the next AGM. Failing such appointments the Committee may co-opt persons to fill such positions for the remainder of the Club year but any such appointee shall serve without having the right to vote.

4. Decision-making quorum

For any decision to be valid at Committee meetings there shall be a quorum of not less than half plus one of the existing committee members present. Of this quorum at least two must be serving officers of the Club.

5. Election of Members

Applicants for membership should be in writing and must be proposed by an existing fully paid-up member. On payment of the subscription fee, applicants will be entitled to all benefits of membership, but will only receive voting rights following the ratification of their membership by a majority vote of the committee. New members will be informed of this decisionand of where the relevant information can be found on the Club website.

A previously elected member, hose membership has lapsed, will be automatically re- instated on application, providing the gap in continuous membership was not the result of disciplinary action by the Club or Kennel Club. In this latter case re-election will be by the procedure for new members. Fully paid up members are entitled to one vote per person on each item on the AGM or SGM agendas.

The club offers any current member breeding KC registered Brittany litters free membership to new puppy owners in instances where the new puppy owner is not already a member of BCGB. Such memberships will be on a ‘single’ basis and will run for the remainder of the membership year. In line with club rules, any membership commencing on or after 1st December will be entitled to membership for the rest of that year and all of the following year.

Free membership is offered annually to owners of rescued/rehomed Brittanys for the duration of that dog’s life. Such members will have the benefits and voting rights of paid up members and be subject to the BCGB rules. This is an ex gratia offer and may be withdrawn at the Committee’s discretion. Where an owner subsequently acquires a registered Brittany, and competes in KC licensed events, there free membership will cease. They will remain full members, without having to re-apply, on payment of the standard subscriptions.

6. Resignation of Members

Any paid-up Member may resign at any time on giving notice, in writing, to the Hon. Secretary. From the date of resignation the Member will have no further claim on any assets or funds of the Club.

A Member, who has previously resigned, may apply to re-join the Club but will need to be re-elected by the procedure for new members.

7. Annual Subscription.

The annual subscription is determined by majority vote at the AGM and is due from the date of the AGM, from which any approved increase in the subscription will be implemented. Any member failing to pay their subscription by the last day of February shall be removed from the list of members.

Any member paying membership after 1st December will be entitled to membership for the rest of that year and all of the following year.

8. Annual General Meeting.

The purpose of the AGM is for the Officers of the Club to report to the membership on their stewardship of the club in the previous twelve months. The agenda is restricted to these reports, the election of new Officers and Committee Members, and any resolution properly submitted to the Hon. Secretary (see below), in exceptional circumstances the Chairman has the power to accept urgent items for discussion but not resolution.

a. Notification of the AGM. The Hon. Secretary is required to send every member a Notice of Meeting not less than 6 weeks prior to the meeting being held. This Notice should invite nominations for new Officers and Committee Members.

b. Timing of the AGM. The AGM shall be held after the end of the Club’s Financial Year and before the end of the Tax Year.

c. Submission of items for the AGM agenda. Any members wishing to submit properly proposed and seconded resolutions for the AGM agenda must do so in writing, and must ensure these are in the hands of the Hon. Secretary not less than 14 days before the date of the AGM.

d. Publication of the agenda. The full AGM agenda, together with details of all nominees for election, the accounts and Minutes of the last AGM will be circulated at the AGM. Members wishing to receive a copy in advance must send a stamped addressed envelope to the Hon. Secretary. The full agenda and the Minutes of the last AGM will be published on the Club website, as soon as possible before the AGM.

e. Election of Officers and Committee. Only fully paid up members may vote and voting is by ballot. Nominations must be submitted, in writing to the Hon. Secretary, not less than 14 days before the AGM. At the time of submission the nominee, proposer and seconder must all be fully paid up members and the nominee must state his or her willingness to serve if elected.

f. Voting. Only Club members attending the AGM may vote. Postal or proxy voting is not allowed.

9. Special General Meetings

A Special General Meeting shall be summoned by the Hon. Secretary when:

a. A minimum of 20% of the membership submit a signed requisition, stating the subject to be discussed.

b. The Committee of the Club calls an SGM.

At an SGM the designated subject will be the only business to be discussed.

10. Rules of the Club

The Rules of the Club may not be altered by the Club except at either an AGM or an SGM, and only when the notice of that meeting includes details of the proposed change/s to the Rules.

Amended rules shall not be applicable until the Kennel Club has approved the alterations. New Rules and amendments required by the Kennel Club will be applied immediately and the Club’s Constitution will be amended to include them at the next AGM.

11. Club Accounts

A Bank Account shall be opened in the name of the Club. All income will be paid into this and withdrawals may only be made on the signature of the Hon. Treasurer plus the signature of either the Chairman or the Hon. Secretary.

The Hon. Treasurer will keep the accounts, which will be independently certified each year, by one qualified accountant or two unqualified individuals with accounting experience, unconnected to the committee, and which will be presented to the members at the AGM for their approval.

The certified accounts will be made available on request to members fourteen days prior to the AGM.

The Financial Year will run from 1st January to 31st December.

12. Expenses

All expenses incurred by the Hon. Secretary and the Hon. Treasurer on behalf of the Club will be reimbursed from the Club funds.

The Hon. Treasurer has the authority to pay (a) up to £150 without referral to the

Chairman, and (b) up to £30 for unauthorised expenditure by any other Officer, Committee Member or Member on behalf of the Club. The Hon. Treasurer will be responsible for reporting such disbursements at the next Committee Meeting.

Receipts must be provided for all expenses claimed.

13. Club Property

In the event of the Club ceasing to exist the Committee will call an SGM to decide on the disposal of any assets. Trophies/Cups/Specials which have been donated to the Club will be included in those assets.

14. Winding up

The Club can only cease to exist, and its assets disposed of (see Rule 12), at an AGM or SGM. The decision must be passed by a majority of 75% of all Members present. However no action may be taken without the approval of the Kennel Club (see below).

KENNEL CLUB REQUIREMENTS

15. The Officers of the Club undertake to supply the following:

a. Maintenance of Title. The Maintenance of Title fee, for the continued registration of the Club, must be submitted to the Kennel Club by January 31st of each calendar year, by the Hon. Secretary or by direct debit.

b. Change of Secretary. The Officers must inform the Kennel Club of any change of Hon. Secretary during the course of the year.

c. List of Officers. The Club must submit a list of all current Officers and Committee Members, with addresses and telephone numbers, with the Annual Return.

d. Breed Society Judges Lists. The Club must submit a current list of approved Judges as part of the Annual Return. This List indicates to show promoters those persons that the Club would endorse at different levels of judging. Inclusion in the List is not restricted to Club Members.

e. Expulsion of members (1). In accordance with Kennel Club Rule 3a(7) “ If the conduct of any Member shall, in the opinion of the Committee of the Society (The Brittany Club of Great Britain), be injurious or likely to be injurious to the character or interests of the Society, the Committee of the Society may, at a meeting convening which includes as an object the consideration of the conduct of the Member, determine that a Special General Meeting of the Society shall be called for the purpose of passing a resolution to expel him/her. Notice of the Special general meeting shall be sent to the accused Member, giving particulars of the complaint and advising the place, date and hour of the Meeting that he/she may attend and offer an explanation. If at the meeting a resolution is passed by a two thirds majority of the Members present and voting, his/her name shall thereupon cease for all purposes to be a Member of the Society, except that he/she may within two calendar months from the date of such Meeting appeal to the Kennel Club upon and subject to such conditions as the Kennel Club may impose”.

Expulsion of members (2). In addition the Club will apply Kennel Club Rule 3a (6) “Any

Member who shall be disqualified under the Kennel Club Rule A11.j. (5) and/or Kennel Club Rule A11.j. (9) shall ipso facto cease to be a Member of the Society”

16. The Club shall not join any Federation of Societies or Clubs.

17. Disposal of Club Assets.

In the event of the Club ceasing to exist (see Rule 13 above) the assets may not be disposed of without Kennel Club approval. The Club must, within 6 months, provide the Kennel Club with an audited final statement of the accounts, together with the proposed disposal of the assets. The Officers named in the last return (see Rule 14c) will be responsible to the Kennel Club for the proper winding up of the Club.

18. General Code of Ethics.

All Members of the Club are required to abide by its general Code of Ethics and the Kennel Club’s Code of Conduct (see Appendices 1 & 2).

19. Final Court of Appeal.

The Kennel Club is the final court of appeal in all matters of dispute (see Appendix 2) and is the final authority for interpreting the Rules and Regulations of the Club.

APPENDIX 1

THE BRITTANY CLUB OF GREAT BRITAIN GENERAL CODE OF ETHICS

Club members:

1. Will properly house, feed, water and exercise all dogs under their care and arrange for appropriate veterinary attention if required.

2. Will agree without reservation that any veterinary surgeon performing an operation which alters the natural conformation of the animal, may report such an operation to the Kennel Club.

3. Will agree that no healthy puppy will be culled. Puppies which do not conform to the Breed Standard should be placed in suitable homes.

4. Will abide by all aspects of the Animal Welfare Act.

5. Will not create demand for, nor supply, puppies that have been illegally docked.

6. Will agree not to breed from a dog or bitch which could be in any way harmful to the dog or the breed.

7. Will not allow any of their dogs to roam at large or cause a nuisance to neighbours or those carrying out official duties.

8. Will ensure that their dogs wear properly tagged collars and will be kept leashed or under effective control when away from home.

9. Will clean up after their dogs in public places or anywhere dogs are being exhibited.

10. Will only sell dogs where there is a reasonable expectation of a happy and healthy life and will help with re-homing of a dog if the initial circumstances change.

11. Will supply written details of all dietary requirements and give guidance concerning responsible ownership when placing dogs in a new home.

12. Will ensure that all Kennel Club relevant documents are provided to the new owner when selling or transferring a dog, and will agree, in writing, to forward any relevant documents at the earliest opportunity, if not immediately available.

13. Will not sell any dog to commercial dog wholesalers, retail pet dealers or directly or indirectly allow dogs to be given as a prize or donation in a competition of any kind. Will not sell by sale or auction Kennel Club registration certificates as standalone items (not accompanying a dog).

14. Will not knowingly misrepresent the characteristics of the breed nor falsely advertise dogs or mislead any person regarding the health or quality of a dog.

Breach of these provisions may result in expulsion from Club membership, and/or disciplinary action by the Kennel Club, and/or reporting to the relevant authorities for legal action, as appropriate.

 

APPENDIX 2

THE KENNEL CLUB CODE OF CONDUCT

Introduction

This Code of Conduct has been developed to set out the Kennel Club’s expectations for all those taking part in or attending events under its jurisdiction, along with general guidelines on the use of social media.

Why do we need this code?

We are all under intense scrutiny in terms of the pedigree dog world and dog breeding generally. The advice and guidance offered in this document are not meant to penalise or cause difficulty, but are there for the protection of us all and particularly the dog – unity and co-operation is therefore vital.

What we expect from you

As with all sports, the Kennel Club expects all exhibitors and competitors to conduct themselves in a responsible manner and to ensure that their dogs are properly taken care of throughout the period of the event and do not become a nuisance to other dogs or to other attendees. Below are expectations which should be followed. These are not exhaustive and should be read in conjunction with relevant regulations in the Kennel Club Year Book. A breach of these provisions may be referred to the General Committee for disciplinary action under Kennel Club Rules and Regulations.

People

• Conduct – participants have a duty both to their dogs and to others to make KC licensed events friendly and welcoming, and are expected to be co- operative and above all create a safe environment for all to enjoy their time at licensed events.

• Sportsmanship – participants should conduct themselves at all times in an appropriate fashion and should display good manners and respect towards other participants, show officials and to the judges.

• Any verbal communication with a judge should take place after judging has taken place and must be conducted in a polite and professional manner.

• Abusive or aggressive behaviour towards anyone at the show – including the judge, other participants, show management or other officials – will not be tolerated under any circumstances (further information appears later in this publication regarding harassment).

• Do not interfere with any dog whilst it is being judged.

• Smoking is not permitted whilst exhibiting or whilst a dog is under a test or in breach of the law.

• Mobile phones should be turned off whilst exhibiting or whilst your dog is under test.

• If you have children do not allow them to touch any dogs unless you have the permission of the owner for them to do so. Be aware of where your children are, and what they are doing, at all times. Take special care around benching areas where dogs may react to an unexpected approach.

Dogs

• All dogs must be of the correct temperament to enable the judge to examine the exhibit, independently of the exhibitor’s assistance.

• Sparring between dogs is discouraged.

• Dogs are not permitted to wear muzzles of any kind whilst being judged.

HARASSMENT

A zero tolerance approach

No-one should be subject to intimidation or made to feel alarmed or distressed or put in fear of reprisal. Harassment is a criminal offence. To that end the Kennel Club adopts a zero tolerance towards all type of harassment activity.

Harassment may be defined as causing alarm, distress, anxiety, fear of physical violence or other threat, offensive statements, verbal abuse and threats.

Conduct may include speech, obstruction and so on. Any such conduct may involve a criminal offence. The police may become involved and it may be that the Kennel Club will defer any action pending the outcome of such investigation and/or prosecution.

It goes without saying that the Kennel Club expects courtesy and co-operation to be shown towards all staff and organisers at any Kennel Club licensed event.

Whilst the pressures and tensions which arise at competitive level are understood, any aggression or abuse towards those who are simply undertaking their jobs for the benefit and interest of the exhibitor/competitor and the audience and ultimately the dog itself cannot be tolerated.

USE OF SOCIAL MEDIA

Overview

The rapid growth of social media technologies combined with their ease of use and pervasiveness make them attractive channels of communication. However, these tools also hold the possibility of a host of unintended consequences. To help you identify and avoid potential issues we have provided some examples of best practices which are intended to help you understand, from a wide range of perspectives, the implications of participation in social media.

General guidelines

Maintain privacy

Do not post confidential or proprietary information. Do not discuss a situation involving named or pictured individuals on a social media site without their permission. As a guideline, do not post anything that you would not present in any public forum. Ask yourself, would I want to see this published in the newspaper or posted on a billboard tomorrow or ten years from now?

Does it pass the publicity test?

If the content of your message would not be acceptable for face-to-face conversation, over the telephone, or in another medium, it will not be acceptable for a social networking site.

Think before you post

There’s no such thing as a “private” social media site. Search engines can turn up posts and pictures years after the publication date. Comments can be forwarded or copied. Archival systems save information even if you delete a post. If you feel angry or passionate about a subject, it’s wise to delay posting until you are calm and clear- headed.

Understand your Personal Responsibility

You are personally responsible for the content you publish on blogs or any other form of user-generated content. Be mindful that what you publish will be public for a long time – protect your privacy.

Be aware of liability

You are responsible for what you post on your own site and on the sites of others. Individual bloggers have been held liable for commentary deemed to be copyright infringement, defamatory, proprietary, libellous or obscene (as defined by the courts). Be sure that what you post today will not come back to haunt you.

Be accurate

Make sure that you have all the facts before you post. It’s better to verify information with a source first than to have to post a correction or retraction later.

Correct Mistakes

If you make a mistake, admit it. Be upfront and be quick with your correction. If you’re posting to a blog, you may choose to modify an earlier post – just make it clear that you have done so.

Respect others

You are more likely to achieve your goals or sway others to your beliefs if you are constructive and respectful while discussing a bad experience or disagreeing with a concept or person.

Respect your audience

Don’t use personal insults or obscenity, also show proper consideration for other’s privacy and for topics that may be considered sensitive. Users are free to discuss topics and disagree with one another, but be respectful of other’s opinions. You are more likely to achieve your goals if you are constructive and respectful while discussing a bad experience or disagreeing with a concept or person.

Take the high ground

Remember you are most likely to build a high-quality following if you discuss ideas and situations civilly. Don’t pick fights online.

APPENDIX 3

BRITTANY CLUB OF GREAT BRITAIN GUIDE TO BEST PRACTICE

Members will consider the welfare of their dogs and the breed above any personal gain or profit, and will take responsibility for any dogs they own.

Selection of breeding stock

Breeding should be aimed at the improvement/development/maintenance of “type” of the Brittany. Wherever possible breeding stock should conform to the breed standard and be: – Temperament free from aggression and nervousness.

– Physically sound/robust

– Free from known hereditary faults or within acceptable levels. Breeders should take advantage of any relevant health schemes to test dog’s soundness, e.g. the BVA/KC Hip Scoring Scheme.

– Breeders should notify the Breed Health Co-ordinator of any incidence of hereditary faults in puppies they have produced.

– Exhibiting basic working characteristics.

– Registered with the Kennel Club.

Brood bitches

– Breeders should only breed from bitches that are in good condition.

– Bitches should normally be at least two years old before being bred from.

– Bitches should not be bred from on successive seasons unless there is a lapse of more than twelve months between seasons.

– Bitch should have no more than four litters.

– Bitches should not be bred from after the age of eight years old, the Kennel Club will not register pups from an older bitch.

– Where whelping difficulties have been experienced a bitch should not be bred from again without consulting a veterinary surgeon.

Stud dogs

– Stud dogs should only be mated to bitches that meet the criteria in 1 & 2 above.

– Male dogs should be hip scored before being used at stud

– At the time of mating stud dog owners are required to provide the bitch owner with a signed Kennel Club’s Application to Register a Litter form.

– Stud dog owners should inform bitch owners of the terms of the stud service on the initial inquiry and provide a signed agreement following a service.

Breeding

– Before breeding a litter, members should ensure they have sufficient time and facilities for the proper rearing, housing and care of the puppies and the dam.

– Before breeding a litter members should ensure (in accordance with KC Code of Ethics Item 10) that sufficient, suitable demand for puppies exists.

– Where, for potential working stock a tail-docking service is desired, the breeder should previously identify and contact a veterinary surgeon to ensure this is available. (Scottish law does not permit the docking of any dogs).

– Docked puppies must be uniquely and permanently marked by micro-chip before sale. A docking certificate and micro-chipping registration (signed by a veterinary surgeon) should be provided as required under the Animal Welfare Act 2007. Natural taillessness will be included on the KC registration if the application is accompanied by written confirmation from your veterinary surgeon, chipping is not required.

– Members should ensure that a thorough worming programme is carried out throughout the gestation and rearing of the puppies

– Members should ensure that all puppies are weaned before sale.

Advertising

– Members will not knowingly misrepresent the characteristics of the breed nor falsely advertise dogs, nor mislead any person regarding the health or quality of a dog (in accordance with KC Code of Ethics Item 14).

– Breeders should advise potential buyers of any endorsements or restrictions at the initial inquiry.

Buyers

– Members should only sell dogs where there is a reasonable expectation of a happy and healthy life, and will help in re-homing a dog if the initial circumstances change (in accordance with KC Code of Ethics Item 10).

– Before selling a puppy members should fully explain the temperament and needs of a Brittany and ensure the buyer has the time, space and facilities for one.

Sale of puppies

– Puppies, even if sold, must stay with the dam until they are at least eight weeks old. (Animal Welfare Act 2007 provision).

– Puppies should not be exported before they are fully inoculated, or before the age of three months unless they are travelling with a responsible person.

– Puppies should not be sold to countries where they will not be protected by anti- cruelty laws. (Consult DEFRA, RSPCA or Kennel Club).

– Members should advise buyers to present the puppy to a veterinary surgeon within 3 days of purchase. Should the puppy, on examination, not be in good health then members will, if necessary, take back the puppy and refund the purchase price.

Documentation

At the time of purchase the buyer should receive the following documents:

– Kennel Club Registration Certificate (or written confirmation documents will follow).

– 4/5 generation pedigree

– Diet sheet and a supply of its current food.

– Information regarding the puppy’s worming programme, training, inoculations and insurance – Written receipt detailing and explaining any restrictions and/or endorsements.

– Certificate of legal docking (where appropriate) and the micro-chipping registration document

Dog shows, field trials & tests, obedience & agility competitions

Members represent the breed and the Brittany Club of Great Britain whenever they compete with their dogs. As ambassadors they are expected to conduct themselves in a sporting and responsible manner.

Sanctions

This Guide to Best Practice will be deemed to be an integral part of the Rules and Regulations of the Brittany Club of Great Britain. Persistent or severe breaches of these provisions may result in suspension or expulsion from the Club in accordance with said Rules, number 9.

Disciplinary action may also include referral to the Kennel Club or to the relevant authorities for legal action if appropriate.

 

APPENDIX4

PRIVACY POLICY

1. Introduction

1.1. The Brittany Club of GB (BCGB) is committed to protecting your personal information and respecting your privacy.

1.2. This Privacy Policy sets out the basis on which any personal data that we collect from or about you, or that you provide to us, will be processed by us.

1.3. For the purpose of the General Data Protection Regulation [the GDPR], the data controller is The BCGB.

1.4. We may update this Privacy Policy from time to time. Any changes we make in the future will be posted on our website at www.brittanyclub.co.uk Please check back regularly to see any updates or changes to this Policy.

2. Data Protection Contact

2.1. The contact details for our Secretary for any data protection queries is as follows: Email: secretaryBCGB@outlook.com

3. Data Protection Principles

We will comply with data protection law. This says that the personal information we hold about you must be:

1. Used lawfully, fairly and in a transparent way.

2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes

3. Relevant to the purposes we have told you about and limited only to those purposes.

4. Accurate and kept up to date.

5. Kept only as long as necessary for the purposes we have told you about.

6. Kept securely.

4. Particulars of processing

4.1. We process personal data about prospective members, members, show guarantors, judges, ring, field and event stewards/managers, trainers, rescue volunteers, fosters, KC Liaison Council Representatives, Breed Education Council Representatives, competitors/exhibitors to our events and customers to our online shop. The categories of person about whom we process personal data are described in more detail in the Annex to this Privacy Policy.

5. Your rights as a data subject

5.1. The General Data Protection Regulation provides the following rights (subject to some exemptions):

a) The right to request access to the personal data that we hold about you;

b) The right to request rectification of the personal data that we hold about you;

c) The right to request erasure of the personal data that we hold about you;

d) The right to request restriction of processing about you;

e) The right to object to processing; and

f) The right to data portability.

If at any point you believe the information we process on you is incorrect, incomplete or out of date then please let us know and we will make sure that your data is corrected.

If you wish to raise a complaint on how we have handled your personal data, you can contact our Secretary using the contact details above.

When raising queries in relation to GDPR or our Privacy Policy and Data Retention Policies please be aware we are a small club, run by members on a voluntary basis. We do not have any full time staff.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO) full contact details for which can be found at https://ico.org.uk/global/contactus/

6. How we will use information about you

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

1. Where we need to perform the contract we have entered into with you.

2. Where we need to comply with a legal obligation.

3. Where it is necessary for our legitimate interests (or those of a third party) and your Interests and fundamental rights do not override those interests.

We may also use your personal information in the following situations, which are likely to be rare:

1. Where we need to protect your interests (or someone else’s interests).

2. Where it is needed in the public interest or for official purposes, such as required by the Kennel Club.

6.1 We will generally process your personal data for contractual necessity in providing membership services and events. We may also use personal information for additional relevant and related purposes where you might reasonably expect us to do so, where the benefits of doing so are not outweighed by your own interests or fundamental rights or freedoms. This may include:

a) To maintain our records and other administrative purposes, including updating your details and preferences.

b) To assist with queries, complaints and dispute resolution;

c) Communications related to membership and invitations to participate in canine market research or canine health studies.

d) To assist with upholding our club constitution and taking action in cases where there is a breach of the club rules or code of ethics.

6.2 We will ask for your direct consent IF we intend to use your personal data for marketing purposes. Where our processing of personal data is based on your having given consent, you have the right as a data subject to withdraw that consent at any time. If you wish to invoke this right, please notify the Secretary using the contact details above.

6.3 You have the right to lodge a complaint with a supervisory authority. In the United Kingdom,

the supervisory authority is the Office of the Information Commissioner, full contact details for which can be found at https://ico.org.uk/global/contactus/

7. Recipients of Data

7.1. We may use service providers to help us provide you with our services. Personal data may be transferred to such service provider, who act for or on our behalf, for further processing in accordance with the purpose(s) for which the data were originally collected or may otherwise be lawfully processed.

7.2. Such third parties have contracted with us as data processors under the requirements in the GDPR. They are contractually bound to only use personal data for the agreed purpose(s). Relevant persons working for these third parties will have access to your personal data under the terms of the data processor contract, but only to the extent necessary to perform their services for us.

7.3. These data processors agree to implement reasonable contractual and technical protections, to keep your data confidential, not sell your personal data to third parties and to not disclose your personal data to third parties except as may be required by law, as permitted by us or as stated in this Privacy Policy.

7.4. In appropriate circumstances we may disclose data to authorised bodies as required by law.

8. Visitors to Brittany Club of Great Britain website – Cookie Policy

8.1. We use cookies to monitor how people use our website and to manage access and user preferences. We use cookies set by both out website and Google Analytics and WordPress.

8.2. We collect these cookies under Legitimate Interests in order to provide you with our online services and to analyse visitor behaviour on our websites.

8.3. Cookie information is held on your browser and you can amend your browser settings at any time. However, please be aware that blocking or deleting all cookies will affect the usability of our website.

8.4. Please see our Cookie Policy for further information on data we collect through our websites and how you can block and delete cookies. www.brittanyclub.co.uk/contact-us/cookie-law

9. Contact details

9.1. Please contact the Secretary if you have any questions or concerns about personal data and privacy matters.

 

ANNEX 1 – PRIVACY POLICY

This Annex sets out the B C G B ’ s processing of personal data relating to prospective members, members, show guarantors, judges, ring, field and event stewards/managers, trainers, mentors, rescue volunteers, fosters, KC Liaison Council Representatives, Breed Education Council Representatives and competitors/exhibitors to our events and customers to our on-line shop. <>

What personal data do we process?

Name

Address

Email address

Telephone number

Payment details

Where do we obtain your personal data from?

Most of the above personal data is received direct from you (the data subject). However, information may be received from third parties (e.g. the club’s rescue coordinator if you take on a rescue dog or the provider of professional services for events, e.g. Fosse Data

Why do we process your personal data and what is the lawful basis?

We process your personal data for the following purposes:

Members and Prospective Members

List of Personal data processed:

Name

Address

Telephone numbers

Email address

Breed of dogs (used when processing membership applications)

Interests (used when processing membership applications)

Bank information for Standing Orders (used for processing membership applications and membership renewals)

Purpose

Lawful Basis

Provision of membership services including administration and transactional communications relating to membership.

Contractual Necessity

Upholding the Club’s Rules and Code of Ethics

Contractual Necessity

Compliance with Kennel Club Rules and Regulations

Contractual Necessity

Contacting you, by either email, letter or telephone, regarding an event or meeting for which you have requested information or submitted an entry.

Contractual Necessity

Contacting you, by either email, letter or telephone, regarding newsletters, invitations and information about club events, competitions, training and meetings.

Legitimate Interest

Contacting you, by either email, letter or telephone, regarding Brittany matters, such as classes at shows run by other organisations, or articles in various publications.

Legitimate Interest

Distribution of regular newsletters Legitimate Interest

Publication of information (other than names) in the Members Handbook/Yearbook.

Consent

Contacting you by either email, letter or telephone, to provide related information and information/marketing communications.

Consent

Committee Members only:

Publication of information (other than names) in the Introduction to the Breed Information, on the website, or other club publications.

Consent

Show and Field Judges, Event Managers, Stewards and Guarantors

List of Personal data processed:

Name

Address

Telephone numbers

Email address

Details of experience, including previously appointments (judges only)

Purpose

Lawful Basis

Administration and transactional communications relating to judging appointments.

Contractual Necessity

Upholding the Club’s Rules and Code of Ethics

Contractual Necessity

Compliance with Kennel Club Rules and Regulations (including sharing relevant required information)

Contractual Necessity

Publication in the Club’s Judges List and for appointments in the show/events schedules and catalogues.

Legitimate Interest

Club representatives to Kennel Club Councils

Club regional representatives, Event representatives, Trainers and Mentors.

List of Personal data processed:

Name

Address

Telephone numbers

Email address

Details of appropriate experience, as required for appointment.

Purpose

Lawful Basis

Administration and transactional communications relating to representatives appointment.

Legitimate Interest

Publication (of name) in club newsletter and on club website.

Legitimate Interest

Publication (of contact details) in club newsletter and on club website.

Consent

Rescue Volunteers and Fosters

List of Personal data processed:

Name

Address

Telephone numbers

Email address

Purpose

Lawful Basis

Administration and transactional communications relating to rescue or fostering.

Consent

Exhibitors, Competitors and Meeting / Event Attendees

List of Personal data processed:

Name – owner and handler

Address

Telephone numbers

Email address

Purpose

Lawful Basis

Administration and transactional communications for exhibitors/competitors/trainees entering our events

Contractual Necessity

Provision of services relating to our events

Contractual Necessity

Upholding the Club’s Rules and Code of Ethics

Contractual Necessity

Compliance with Kennel Club Rules and Regulations

Contractual Necessity

Contacting you, by either email, letter or telephone, regarding future events.

Legitimate Interest

Publication of your name, address in show, field trial, field test and event catalogues or schedules [subject to the right to object]

Legitimate Interest

Publication of event results on the BCGB website or publications/sites such as KC Judges Critiques, Facebook, Our Dogs and Sponsors.

Legitimate Interest

Customers to on-line shop

List of Personal data processed:

Name

Address

Telephone numbers

Email address

Payment details – bank or card information

Purpose

Lawful Basis

Administration and transactional communications relating to purchase made.

Contractual Necessity

We also process personal data for the Club’s legitimate interests as we have outlined in the main Privacy Policy. Please be assured that we will always take account of your personal data rights in doing so.

Where do we obtain your personal data from?

Most of the personal data received directly from you (the data subject). However, information may be received from third parties, e.g. Fosse Data.

How long do we hold your personal data for?

Personal data will be retained in accordance with statutory requirements, Kennel Club requirements and recommendations and the club’s retention policy which is available on request.

Are you obliged to provide us with your personal data?

You are not obliged to provide the personal data in question. However, if you do not provide the personal data, we will be unable to perform any contract we have with you for the provision of membership services, judging appointments or event services.

Recipients of your personal data

We disclose data to the following outsourced data processors, in line with section 5 of our main Privacy Policy, for the purposes of:

Data Recipient

Purpose

Fosse Data Systems

Administration of entries to Shows, Gundog Working Tests, Field Trials and catalogue production.

We provide judge, guarantor, show secretary and show entrants’ data to our show printer for inclusion in the show catalogue.

Event Hosts, Organisers, Trainers, Speakers.

Administration in line with the event schedule. This is limited to the data supplied on the booking form.

The Kennel Club

We provide the Kennel Club with details of the Club’s officers and Challenge Certificate and Field Trial winners at our events in order to meet requirements in the Kennel Club Rules and Regulations.

The Kennel Club will hold the personal data of officers of the Club as a part of the implementation of Kennel Club Rules and Regulations.

Web Cookies

Please refer to Cookies Policy

Do we use your data for any automated decision-making?

No personal data is processed for automated decision-making.

Any financial data arising from a transactional process will be held securely by the Brittany Club of GB in accordance and compliance with all statutory, HMRC and Financial Authority requirements.

APPENDIX 5

DATA RETENTION POLICY

The Brittany Club of Great Britain (BCGB) follows Kennel Club guidance to ensure that it is compliant with the General Data Protection Regulation (GDPR). This policy should be read in conjunction with the Club’s Privacy Policy.

The BCGB retains personal data for as long as necessary to fulfil the purposes for which it is/was collected, including for the purposes of satisfying the Kennel Club and any legal, accounting, or reporting requirements.

Personal data can be further processed and stored for archiving in the public interest and for statistical and historical research purposes. When doing so we consider: any link to the initial purpose, the context the data was collected in, the reasonable expectations of amongst others, prospective members, members, committee members, exhibitors, competitors, guarantors and judges, the nature of the data, the consequences of further processing and the existence of appropriate safeguards. Stored data is not anonymised.

Financial Records:

The BCGB keeps financial records in line with statutory requirements, typically 7 years, and may keep some records longer if there is a need to do so.

Membership Records and Data Base:

The BCGB maintains a membership database for use in processing member services. It is updated annually with each year’s member’s details. The club securely archives membership records in perpetuity as these have historical and statistical value.

Club Rules and Constitutions:

Previous years constitutions are retained for their historical value and these may be displayed, e.g. as part of commemorative exhibitions.

Show Entries, Schedules, Catalogues and Results:

Show catalogues and results provide information and statistics, in addition to forming an important historical record. Catalogues and results are retained in perpetuity.

Manual entry forms are retained for one year after the relevant show.

Field Trial and Gundog Working Test entries, Schedules, Running Order and Results:

Field trial schedules and results provide information and statistics in addition to forming an important historical record. Schedules and results are retained in perpetuity.

Manual entry forms are retained for one year after the relevant event.

Judges Lists

The BCGB maintains judge’s lists as required by the Kennel Club. Lists are updated annually so that they remain current. The club securely archives past years judges lists in perpetuity as these have historical and statistical value.

Training and Educational Events:

The BCGB keeps records of those who have attended Breed Seminars or Assessments for judge education, detailing those who have passed/failed the course and the reasons – to allow feedback for those that request it.

Application/entry forms are retained for one year after the relevant seminar/assessment. Candidate results are kept ad infinitum. These are kept in case the KC or the candidate need proof of having passed, in the form of a replacement certificate.

Volunteers Lists:

The BCGB keeps lists of volunteers for events such as Discover Dogs, Game Fairs, and transport for Rescue Dogs and Foster Homes. Such lists are maintained and updated regularly by committee members assigned to the task.

Annual checks are undertaken to remove the names of those who no longer wish to take part in volunteering. Previous years lists are securely destroyed.

Committee and AGM/SGM Minutes and Documents:

Committee minutes and documents relating to AGMs and SGMs are retained in perpetuity as the definitive record of club business, they detail the decisions made and policies agreed.

BCGB Website:

The BCGB website forms an online record of club activities. Backups are retained to allow for the recovery of the website in the event of unforeseen circumstances.