South Wiltshire Riding Club Refund Policy

At South Wiltshire Riding Club, we strive to offer the best experience for all our members and participants. To ensure fairness and clarity, please read our refund policy carefully before booking events or lessons.

For the club to run regular consistent training and events we must cover the coach and venue expenses regardless of entries. If times and classes/clinics need altering to ensure they go ahead then the club reserve the right to alter the times to suit the coach/venue. As much notice as feasibly possible will be given in these circumstances.

Refund Policy

• No refunds if cancelled within 7 days of event or clinic, unless directly replaced, then cost refunded less 20% administrative fee.

• Cancellations made more than 7 days prior to event or clinic receive a refund minus a 20% administrative fee.

• No-shows are not eligible for a refund.

How to request a refund

• All refund requests must be submitted by email to clinics@southwilts-ridingclub.org.uk

• Refunds will be processed within 7–10 business days of receiving your request.

Special circumstances

In exceptional circumstances (such as club-cancelled events due to weather or unforeseen events), a full refund or credit may be offered at the club’s discretion, minus a 20% admin fee. Altered times on the same day will not be eligible for a refund.

Acknowledgement

By booking any event or lesson with South Wiltshire Riding Club you confirm that you have read and agree to this refund policy.

Photography Notice

Please note that a photographer may be present at any event/clinic. By entering and attending, you agree that photographs of you, your horse/pony, and any accompanying individuals may be taken and used by South Wilts Riding Club for promotional purposes.

This may include, but is not limited to, use on our social media platforms, website, and future event materials. If you do not wish for any images to be used in this way, please notify the Jenna in writing prior to the event.

shows@southwiltsridingclub.org.uk
 

General Rules and Conditions

The competitions will be run under British Riding Club rules for 2025

https://issuu.com/fellowsmediaadvertising/docs/3605_brchandbook_2025_digital?fr=sMmFjODYzNDc3OTY

Everyone mounted, whether competitor or not, shall wear a hard hat to at least the minimum standard, with a harness properly adjusted and fastened. Failure to do so will incur elimination.

Protective Headwear

Cross Country Protective Headwear is a ‘Jockey Skull’ of an elliptical or an even round shape with a slightly abrasive or smooth surface, which must not have a peak or peak type extensions. Cross Country Protective Headwear must be worn when mounted, this includes exercising, warming up or competing. Riding hats must meet one of the following safety standards:

• PAS015 (2011) plus BSI Kitemark or Inspec IC Mark
• VG01.040 2014-12 plus BSI Kitemark or Inspec IC Mark
• BS EN1384:2023 (*with BSI Kitemark or Inspec IC Mark)

Long hair should be secured in such a way as not to hang lower than the shoulder line.

A body protector is recommended for show jumping.

Body Protectors and Air Jackets

A Body Protector is a mandatory requirement for Cross Country and must comply with the following requirements:

A British Equestrian Trade Association (BETA) approved and appropriate labelled ‘Level 3 Body Protector’, manufactured in the year 2018 or after, or, 
 

An Exo Body Cage which, if worn, must be declared at the Event Secretary prior to the Cross Country phase if worn.
 

Competitors are recommended to check their body protectors on a regular basis and if damaged they should be replaced.

Inflatable/air jackets must have a body protector underneath if worn on the cross country.

The organisers reserve the right to cancel the event, alter classes, times or any other

published information. In the event of cancellation all fees will be refunded less 15%

Unless explicitly stated to the contrary, medical facilities on the showground will be limited to standard NHS accident and emergency callout

Legal Liability

Except for death or personal injury caused by the organisers' negligence, the South Wilts Riding Club the organisers, their agents, employees, the landowner, and tenants NO LIABILITY for accident, loss, damage, injury, or illness to to horses, riders, spectators, vehicles, property, or persons. Entries are accepted only on this basis.

Health and Safety Policy.

The organisers have taken reasonable precautions to ensure the health and safety of everyone attending. All attendees must take reasonable steps to prevent accidents and follow instructions given by organisers, officials, and stewards.

Rules

Entry Agreement - By entering, you agree to abide by all terms and conditions. Failure to comply will result in elimination.

Withdrawals - Withdrawals are non-refundable.

Vaccinations - All horses/ponies must have a valid and up-to-date flu vaccination, with a booster within 12 months. Passports must accompany the horse/pony. Spot checks may be conducted.You must not attend if your horse has or may have been in touch with any horse or from a yard where they may have been in contact EHV, Equine Influenza, Strangles or Equine Viral Arteritis.

Judging - The judge’s decision is final. No objections will be entertained.

Stable Area/Parking - All droppings and hay must be cleared from around your box and taken home.

Dogs - No dogs are allowed on the premises.

Conduct - The organisers reserve the right to disqualify any competitor for cruelty or discourteous behaviour.

Eligibility - No horse or pony under 4 years of age, and no stallions, may compete.

Course Timing & Conduct - Each rider has a maximum of 15 minutes on the course. Riders taking excessive time at any fence will be asked to move on. Three refusals result in elimination.

Please note: this is not a schooling session. Our facilities are open for schooling throughout the season.

Privacy Policy

South Wilts Riding Club (SWRC) treats the personal data of its members, customers and website users seriously. We take appropriate security measures to safeguard your data. This privacy policy explains how we collect, process and manage the personal data that you may share with us. When we process your personal data, SWRC is a Data Controller. You will also learn how you can verify this information and how to request deletion of these data from SWRC.

Personal data means any information that may be used to identify an individual including but not limited to a first and last name, a physical address and an email address or other contact information.

In the context of the General Data Protection Regulation we use “contract” as the lawful bases for the processing of your personal data, depending on the circumstances of the processing we may also use "legitimate interests", "legal obligation" and "consent".

We collect, use and retain personal information only in the interests of providing our services to members, for procuring goods and services from our suppliers, and to fulfil our duties and obligations as a riding club. We do not process any special categories of personal data as defined by the General Data Protection Regulation.

This information on data protection does not apply to third party websites which can be reached via links on the SWRC website.

How and why we process your personal data

Our processing of personal data is proportionate and necessary for the provision of our services to members, to the procurement of goods and services from our suppliers, to the storage of business correspondence and technical information in relation to enquiries, and to the administration of membership accounts. We process only the minimum amount of personal data necessary in each case. We process no essentially sensitive private information.

We process personal data under three lawful bases:

1. Contract

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 you information about events, courses, our services and other items of interest, as part of your membership. You can opt out or unsubscribe from receiving this information if you wish. Our legal basis for using your personal information in this way is for the performance of a contract.

SWRC has certain obligations relating to the membership of the club, which requires us to process membership-related personal data and to transfer that data to British Riding Clubs (BRC) to enable the BRC Insurance to be in place for members. Our legal basis for sharing your personal information in this way is for the performance of a contract.

Events – Competitions and Clinics

If you register for one of our competitions or clinics, we will use your information provided to us to process your registration and enable you to attend the competition or clinic. This will include sharing some of your information with our volunteers that run the event or camps. It may also include collecting and sharing medical information with them if you choose to provide that to us. Our legal basis for using your personal information in this way is for the performance of a contract.

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.

Our legal basis for using your personal information in this way is for the performance of a contract.

1. Legitimate Interests

We process your personal data under the lawful basis of our legitimate business interests in ways that would be reasonably expected by individuals who contact us in the interests of joining our riding club, entering our riding club events, or who are interested in offering their own goods and/or services to us.

Specifically, we hold a record of your name, address, telephone number and email as a minimum, and a note of your general area or areas of interest. These records are held in our databases (My Show Secretary, Membership Database).

1. Consent

For individuals who choose to sign up to receive our email newsletter, we process your personal data under the lawful basis of consent.

The minimum information collected for the newsletter is your name and email (provided by you). Your consent for us to send you our newsletter can be withdrawn by you at any time by unsubscribing.

If you provide personal data to us on your own initiative, we will not use, process or forward these data beyond the extent that is admissible by law or to which you have given your consent. Beyond this, we shall pass on your data only if we are obligated to do so by official directives or court orders.

Any modification of our privacy policy shall be published on this website, you can at any time obtain information on what data we store and how we collect and use them.

How we obtain your personal data

Information provided by you

You provide us with personal data directly through contact with us by joining as a member or by booking into one of our events. This information includes name, address, email address, telephone number and emergency contacts, but the set of information collected varies with the circumstances.

We may also keep information contained in any correspondence you may have with us via email (including attached documents) or received from you by fax, post or other delivery mechanisms. We do not record telephone conversations, but may make a written note of the substantive points.

Sensitive Personal Information

We do not seek to collect sensitive personal information (i.e. information relating to race or ethnic origin, political opinions, religious or other beliefs, trade union membership, physical or mental health, sexual orientation or criminal records). We ask that you do not provide such information to us. We ask that you make the event organiser or trainer aware of any medical conditions you may have prior to taking part and ensure your emergency contact details are carried on your person.

How We Use Your Personal Data

We use your data to allow us to conduct a membership relationship with you. We protect your personal data according to BRC policies in a manner that is consistent with the requirements of the General Data Protection Regulation concerning data protection. The emphasis of these policies is to ensure that your data remains secure against loss or unauthorised access to the fullest reasonable extent possible within our organisation. Our use of your personal data is proportionate and has a minimal impact on your privacy.

Sharing Information

We do not sell or buy mailing lists. We keep information about you confidential and will disclose your information to third parties only:

• for delivery of goods and services (for example, providing your name and address to a courier company);
• where we are required by legal or crime prevention agencies, regulatory authorities or fraud prevention agencies for the purposes of fraud prevention and to comply with legal and regulatory issues and disclosures.
• Medical emergencies

How long do we keep information about you?

We keep information until you request its removal or we have had no contact with you for a period that we redefine from time to time but which may be up to 3 years. This takes into account our need to meet any legal, statutory and regulatory obligations. These reasons can vary depending on the type of information. Information which is no longer required will be disposed of.

Data Subject rights

Subject access requests

The General Data Protection Regulation grants you the right to access particular personal data that we hold about you via a subject access request. We shall respond within one month of receiving the request and will provide you with details of the personal data we hold about you, including the following:

• the source of the information;
• the purposes for processing the information;
• third parties with whom we are sharing the information.

Right to rectification

You have the right to obtain from us, without undue delay, the rectification of inaccurate personal data we hold concerning you. Taking into account the purposes of the processing, you have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

Right to erasure

You have the right to obtain from us the erasure of personal data concerning you without undue delay, except where your data has been processed under the lawful basis of "legal obligation" (this basis applies to employees only).

Right to restriction of processing

Subject to exemptions, you have the right to obtain from us restriction of processing where one of the following applies:

• the accuracy of the personal data is contested by you and is restricted until the accuracy of the data has been verified;
• the processing is unlawful and you oppose the erasure of the personal data and instead request the restriction in its use;
• we no longer need the personal data for the purposes of processing, but it is required by you for the establishment, exercise or defence of legal claims;
• you have objected to processing of your personal data pending the verification of whether there are legitimate grounds for us to override these objections.

Notification obligation regarding rectification or erasure of personal data or restriction of processing

We shall communicate any rectification or erasure of personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort. We shall provide you with information about those recipients it you request it.

Right to object

Except where data is processed under the lawful basis of "legal obligation" or "consent", you have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you unless this relates to processing that is necessary for the performance of a task carried out in the public interest or an exercise of official authority vested in us. We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims. If you object on the grounds of direct marketing, this overrides our legitimate interests and we shall stop processing as soon as your objection on these grounds is received.

Invoking your rights

If you would like to invoke any of the above data subject rights or have a complaint regarding the way in which SWRC is processing your date, please contact SWRC Chairman by email. If any complaint is not resolved to your satisfaction you are able to make a formal complaint to the Information Commissioner's Office (ICO), you can make contact using the details at ico.org.uk