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.

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

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OWNERS LEGAL RESPONSIBILITIES REGARDING HORSE PASSPORTS

Owners of equines have specific legal responsibilities under EU & UK Law. Failure to comply could result in the local authority enforcement officers- Trading Standards taking action to ensure compliance.

It is a legal requirement for all equines to be issued with a valid passport under EU and UK legislation.

Owners of equines who have not applied for a passport within the required timescale are committing an offence under the current Horse Passports Regulations . It is the responsibility of the horse owner to obtain a passport.

Applications for foal passports must be sent to the office within six months of birth or by 30th November of year of birth, whichever is the later. It is advisable to send in applications in good time. If the office cannot produce a passport within the above timescale, the equine will be signed OUT of the human food chain.

I f you apply for a passport after the equine is 6 months old, Section II will be completed by the office, irreversibly excluding the equine from the human food chain.

Microchipping of foals over 6 months and adult horses not previously identified is a mandatory requirement before a passport can be issued. The equine will be irreversibly excluded from the human food chain.

COMPULSORY MICROCHIPPING: It is a legal requirement for ALL equines to have a microchip implanted by a veterinary surgeon by 1st October 2020.

The microchip must be recorded in the passport , databases & other relevant documents by Passport Issuing Organisations (PIO's). Veterinary proof of microchip insertion will be required. The office will supply a form for this purpose upon request.

Remember, failure to correctly identify equines could lead to an unlimited fine. This applies to equines whatever their status. Even if they will never leave their field, they must still have an up to date passport and by October 2020, a microchip for every equine including those born before July 2009.

CHANGE OF OWNERSHIP (TRANSFER)

Change of ownership or change of permanent address of owner must be notified to the PIO by law. It is required that the physical passport be returned (tracked post advised) for updating & checking. You must inform the FHNSA of GB of either of these occurrences within 30 days. It is a finable offence not to update your equine's details within the required timescale. From 1 st  October 2018, this became a legal requirement and is enforceable by Trading Standards.

UPDATING

The seller must give the passport to the purchaser at the point of sale. It is important that seller & purchaser complete the change of ownership form in the back pocket of the passport or request one from the office. The seller should be officially recorded as the owner. Sellers remember that if the new owner does not officially change the passport/ records into their name, the seller is still on the databases as current owner. Please encourage new owners to transfer within one month. It is not acceptable for sellers or new owners to write their details into the passport. The entry must be stamped with the official society stamp which is on record with, in the case of FHNSA of GB, the Welsh Government.

We are required by law to keep the passport up to date and correctly completed at all times. This includes ownership, eligibility for slaughter for human consumption or otherwise, microchip details, status as registered or breeding & production & any other changes deemed necessary. Breeding and production means that the equine is not eligible for inclusion in an approved stud book.

SECTION II Part II or Section IX

If a veterinary surgeon completes and signs Part II of Section II or in older passports, Section IX, a scanned copy of that page must be submitted to the office for updating within 14 days of signature. You can send the passport to the office if you prefer. Phone, email, text or other communication other than the above is not acceptable.

Vets will require sight of the passport when prescribing many medications, including but not limited to, 'bute'. If bute or certain other medicines are prescribed, then the equine will be permanently excluded from the human food chain by the vet signing Section II Part 2 of passports issued after 1st January 2016 or Section IX in pre 2016 passports.

DUPLICATE/REPLACEMENT PASSPORTS

If the passport is lost or damaged, a duplicate or replacement may be requested by the owner. Upon thorough checks which will require a vet to complete an identity form, a duplicate or replacement will be issued. It will be stamped as duplicate or replacement & will be permanently excluded from the human food chain. If the original is subsequently located, it must be returned to the office.

REISSUE

A passport may be re-issued if it is fully bound, clearly legible, showing no signs of fraud but damaged in a way that compromises it's integrity. This includes minor errors made when first issued. The food chain status will remain unchanged from the original issue.

DEATH OF AN EQUINE

Upon the death of the equine, you must return the passport to the FHNSA of GB 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 dealt with it.

ENFORCEMENT

Local authorities, usually Trading Standards are responsible for enforcing compliance. The Meat Hygiene Service (MHS) are responsible for enforcing checks at slaughterhouses. Government Legislation lays down penalties for non compliance.

THE PASSPORT SHOULD BE WITH THE HORSE - WITH THE FOLLOWING EXCEPTIONS :

•  Stabled or at 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/driven.

•  Moved on foot between summer and winter grazing.

•  Unweaned foals accompanied by their dam or foster mare.

•  Moved under emergency conditions. This includes transportation.

If you are unsure of whether the passport should accompany the equine, err on the safe side.

The passport must be made available to your veterinary surgeon in order for the appropriate veterinary medicine to be discussed/prescribed.

KEEPER

The ‘keeper' is 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. A keeper with primary responsibility for the horse's day-to-day welfare should satisfy themselves that the horse has been correctly identified before agreeing to keep it. It is an offence to keep a horse without a passport.

Fjord Horse National Studbook Association of Great Britain 

February 2019

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