Jacob Sheep Society UK Ltd – Privacy Policy
Effective Date: 1st December 2017 (with updates when required)
Last updated : 6th September 2025
1. Introduction
This Privacy Policy explains how Jacob Sheep Society UK Ltd (“we”, “us”, or “our”) collects, uses, and protects your personal data. We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By becoming a member or interacting with our services, you consent to the collection and use of your information in accordance with this policy.
2. Who We Are
Jacob Sheep Society UK Ltd is the data controller responsible for the personal data we collect.
Registered Office (Companies House): 8 Auxerre Avenue (Corner House), Greenlands, Redditch, B98 7QJ
Correspondence Address: Jacob Sheep Society, Grassroots Systems Ltd, PO Box 251, Exeter, Devon, EX2 8WX
Telephone: 0300 111 0003
Email for Data Protection Queries:
3. The Data We Collect
We collect and process the following personal data:
Identity Data: Name; date of birth (junior members only).
Contact Data: Postal address, email address, and telephone numbers.
Membership Data: Membership number, type, and dates.
Financial Data: Payment method and transaction details (we do not store full card details).
Communication Data: Records of your correspondence with us.
Breed Data: Flock prefix, flock name, country, and sheep registration details.
Photographic Data: Images submitted by members or taken at events (with consent).
4. How We Collect Your Data
We collect personal data when you:
Apply for or renew membership.
Register a flock or individual sheep.
Contact us by post, email, or phone.
Participate in events, submit photos, or contribute to publications.
Use our website forms or shop.
5. Lawful Basis for Processing
We process your data under the following legal bases:
Performance of a Contract: Managing membership, administering registrations, and providing Society services.
Legitimate Interest: Communicating with members about journals, events, and Society matters, provided this does not override your rights.
Consent:
Receiving promotional or marketing communications.
Inclusion in the members’ directory booklet.
Use of photographs in publications or online.
Legal Obligation: Meeting requirements for accounting, taxation, and Gift Aid.
6. How We Use Your Data
We use your personal data to:
Administer memberships and registrations.
Maintain the flock book and pedigree records.
Send journals, newsletters, and event updates.
Produce the members’ directory booklet (with consent).
Process payments and maintain financial records.
Improve our website, services, and member engagement.
7. Data Sharing
We may share your data with:
Grassroots Systems Ltd – who provide membership and flock book management services.
External printers – for producing the journal and members’ directory.
PayPal – for secure payment processing.
Regulatory bodies – such as HMRC for Gift Aid claims.
We do not sell or share your data for commercial purposes.
8. Members’ Directory Booklet
The Society publishes a members-only directory. Inclusion is entirely voluntary and requires your explicit consent.
Information included: Name, flock name, flock prefix, address, phone number, email, and country.
Consent: You will be asked to opt in, and may withdraw consent at any time.
9. Junior Members
For members under the age of 18:
We collect limited data (name, date of birth, and parent/guardian contact details).
Parental or guardian consent is required for membership and for any publication of junior members’ information.
Junior members’ details will not be published in the directory or online without consent.
10. Data Retention
We retain data for the following periods:
Membership records: Duration of membership plus 6 months.
Gift Aid declarations: 6 years (legal requirement).
Financial transactions: 6 years (HMRC requirement).
Sheep registrations and flock book data: Kept indefinitely as a permanent record.
11. Your Data Protection Rights
Under UK GDPR, you have the right to:
Be informed about how your data is used.
Request access to your personal data.
Request correction of inaccurate or incomplete data.
Request deletion of your data where applicable.
Restrict processing in certain circumstances.
Request data portability (structured digital format).
Object to processing based on legitimate interests.
To exercise your rights, contact us at
.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
www.ico.org.uk
| Tel: 0303 123 1113
12. Data Security
We implement appropriate measures to protect personal data from loss, misuse, or unauthorised access. Access is limited to those who need it for Society business.
13. Cookies
Jacob Sheep Society UK Ltd – Cookie Policy
1. What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help the site function properly, remember your preferences, and provide information to improve our services.
2. Types of Cookies We Use
Essential Cookies
These are required for the website to work, such as remembering items in your shopping basket, enabling secure login for members, and processing forms. Without them, some parts of the website won’t function.
Analytics Cookies
We use tools such as Google Analytics to understand how visitors use our site. This helps us improve content and usability. These cookies collect anonymous information such as the number of visitors and pages viewed.
Performance & Functionality Cookies
These remember your preferences (for example, keeping you logged in during your visit).
Third-Party Cookies
Some pages contain embedded features from other websites such as Facebook, YouTube, or PayPal. These third parties may set their own cookies to track how you interact with their content. We do not control these cookies.
3. Managing Cookies
When you first visit our site, you will see a cookie notice allowing you to manage your preferences. You can:
Accept all cookies,
Reject non-essential cookies, or
Adjust your settings at any time.
You can also control or delete cookies through your browser settings. For more details, visit:
About Cookies – how to control and delete cookies
4. Cookies We May Set
Here are examples of cookies you may encounter on our site:
Session cookies – temporary cookies that allow you to move around the site and use features (e.g. shopping cart).
Preference cookies – remember your choices (e.g. login details, cookie consent).
Analytics cookies – track anonymous site usage (Google Analytics).
Third-party cookies – set by PayPal (for payments) and embedded social media tools.
5. Changes to This Policy
We may update this Cookie Policy to reflect changes in how we use cookies. Any updates will be published on this page.
6. Contact
If you have any questions about our use of cookies, please contact us:
Email:
Post: Jacob Sheep Society, Grassroots Systems Ltd, PO Box 251, Exeter, Devon, EX2 8WX
Telephone: 0300 111 0003
14. Changes to This Policy
We may update this Privacy Policy periodically. Significant changes will be notified to members by email, post, or via our website.
Social Media Policy – This is periodically updated and can be opened by clicking here