PASSPORTS

If you have purchased a fjord horse with or without a passport, we can help. Our passports are issued with watermarked pages and a numbered hologram for added security.

If you have purchased a fjord horse with a passport from another country, we can assist. It needs to be updated and your ownership recorded.

If you have a passport or have applied for a passport from the Scottish based society, it has been invalid since 29th May 08 as that society is no longer an official Government recognised passport issuing organisation & is not on the EU list of Official PIO's. We can help. We will provide passports for all fjords, whatever their status.

We have frequently been asked by owners whether the old type registration certificates will suffice as passports. The answer is NO, they will not. A passport is an entirely different type of document which contains certain pages required by the Government for every equine in the UK. If you have an old style registration document, please contact us and we will guide you through the procedure for obtaining an Official DEFRA Approved Passport. We have also been asked if passports from overseas are valid. In most cases, yes they are, but in other cases they may require checking as there are a number of forgeries circulating.

Your name and address will need to be entered on to the passport and officially stamped. Fjord Passports must contain the current owner's name and address and should be sent to us for updating. We have a legal requirement to enter certain information on databases and that includes owner's details.

 

If you own an unregistered Fjord Horse, with or without breeding papers, we can prepare and obtain/issue a passport for him/her. Please contact us at info@fjord-horse.co.uk and we will email the forms to you. If you would rather we sent it to you in the post or by e-mail, contact us and we will send out the following day.

We will also issue passports to part bred Fjords. We also arrange for passports to be issued to horses and ponies of no specific breed. Discounts are available for certain categories.

Why not contact us by email info@ fjord-horse.co.uk or telephone us on 01570 480090 and we can discuss your requirements with you.

 

FHNSA logo 3 bitmap

FJORD HORSE NATIONAL STUD BOOK ASSOCIATION OF GREAT BRITAIN

Cilyblaidd Manor, Pencarreg, Nr Lampeter, Carmarthenshire, SA40 9QL

Tel: 01570 480090 e-mail: info@fjord-horse.co.uk

General Data Protection

Regulation (GDPR) – Privacy Policy 2018 

 

INTRODUCTION

This Privacy Notice is effective from 25 May 2018 and explains the personal data that we collect from you and how we use your information.

The FHNSA of GB is the data controller (referred to as “we”, “us” or “our” in this privacy notice) and we are responsible for your personal data. Everything that we do with your data – for example storing it, working with it or deleting it – is referred to as processing.

The General Data Protection Act controls how your personal information is used by organisations, businesses and the Government. Everyone responsible for using data must make sure the information is

•  used fairly and lawfully

•  used for limited, specifically stated purposes

•  used in a way that is adequate, relevant and not excessive

•  accurate

•  kept for no longer than is absolutely necessary

•  handled according to people's data protection rights

•  kept safe and secure

•  not transferred outside the European Economic Area without adequate protection

The FHNSA of GB is committed to protecting and respecting your privacy. This document explains when and why we collect personal information, how we process it, the conditions under which we may disclose it to others and how we keep it secure.

HOW DO WE COLLECT INFORMATION FROM YOU?

We collect data from you through a variety of different methods including:

• Direct interactions: You may provide data by filling in forms, by communicating with us by post, phone, email, our Facebook pages or otherwise.

• As a Passport Issuing Organisation (PIO), we obtain information about you when you apply for a horse passport or when you lodge an existing horse passport with us.

WHAT TYPE OF INFORMATION IS COLLECTED FROM YOU?

Personal data means any/all information capable of identifying an individual. It does not include anonymised data. We may process certain types of personal data about you as follows:

• Identity and Contact Data .

If you apply for a horse passport or when you lodge an existing horse passport with us as a PIO, we collect your personal data as required by Article 38(1) of EU Regulation 2015/262. Other, non-personal, data will also be collected as part of the equine passport application process, as required

by Article 38(1) of EU Regulation 2015/262.

SENSITIVE DATA

We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.

HOW IS YOUR INFORMATION USED?

We will only use your personal data when legally permitted, where it is necessary for our legitimate interests (or those of an official third party) and where we need to comply with a legal or regulatory obligation. This may include but is not exhaustive:

•  carrying out our obligations arising from any contracts entered into by you and us.

•  business as a Passport Issuing Organisation (PIO);

•  business as a breed organisation

•  dealing with entries into a competition

•  seeking your views or comments

•  notifying you of changes to our services

•  sending you communications as part of your ownership benefits.

•  In some cases, we process your personal data because you have given your consent. For example, when you contact us and ask for help or information.

•  where the processing is necessary for legal reasons

DISCLOSURES OF YOUR PERSONAL DATA

Who has access to your information?

We do not sell or rent your information to third parties but we must by law share your personal data as follows:

Basic information supplied in connection with your application will be passed by this organisation to Government Department DEFRA and/or their appointed agents. Passport Issuing Organisations are required by law to supply this information to Defra and/or agents appointed by Defra.

The minimum information required is: - Passport Identification Number, name of horse, date of registration, microchip number, date or year of birth, date or year of death, breed, sex, colour, owner details (title; first Name; last Name; address; postcode), country of birth, date of first ownership, date of passport issue. Other information such as internal organisation reference number, ancestry & keeper details may also be passed to Defra. The information will enable Defra to carry out its responsibilities regarding the implementation of horse passport requirements. Defra or it's appointed agents will be the data controller for the mandatory information which will be processed for Defra as required. The data collected for this purpose will be relevant and not excessive.

DATA SECURITY

All personal data you provide to us will be stored securely, both physically and electronically, in accordance with our policies. We have an information security process in place to oversee the effective and secure processing of your personal data and to prevent your personal data from being accidentally lost, used ,altered, disclosed or accessed in an unauthorised way,

DATA RETENTION

We review our retention periods for personal information on a regular basis. We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for. We have a legal obligation to hold/process your personal data to comply with the law. Under Defra's Minimum Operating Standards for Passport Issuing Organisations- PIO's (November 2015) the current regulations require that PIO records must be kept for a minimum of 35 years or a minimum of two years from the death of the recorded animal.

STOLEN OR STRAYING EQUINES

We might need to contact you if we are informed an equine registered in your name has been stolen or strayed. This process is necessary for ours and/or the legitimate interests of a third party and or for us to perform a task in the public interest.

YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

• Request access to your personal data

• Request correction of your personal data.

• Request erasure of your personal data subject to our legal obligations.

• Request restriction of processing your personal data.

• Right to withdraw consent.

• Right to be forgotten

You can see more about these rights at: www.ico.org.uk

We will respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. To ensure that such information is provided to the correct person, we will require proof of identity such as a copy of a recent utility bill or bank statement, copy of passport or driving licence.

WEBSITE & SOCIAL MEDIA

We do not collect or store information about you and your browsing habits through our website or social media. The internet is not a 100% secure medium for communication and accordingly, we cannot guarantee the security of information you send to us via the internet. We are not responsible for any damages you, or others may suffer as a result of the loss of confidentiality of such information.

THIRD-PARTY LINKS

Our website may include links to third-party websites. Clicking on those links/enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements and subsequent use of your data even if you access them using links from our website. This privacy policy does not cover links to external sites.

MINORS

We are committed to protect the privacy of children under the age 16. For those aged under 16‚ parent/guardian's permission beforehand is required before we accept information from a minor.

RIGHT TO COMPLAIN

If you are not satisfied with the processing of your personal data you should contact us via email or post in the first instance. If we do not resolve your complaint you also have the right to complain to the supervisory authority if you consider that the we are in breach of your data protection rights. The supervisory authority is the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. https://ico.org.uk/

OVERVIEW

The Fjord Horse National Studbook Association of Great Britain will not disclose information regarding it's owners/keepers to any third party in the day to day running of it's business unless requested to do so by Defra or a third party acting on behalf of Defra, local authorities, police and other enforcement bodies . Any questions regarding Data Protection and the way it is used by FHNSA of GB should be directed to our Registered Office.

If personal information is requested by any party other than official authorities, we will contact the person whose details are being requested, ask permission for that information (usually address and/or telephone number) to be released and act according to the answer given.

Review of this Policy

We keep this Policy under regular review & from time to time we may need to make changes to it, for example, as a result of Government legislation or other changes in data protection laws. For these reasons, you should check our website periodically.

contact us at info@fjord-horse.co.uk or tel: 01570 480090

Incorporated by Companies House as Ltd Company No: 3959566

__________________________________________________________________________________

OWNERS LEGAL RESPONSIBILITIES REGARDING HORSE PASSPORTS.

All horses and ponies (and other forms of equidae) need to have a passport. Owners of foals need to by law obtain a passport for it on or before 31st December of the year of its birth, or by six months after its birth, whichever is later. Owners of older horses who have yet to apply for a horse passport should do so immediately as you are breaking the law and you could be fined up to £5,000.

It is the responsibility of the horse owner to obtain a passport.

Owners who have not applied for a passport for their horse within the timescales outlined above are committing an offence under the Horse Passports Regulations 2009. You should apply for a passport without delay.

Microchipping of foals and adult horses not previously identified is a mandatory requirement before a passport can be issued.

Please note that if you apply for a passport after the timelines outlined above, Part 2 of Section IX will be completed by the issuing body before the passport is issued, irreversibly excluding the equine from the human food chain.

Remember, failure to correctly identify all equines under the new rules could lead to a fine of up to £5000. This applies to equines whatever their status. Even if they are aged and will never leave their field, they still need a passport.

A PASSPORT SHOULD BE READILY AVAILABLE & YOU SHOULD ALWAYS HAVE YOUR HORSE'S PASSPORT AVAILABLE - WITH THE FOLLOWING EXCEPTIONS:

•  Stabled or on pasture and the passport can be produced without delay.

•  Moved temporarily on foot in the vicinity of the holding and the passport can be produced within 3 hours. This includes being ridden or driven.

•  Moved on foot between summer and winter grazing.

•  Unweaned and accompanied by their dam or foster mare.

•  Participation in training ora test at an equestrian competition which requires the equine to leave the event for a limited period of time.

•  Moved under emergency conditions. This includes transportation.

Owners or keepers with primary responsibility for care of the horse must ensure any horse they look after is correctly identified

If a passport is not available or the equine's food status is not known to the vet - certain veterinary medicines may not be administered or prescribed.

The ‘keeper' means a person who is not the owner of a horse but is appointed by the owner to have day-to-day charge of that horse. Keepers with primary responsibility for the horse's day-to-day welfare should satisfy themselves that all the horses under their care have been correctly identified before agreeing to keep them. It is an offence to keep a horse without a passport.

 

CHANGE OF OWNERSHIP (TRANSFER)

Changes of ownership or change of permanent address of owner must be notified to the organisation that has issued the passport. The passport-issuing organisation (PIO) may require that the passport be returned for updating. You must inform the PIO of change of ownership/change of address within 30 days. It is a finable offence not to update your equine's details within the required timescale.

LOST PASSPORTS

If you have lost your passport, please inform the office within 30 days and we will send you the necessary paperwork in order to request a duplicate/replacement

DEATH OF AN EQUINE

Upon the death of the animal you must return the passport to the issuing body within 30 days. We are required by law to invalidate the passport (and, if a microchip was implanted, the microchip number). You may however request that we return it once we have finished with it.

  ___________________________________________________________________________________________________________________________________________________

PASSPORT CHANGES - 2014:


1st Feb 2014:

Changes to the storage of data and how passports are issued by PIOs, guidance for horse owners, business continuity and activity requirements - HOW THIS WILL AFFECT YOU - breaches of the Passport Regulations must be reported by PIOs to the Local Authorities. Guidance for applicants have been added to our website. Further details are listed below.

 

Breaches of the Passport regulations
Any offence under or breach of the Regulations must be reported by ourselves to the horse passports enforcement authority. Upon receipt of information the enforcement authority will record it and assess whether enforcement action is appropriate.

The information will, if necessary, be passed to the enforcement authority for the area in which the offence may have taken place. Follow up action by enforcement authorities will be in line with the individual enforcement authority's policy.

By Law we have to report the following:


i) Where a passport is applied for outside of the statutory time limit (6 months of birth or before 31 December in the year of birth, whichever is the later) – Equine details and owner details should be supplied via telephone/email or post.


ii) Where a passport is applied for when one already exists for that animal – A copy/scan of the application form is supplied via email or post.


iii) Failure of a new owner to update owner details within a maximum of 90 days – Equine details and owner details is supplied via telephone/email or post.


iv) Signs of unofficial changes to passport details, tampering or fraud will be discussed with the enforcement authority for that territory.


v) Where a rump sticker is issued and the equine it is applied to is not slaughtered or issued with a passport within 30 days. Note that rump stickers may only be issued to specific animals as outlined in the horse passport regulations.


vi) Where a rump stickered equine has been slaughtered more than 7 days after the date on the rump sticker.

If you have questions about any of the information contained here, please e-mail us at info@fjord-horse.co.uk or telephone 01570 480090