General Data Protection Regulation (GDPR) & Privacy Policy

The Canine School of Trailing (TCSOT)

The Canine School of Trailing (TCSOT) is committed to protecting and respecting your privacy.

This policy explains how we collect, use, store and protect personal information that you provide when using our website, services, instructor courses, affiliated instructor network, trainer map, events or any other related services.

We are committed to ensuring that your personal information is handled responsibly and in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

TCSOT may update this policy from time to time. Any updates will be published on our website.

This policy is effective from May 2026.

Data Controller

The Canine School of Trailing (TCSOT) is the data controller responsible for your personal information.

TCSOT operates as a partnership between Rachel Rodgers and Marilyn Gilchrist. Together, they are responsible for deciding how and why personal information is collected and processed in order to provide TCSOT services.

For the purposes of UK data protection legislation, the Data Controller can be contacted at:

The Canine School of Trailing
Email: admin@thecanineschooloftrailing.co.uk

Information We May Collect

We may collect the following information:

Name
Business name
Contact information including email address, phone number and postal address
Information relating to instructor applications, course participation, assessments, mentoring or affiliated instructor status
Information submitted through enquiry forms, bookings, memberships or mailing lists
Website usage information collected through cookies or analytics tools
Feedback, reviews or information provided during participation in TCSOT activities

How We Use This Information

We collect and process this information to understand your needs, provide our services effectively, maintain professional records and support the delivery and development of TCSOT.

Information may be used for:

Internal record keeping
Delivering instructor courses, mentoring, workshops and related services
Managing affiliated instructor membership and trainer listings
Maintaining professional standards and certification records
Responding to enquiries and providing customer support
Improving our services, training materials and website experience
Sending relevant updates regarding courses, events, workshops or affiliated instructor matters
Conducting feedback collection, service evaluation or internal reviews
Complying with legal, insurance or regulatory obligations

Where consent has been provided, we may contact you by email, phone or post regarding services, updates or opportunities relevant to TCSOT.

You may unsubscribe from marketing communications at any time. This option is clearly stated at the bottom of emails, or you can request removal by contacting:

admin@thecanineschooloftrailing.co.uk

Lawful Basis for Processing Information

Under UK GDPR, we process personal information using the following lawful bases:

Contract
Where processing is necessary to provide services that you have requested, including instructor courses, assessments, mentoring, events and affiliated instructor services.

Legitimate Interests
Where processing is necessary for the effective operation and administration of TCSOT, maintaining professional standards, improving our services and keeping appropriate business records.

Consent
Where you have actively agreed for us to use your information for a specific purpose, such as receiving marketing communications or choosing to be included on the public Trainer Map.

Legal Obligation
Where we are required to retain, use or disclose information to comply with legal, insurance or regulatory requirements.

Trainer Map & Public Information

Affiliated instructors who choose to be included on the TCSOT Trainer Map provide consent for selected professional information to be displayed publicly.

This may include:

Name
Business name
Training location or region
Website and social media links
Professional contact details
Areas covered or services offered

Only information relevant to the public trainer listing will be displayed.

Choosing not to appear on the Trainer Map does not affect access to TCSOT courses or affiliated instructor services.

Instructors may request amendments or removal from the Trainer Map at any time by contacting the TCSOT office.

Security

We are committed to ensuring that your information is secure.

To prevent unauthorised access, disclosure, alteration or loss of information, we have implemented appropriate physical, electronic and managerial procedures to safeguard the personal data we collect.

Sharing Information

We will never sell your personal information.

We may share personal information with trusted third parties only where necessary, including:

Where we have your permission
Where it is necessary for the delivery of agreed services
Where required by law
Where necessary to protect the welfare or safety of people or animals
Where required for insurance, legal or regulatory purposes

We may use trusted service providers to support the delivery of TCSOT services, such as website hosting, payment processing, email communication platforms, booking systems and online learning platforms.

These providers process personal information only as necessary to provide their services and are required to maintain appropriate security and confidentiality measures.

We will never use your personal information to send promotional material relating to unrelated third parties.

Your Rights Under GDPR

Under the UK GDPR, you have the right to:

Request access to the personal information we hold about you
Request correction of inaccurate or incomplete information
Request deletion of your personal information where appropriate
Restrict or object to certain processing activities
Withdraw consent where processing is based on consent
Request transfer of your data where applicable

If you would like a copy of the information we hold about you, or wish to exercise any of your data protection rights, please contact us using the details provided above.

If you believe any information we hold is incorrect or incomplete, please contact us and we will promptly review and correct any inaccuracies.

Data Retention

We only retain personal information for as long as necessary to fulfil the purposes outlined in this policy, including legal, professional, insurance and operational requirements.

When information is no longer required, it will be securely deleted or anonymised where appropriate.

Data Breaches

We take appropriate steps to protect your personal information.

In the unlikely event of a personal data breach, we will assess the nature and severity of the breach and take appropriate action. Where legally required, we will notify affected individuals and report the breach to the Information Commissioner’s Office (ICO).

Cookies & Website Analytics

Our website may use essential cookies required for website functionality, as well as optional cookies such as analytics cookies to help us understand website usage and improve user experience.

Where required by law, we will request your consent before placing non-essential cookies on your device.

You can manage your cookie preferences through our cookie settings or through your browser settings.

Complaints

If you have concerns about how we process your personal information, please contact us in the first instance using the details provided above.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection.

Further information about making a complaint can be found on the ICO website:

https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/

Contact Information

If you have any questions regarding this policy or how your information is handled, please contact: