Privacy Policy

The Hanoverian Horse Society of Australia (“we”, “our”, “us”, “HHSA”) is committed to protecting the privacy of personal information we hold about members, donors, volunteers, event participants, website visitors and other individuals. This Privacy Policy explains how we collect, hold, use, disclose and secure personal information and how you can access or correct it.

1. Scope and legal framework

HHSA is bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) when handling personal information. This policy applies to personal information collected by HHSA in Australia and in the course of our activities.

2. What personal information we collect

We collect only the personal information reasonably necessary to carry out our purposes as a not-for-profit equine society. Typical categories of information we collect include:

• Identity & contact details: name, postal address, email address and telephone numbers.
• Membership & equine records: membership history, horse registration data, pedigrees, breeding and performance records.
• Transactional & financial information: records necessary to process membership fees, event entries and donations (note: payment card details are processed by our payment provider).
• Volunteer & staff information: emergency contact, qualifications and referee details where applicable.
• Communications & preferences: marketing consent and contact preferences.
• Website & technical information: IP address, cookies, analytics and other technical information collected when you visit our site.
• Sensitive information: only collected where you provide consent or where permitted by law (for example limited health information required to manage events or activities).

3. How we collect personal information

We collect information:

• Directly from you when you join, donate, register for events, contact us, subscribe to communications or otherwise interact with us.
• From third parties where you have authorised disclosure (e.g. agents, veterinarians or event organisers).
• Automatically from your device when you visit our website (cookies and analytics).

4. Why we collect and how we use your information

We collect and use personal information to:

• Administer membership and horse registration services.
• Process payments, donations and refunds.
• Operate events, inspections, clinics and educational activities.
• Communicate membership news, newsletters and event information where you have consented or where permitted by law.
• Comply with legal, regulatory and governance obligations.
• Respond to enquiries, complaints and requests for access or correction.

5. Disclosure to third parties & cross-border transfers

We may disclose personal information to third-party service providers who help us operate (for example IT and cloud hosting providers, payment processors, email/newsletter platforms, event management providers, printers and professional advisors). Some service providers may be located overseas. When information is disclosed overseas we will take reasonable steps to ensure those recipients protect personal information consistently with the APPs (for example by contractual protections).

6. Payments and financial information

We do not retain payment card numbers on our systems. Payment processing is performed by authorised third-party payment gateways. We receive only the information necessary to reconcile and evidence transactions (for example a transaction identifier, payer name and amount).

7. Cookies, analytics and website technologies

Our website uses cookies and analytics tools to improve performance and understand site usage. You can manage cookie preferences using your browser settings; however disabling some cookies may affect website functionality. We provide a cookie or privacy preference control on our site where technically possible.

8. Data quality, security and storage

We take reasonable steps to ensure personal information is accurate, complete and up to date, and protect it from unauthorised access, misuse, interference and loss. Security measures include access controls, encryption where appropriate, secure hosting, staff training and contractual safeguards with service providers. While we use best-practice controls, no system can be guaranteed 100% secure.

9. Retention

We retain personal information only for as long as necessary to fulfil the purpose for which it was collected, to meet legal obligations and to resolve disputes. Retention periods depend on the type of information; please contact us if you require details about retention for a specific category of records.

10. Access and correction

You can request access to personal information HHSA holds about you and ask us to correct it if you believe it is inaccurate, incomplete or out of date. We will respond to requests in accordance with the Privacy Act and will provide reasons if access or correction is refused (and review options).

11. Making a complaint

If you have concerns about how we handle your personal information, please contact our Privacy Officer (details below). We will investigate and respond to your complaint promptly. If you remain dissatisfied, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

12. Changes to this policy

We may update this policy from time to time to reflect changes in law, our operations or services. The effective date listed at the top of this page indicates the current version. Where a change is significant we will take reasonable steps to notify members and website users.

13. Contact

Privacy Officer
Hanoverian Horse Society of Australia
PO Box 42, Archerfield QLD 4108
Email: office@hanoverian.org.au