Privacy Policy
Last updated: 21 September 2026
1. Who we are
This website is operated by Hoopers at Hart ("we", "us", "our"), a canine hoopers club based in the United Kingdom. We are the data controller for personal information collected through this website (hoopersringside.co.uk).
You can contact us about data protection matters by emailing: support@hoopersringside.co.uk
2. What data we collect and why
We collect and use personal data only for the purposes of running canine hoopers shows and administering club membership and entries.
| Data | Purpose | Legal basis |
|---|---|---|
| Name, email address, phone number | Account registration, show entry confirmation, results communication | Performance of a contract (UK GDPR Art. 6(1)(b)) |
| Emergency contact name and phone number (optional) | Contacting someone on your behalf in the event of an accident or medical emergency at a show | Legitimate interests (UK GDPR Art. 6(1)(f)) — event safety. Only visible to the organiser of a show you enter, not to ring staff, judges, or the public. |
| Dog name, breed, date of birth, height class | Eligibility checking, class placement, results recording | Performance of a contract (UK GDPR Art. 6(1)(b)) |
| Show entries and run positions | Managing show schedules and run orders | Performance of a contract (UK GDPR Art. 6(1)(b)) |
| Competition results (times, scores, placings) | Publishing results, league tables, level progression tracking | Legitimate interests (UK GDPR Art. 6(1)(f)) — competitors enter shows with the expectation that results are published |
| Membership records — start and expiry dates, how the membership was obtained (wallet payment, voucher or granted by an administrator), the amount paid, and any voucher used | Administering annual club membership and checking your membership status | Performance of a contract (UK GDPR Art. 6(1)(b)); legal obligation for payment records (Art. 6(1)(c)) |
| Show licence records (which show and licence type, who requested it, the licence number, the fee received, and the decision and reason) | Licensing shows run by organisers, issuing licence numbers, and keeping a record of fees | Performance of a contract (UK GDPR Art. 6(1)(b)); legal obligation for payment records (Art. 6(1)(c)) |
| Register of qualified judges — judge's name, which licence types they are qualified for, and an optional qualification reference held by administrators | Checking that shows are judged by qualified judges before a licence is approved | Legitimate interests (UK GDPR Art. 6(1)(f)) — maintaining show standards. Judges' names are already shown publicly on the shows they judge; the reference is visible only to administrators. |
| Session cookie | Keeping you logged in during a visit | Legitimate interests — strictly necessary for the service to function |
3. Cookies
We use a single, strictly necessary session cookie to keep you logged in. This cookie does not track you across other websites and is deleted when your session expires or you sign out. We do not use advertising, analytics, or third-party tracking cookies.
4. Who we share your data with
We do not sell or share your personal data with third parties for marketing purposes. Data may be shared with:
- Cloudflare, Inc. — our infrastructure and database provider. Data is stored in the EU/UK region. Cloudflare is subject to the UK–US Data Bridge.
- Show officials and ring staff — handlers' names and dogs' names are visible to ringside staff and judges in order to run the show. Emergency contact details are visible only to the organiser of a show you enter, not to ring staff or judges.
- Club administrators — a small number of administrators can see the name, email address, member number and membership status of registered users in order to manage memberships and vouchers. Licence administrators can see only the name and email address of the organiser on a licence request, in order to issue and manage licences. The administration area is protected by Cloudflare Access as well as by an administrator account.
- The public — competition results (handler name, dog name, score, class, placing) are published publicly on this website. If you enter a show you consent to your results being published.
5. How long we keep your data
- Account data — kept for as long as you hold an account. You may request deletion at any time (see section 7).
- Competition results — kept indefinitely as part of the historical record of the sport. Results may be anonymised on request where this is technically practicable.
- Membership, licence and payment records — payment records (membership and licence fees) are kept for 6 years after the payment to meet our accounting obligations, even if you delete your account. Other membership records are deleted with your account. Issued licence numbers are kept so that a number is never reused.
- Session cookies — expire after 30 days or when you sign out, whichever is sooner.
6. Where your data is stored
Your data is stored in Cloudflare's D1 database infrastructure, which is hosted in Western Europe. Cloudflare is certified under the UK Extension to the EU–US Data Privacy Framework, providing adequate safeguards for any transfers of data outside the UK.
7. Your rights under UK GDPR
You have the following rights regarding your personal data:
- Right of access — you can request a copy of the personal data we hold about you.
- Right to rectification — you can ask us to correct inaccurate data.
- Right to erasure — you can ask us to delete your account and associated data, subject to our legitimate interest in retaining historical competition results.
- Right to restrict processing — you can ask us to limit how we use your data in certain circumstances.
- Right to data portability — you can ask for your data in a machine-readable format.
- Right to object — you can object to processing based on legitimate interests.
To exercise any of these rights, email us at support@hoopersringside.co.uk. We will respond within one calendar month.
8. Complaints
If you are unhappy with how we handle your personal data you have the right to complain to the UK Information Commissioner's Office (ICO):
ICO · Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113 · www.ico.org.uk
9. Changes to this policy
We may update this policy from time to time. The "last updated" date at the top of this page will reflect any changes. Continued use of the website after changes constitutes acceptance of the updated policy.