Haughton Green Dog Training Club Management Information System (MIS)

Version: 2
Effective Date: 22/10/2026
Last Reviewed: 22/10/2026

1. Introduction

Haughton Green Dog Training Club ("the Club", "we", "our", or "us") is committed to protecting the privacy, security and confidentiality of personal information collected through our Management Information System (MIS).

This Privacy Policy explains how we collect, use, store, share and protect personal information relating to members, volunteers, trainers, visitors and other individuals who interact with the Club.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and all other applicable legislation.

2. Data Controller

The Data Controller responsible for the information processed within the MIS is:

Haughton Green Dog Training Club

Email: Info@hgdogs.co.uk

3. Information We Collect

3.1 Member Information

We may collect and store:

• Full name

• Date of birth (where required)

• Postal address

• Email address

• Telephone number

• Membership number

• Emergency contact details

• Membership status

3.2 Dog Information

We may collect:

• Dog name

• Breed

• Age or date of birth

• Sex

• Microchip number

• Vaccination records

• Training level

• Competition records

• Behavioural information

• Welfare-related information

3.3 Attendance Information

We may collect:

• Class bookings

• Attendance history

• Check-in records

• Achievement records

• Training progression information

3.4 Financial Information

We may collect:

• Membership payments

• Class fees

• Payment history

• Outstanding balances

• Financial transaction records

We do not store full payment card details within the MIS.

3.5 Equipment Loan Information

Where equipment management features are used, we may record:

• Equipment name

• Equipment size

• Stock code

• Issue date

• Return date

• Borrowing member

• Equipment condition

• Outstanding loans

3.6 Volunteer and Trainer Information

We may collect:

• Contact details

• Qualifications

• Certifications

• Training records

• Committee or volunteer roles

3.7 Uploaded Documents

Users may upload documents including:

• Vaccination certificates

• Membership forms

• Consent forms

• Insurance documents

• Qualification certificates

• Supporting evidence relating to incidents or accidents

3.8 Incident and Accident Records

We may maintain records relating to:

• Accidents

• Injuries

• Complaints

• Safeguarding concerns

• Health and safety incidents

• Behavioural incidents involving dogs

4. How We Collect Information

Information may be collected:

• Directly from members

• Through membership applications

• Via the member portal

• Through class bookings

• Through online forms

• Through QR code attendance systems

• Through equipment loan records

• Through trainer observations

• Through email or SMS communications

• Through uploaded documents

5. Purpose of Processing

We process personal data to:

• Manage memberships

• Deliver training services

• Administer classes and events

• Record attendance

• Monitor dog training progress

• Track equipment loans

• Manage finances and payments

• Communicate with members

• Maintain health and safety records

• Investigate complaints or incidents

• Support safeguarding responsibilities

• Administer competitions and events

• Ensure the welfare of dogs and participants

• Comply with legal and regulatory obligations

6. Legal Basis for Processing

We process personal data under one or more of the following lawful bases:

Contract

Processing is necessary to provide membership services and training activities.

Legitimate Interests

Processing is necessary for the effective operation, administration and development of the Club.

Legal Obligation

Certain information must be processed and retained to satisfy legal, accounting, insurance and regulatory requirements.

Consent

Where required by law, we will obtain consent before processing personal information.

Consent may be withdrawn at any time where consent is the legal basis for processing.

7. Member Portal

Members may be granted access to a secure online member portal.

The portal may allow members to:

• View personal information

• Update contact details

• Manage bookings

• View attendance records

• Access documents

• Submit forms

• Review training progress

Members are responsible for maintaining the confidentiality of their login credentials.

8. QR Code Attendance Check-In

The MIS may use QR code technology to record attendance at classes and events.

Attendance records may include:

• Member details

• Dog details

• Date and time of attendance

• Class information

• Event participation records

This information is used for administration, training progression, safeguarding and operational purposes.

9. Digital Signatures

The MIS may support electronic signatures for:

• Membership applications

• Club agreements

• Consent forms

• Policy acknowledgements

• Training declarations

• Equipment loan agreements

Electronic signatures may be retained as evidence of acceptance and agreement.

10. Email and SMS Communications

The Club may use contact information stored within the MIS to send:

• Membership updates

• Booking confirmations

• Class reminders

• Event notifications

• Safety notices

• Administrative announcements

Where appropriate, members may opt out of non-essential communications.

Operational and membership-related communications may still be sent where necessary.

11. Trainer Notes and Training Records

Trainers may record information relating to course participation and progress.

This may include:

• Training achievements

• Areas for improvement

• Instructor feedback

• Class progression

• Attendance trends

• Recommendations for further training

Information recorded will be limited to what is reasonable and necessary for training purposes.

12. Behavioural Assessments

The MIS may store behavioural information relating to dogs.

This may include:

• Temperament assessments

• Reactivity observations

• Welfare concerns

• Behavioural history

• Suitability for specific classes or activities

This information is processed solely to support training, welfare and safety requirements.

13. Incident and Accident Reporting

The MIS may record:

• Names of individuals involved

• Names of dogs involved

• Dates and times

• Locations

• Witness details

• Photographs where supplied

• Actions taken

• Outcomes and follow-up actions

These records are retained for operational, legal, insurance and safeguarding purposes.

14. Automated Processing

The MIS may automatically process information for administrative functions including:

• Membership status updates

• Attendance monitoring

• Equipment tracking

• Payment monitoring

• Booking management

• Reminder notifications

The Club does not make solely automated decisions that produce legal or similarly significant effects on individuals.

15. Data Sharing

We do not sell personal data.

Information may be shared where necessary with:

• Club committee members

• Authorised volunteers

• Trainers and instructors

• Payment service providers

• Accountants and auditors

• Insurance providers

• Professional advisers

• Regulatory authorities

• Law enforcement agencies when legally required

Access is restricted to individuals who require the information to perform authorised duties.

16. Data Security

We take appropriate technical and organisational measures to protect personal information, including:

• User authentication controls

• Password-protected accounts

• Role-based access permissions

• Secure hosting environments

• Encrypted data transmission where available

• Routine data backups

• Audit logging

• Restricted administrative access

No method of electronic transmission or storage can be guaranteed to be completely secure; however, we take reasonable steps to minimise risks.

17. System Audit Logs

For security, compliance and troubleshooting purposes, the MIS maintains audit records which may include:

• User login activity

• Record creation and modification

• Document access history

• Equipment transactions

• Administrative actions

Audit logs are used solely for security, accountability and system management purposes.

18. International Data Transfers

Where cloud-based service providers are used, information may be processed or stored outside the United Kingdom.

Where such transfers occur, appropriate safeguards will be implemented in accordance with UK GDPR requirements.

19. Data Retention

We retain personal data only for as long as necessary.

Data may be kept longer where necessary to establish, exercise or defend legal claims.

20. Your Rights

Under UK GDPR individuals have the right to:

• Access their personal data

• Request correction of inaccurate data

• Request erasure where applicable

• Restrict processing

• Object to processing

• Request portability of their data where applicable

• Withdraw consent where consent is relied upon

• Lodge a complaint with the Information Commissioner's Office (ICO)

Information Commissioner's Office:
https://www.ico.org.uk

21. Data Breaches

In the event of a personal data breach that may result in a risk to the rights and freedoms of individuals, the Club will:

• Investigate the breach promptly

• Take appropriate remedial action

• Notify the Information Commissioner's Office where legally required

• Notify affected individuals where required by law

22. Cookies and Website Usage

Where the MIS is accessed via a website, essential cookies may be used to:

• Maintain user sessions

• Authenticate users

• Support core system functionality

• Improve security

Non-essential cookies will only be used where appropriate consent has been obtained.

23. Changes to this Privacy Policy

This Privacy Policy may be amended periodically to reflect changes in legislation, technology or Club operations.

The latest version will always be made available through the MIS and Club communications.

24. Contact Details

For questions regarding this Privacy Policy or any privacy-related matter, please contact:

Haughton Green Dog Training Club

Email: Info@hgdogs.co.uk

Approved by: Haughton Green Dog Training Club
Policy Version: 2
Review Date: 22/10/2027