Privacy and social media policy

What information do we collect about you?

We collect information from you when you complete relevant online and paper-based forms including: our Rider Registration Form, our RDA Rider/Driver Forms or our RDA Volunteer Application Forms.

The data we collect includes: your name, date of birth, address, telephone, email, emergency contact details, height, weight, riding ability and experience, disability and relevant medical information. We ask that you accept our terms and conditions. We also ask for your consent to a) process your data and b) contact you in accordance with GDPR.

We collect Tracker information for RDA riders/drivers to monitor progress over time. This is stored on a secure Tracker database. We collect email addresses via our website for those wishing to opt in/subscribe to our newsletter.

Please note: Pony Club Membership forms are sent to Pony Club UK and your details will be stored on their secure Unity database. The Park Lane Stables proprietor has password protected access to our Pony Club Group Members’ data on the Unity database.

How will we use the information about you?

We will use the data you have provided to contact you about your enquiry/booking or with relevant information about the service we offer at Park Lane Stables. We will use the information you provide about your weight, height and riding ability to match you/your child with the right horse/pony and the most appropriate ride/lesson/group. 

Emergency Contact information

We use your emergency contact details to contact your next of kin in case of any accident/injury or illness that may occur on our premises or whilst out riding. We ask for the nature of any disability/medical conditions you may have so that we can offer you the appropriate level of support and assistance.

We will never disclose any information about you to any third party or company*, unless we are required to do so by law.

*If you are an RDA rider/driver we may, on very rare occasions, be asked to pass information about you to the RDA National body e.g. if you are entered for a competition. Limited information may be passed to the RDA for analysis as part of the Tracker system, but this will remain anonymous.

We will never pass on your details to any third party for marketing purposes.

Payment information

Payments made via the website parklanestables.co.uk are handled securely by Stripe, PayPal or CAF Donate.

Marketing

We would like to send you our Pony Express newsletter and other information about how you can support Park Lane Stables and our RDA Group. This is how we let you know about any key upcoming activities and events, special offers and opportunities, fundraising, competitions and important changes, such as price increases or policy updates. We send our newsletter information via email, usually once a month.

We will never send you this information unless you have opted in to receive it – either when you complete the Rider Registration Form or when you subscribe via our website. You have the right to stop receiving information from us at any time by clicking ‘Unsubscribe’ which can be found at the footer of any email.

The responsible person with regard RDA Social Media and other media is the Chief Executive;  those empowered by PLS to post or manage Social Media or Other Media activities on behalf of PLS should ensure that they are fully conversant with the Policy, and have a responsibility to immediately flag to the Chief Executive any activity that breaches this policy (where possible, with a recommendation of any action to remedy).  

Definitions

Young person - anyone under the age of 18

Vulnerable person - any person who is under the age of 18 and any adult who may be considered vulnerable

Communications by PLS - any e-mail or electronic message sent by, or on behalf of, Park Lane Stables RDA. 

Social media - an online platform where participants are able to post contributions (including but not limited to photos, messages and videos), and where members are able to comment on postings or message other members directly through the platform or application. Examples include but are not limited to Facebook, TikTok, Instagram, WhatsApp, Snap/SnapChat, Discord, Reddit or other similar platforms.. 

PLS - Park Lane Stables RDA

Chief Executive – Natalie O’Rourke or as nominated, or successor.

Database Access

Access to the Pony Club membership database, any electronically stored RDA membership or adult information (such as volunteers), including e-mail addresses, will be limited to operational necessity, approved by the Chief Executive.  

Where access is granted, the information may only be used for the purpose for which access has been granted, and in no circumstances can this information be shared with third parties, or be stored outside of the existing membership database.

E-mail Communications by PLS to young people

Any mass communications will be sent to the addresses provided (a) on the Pony Club database (b) on RDA applications (c) as requested by the parent/carer of a young or vulnerable person. In all cases, mass communication will be addressed with the recipients in blind copy (BCC). Mass communications should be firstly sent to the Chief Executive for review and approval prior to sending.

All email communications to young people by PLS must be sent from an email address with a PLS owned and controlled domain (currently @parklanestables.co.uk);  emails may not be sent to young people through any other domain or account not controlled by PLS (e.g. personal Gmail address even if PLS is used in the naming of that address – as these addresses can be created by anybody without verification).

Any communications to young people directly will always be copied to a responsible adult – parent/carer or, as a minimum, to another adult within PLS, and a copy retained and available through the account (e.g. within Sent Items or Archive) for a minimum period of 6 months. 

E-mail communications by PLS to adults

Mass communications which are regular communications may be sent by a member of staff of PLS directly (e.g. weekly updates for volunteers). In all cases, mass communication will be addressed with the recipients in blind copy (BCC).  Mass communications outside of the regular communications detailed above should be firstly sent to the Chief Executive for review and approval prior to sending.

All email communications regarding PLS activities and business must be sent from an email address with a PLS owned and controlled domain (currently @parklanestables.co.uk); emails may not be sent regarding PLS activities through any other domain or account not controlled by PLS (e.g. personal Gmail address even if PLS is used in the naming of that address). 

Unlike the policy regarding PLS communications with minors, it is noted that Staff and Adult Members/Volunteers may have a relationship outside of PLS activities where the use of personal email may be entirely appropriate. It is however important that PLS staff distinguish between official communications (using a PLS owned and controlled domain) and a personal communication outside of the remit of PLS. 

Any mass communications will be sent to the addresses provided (a) on any application form or resulting database - e.g. volunteer application form (b) or as requested to a different or new address. .

Written material supplied to media outlets

No written material is to be provided to media outlets without the approval of the Chief Executive. This is to ensure that publication of material does not compromise the safety of anyone associated with PLS RDA, and is in-line this policy.

The Chief Executive will also ensure that any written material contains any agreed recognition for any grants or funding that we are contractually required to give around certain activities/grants.  

Image  

Prior to posting images of young people or vulnerable participants requiring the support of a carer in their decision making, the responsible carer/parent must have provided written general approval which shall be kept on record by PLS for the duration of that persons participation at PLS. 

Specific verbal approval should ideally also be sought at the time that the image is taken in order to give participants a choice as to whether they are included in that image – however in all cases written general approval must be in place..  

In all cases, the information on the website may only include the person’s first name unless otherwise approved in writing (email will suffice) by either the participant (where they are an adult and have capability) or appropriate parent/guardian/carer.

Adult Social Media – by or for PLS

PLS will operate such media for the benefit of PLS and to raise awareness of conditions which are considered disabilities or related issues. This will include urgent or important communications to its volunteers. Its Image Policy (above) will apply to adult social media, given that it can be easily copied and distributed. 

Any messaging by volunteers, staff and coaches etc on social media must only be used to the benefit of Park Lane Stables RDA and be related to operational matters associated with the charity’s purpose (such as the WhatsApp RDA volunteers chat, WhatsApp coaches chat, where posting content is not controlled), and take into consideration the following: This policy recognises that WhatsApp is a two way messaging tool akin to sending a text message or voice message – and while that is a practical solution, it may also lead to accusation of abuse or bullying.   

It is therefore important that should a member of PLS staff need to message participants using WhatsApp that:

  • Where the intended recipient is a minor or vulnerable person, PLS has written approval from the parent/guardian/carer to permit this activity;

  • Any ‘official’ forum/chat group has a PLS staff member as Administrator of that Group;

  • The Administrator of that Group ensures that the Group adheres to the social media policies, and will revoke membership of said Group if any participant does not adhere to the social media policies;

  • Membership of any Group is subject to messages being retained rather than automatically (or purposefully) deleted. This is to protect members of the PLS Staff from any potential accusations based on messages shared in this Group;

  • Where a PLS Staff member intends to use WhatsApp in this manner, their phone number or email address associated with their WhatsApp account is to be kept on record (along with the Group that the Staff member intends to interact with), and the PLS Staff member agrees that their account (as far as it pertains to posts sent to PLS members or on a PLS forum) may be audited.

  • Any official use of WhatsApp should be limited to urgent communications or timely communication (for example if attending an offsite event) – and should not be used to substitute general communication by PLS domained communication. 

  • Any Group set up and administrated by PLS should be documented and reviewed by the Chief Executive, who retains the right to request the closure/disbanding of any Group 

  • In no event should financial transactions (including the sharing of bank details) be undertaken via WhatsApp.

  • Social media must not be used to engage on controversial topics or used to campaign on unrelated topics or undertake political activity.  Violation of this policy could result in withdrawal of funding/support for PLS, putting activities at risk.

  • Any fundraising messaging shall comply with the Code of Fundraising Practice – however anybody wishing to make a contribution should be pointed towards a secure means of sharing bank/card details (ideally, but not always possible, SSL compliant), unless the Social Media platform has embedded within it functionality to make donations (e.g. Facebook Donate)

Adult social media – contacts with vulnerable persons

PLS staff, coaches, volunteers and others associated with the charity should not seek or accept friendship requests from any young or vulnerable person.

Any occasion where this relationship may exist (potentially through activities outside of PLS) must be registered with the Chief Executive, logged along with the approval of the parent/guardian/carer of the young or vulnerable person.

Adult social media – by others referring to PLS

Anyone using their own images of young people or vulnerable persons taken when engaged on PLS activities shall comply with our image policy, unless they are the parent/carer of a young or vulnerable person and are using ONLY the image of the person for which they are the parent/carer.  

Specifically, if any such image is to be shared in a public forum, and includes other participants, the parent/carer should as a minimum check with PLS that the other participants involved have signed off approval to be included in any such images (per the process earlier).

We accept that it is not possible to prevent persons photographing our horses/riders when in a public place, and cannot accept liability for any third parties photographing in this manner.

Adults associated with PLS (including staff, coaches, parents, carers, volunteers) must not use social media to post inappropriate content or deliberately set out to harm the reputation of PLS. Any complaints or disputes with PLS are to be resolved through our complaints procedure.

Young person social media code of conduct (including any electronic media)

As well as complying with the adult social media policy, young persons shall not engage in any social media activity which is considered to be harassing or degrading to another member. This includes where the "targeted” member is not aware of the social media content. 

Any occurrences will be taken up with the social media provider and PLS will inform the Police, as well as encourage the parents/carer/guardian of the victim of any abuse to report this to the Police.

Examples of criminal offences include communications which constitute hate crime or are malicious, threatening, indecent or grossly offensive.   

As necessary, a code of conduct will be prepared and issued to young persons aged 11 to 18 years old via the Pony Club membership database, and any PLS young volunteers (if they are not already part of Pony Club membership).

It should be noted in the strongest terms that PLS will not hesitate to ban any person from its activities should they be found (with or without prosecution) to have committed offences in contravention of this social media policy. 

Informing people about our social media policy

Once a policy is adopted by the Trustees, existing participants, Pony Club members, volunteers, staff/coaches will be informed that a social media policy has been adopted.

The policy will be published on the PLS RDA website.

New volunteers, staff/coaches will be informed that there is a social media policy in place. Such policies will also become part of the Terms of Employment for any PLS staff with immediate effect.

Non-compliance with social media policy

Where non-compliance, or potential non-compliance, with the social media policy is identified, the following will be informed:

Chief Executive,
Chair of Trustees
Safeguarding officer.

The matter will be investigated and the findings, and any sanctions written down by the Chief Executive. Should any sanctions be implemented, the Trustees will be informed. If appropriate, a person may be temporarily suspended (if PLS Staff this would be on full pay in line with contractual terms and relevant UK employment law) whilst the matter is being investigated.

Should any young person use social media to send threatening, abusive or offensive messages via any media they will no longer be permitted to access our stables or take part in PLS related activities in accordance with a policy of zero tolerance.

Policy Review

Social Media is a continually evolving media – as such it is recommended that the policy should be reviewed on a regular basis as technology and social media apps change. In any event, this policy should be reviewed no less than annually from the point of acceptance.

This policy was approved by the Trustees of Park Lane Stables RDA in its July 2024 meeting, and consequently adopted by Park Lane Stables RDA.

Social media

Access to your information and correction

You have the right to request a copy of the information that we hold about you. We want to make sure that the information we hold is accurate and up-to-date. You may ask us to correct or remove information you think is inaccurate.

Retention of data

Once you are no longer involved with Park Lane Stables RDA, we will securely retain your data for 3 years if you are an adult, or for 3 years after a child reaches the age of 18.

If you have any questions about our privacy and social media policy or information we hold about you, please contact us.