TERMS & CONDITIONS

These Terms and Conditions apply to all clients, visitors, competitors and spectators and must be adhered to at all times. Entry into any competition, including the hire of the Centre, shall be deemed an acceptance of these Terms and Conditions.

All persons entering the centre, by virtue of admission, agree to be bound by these Terms and Conditions and the General Rules of the Competition.

YEC reserve the right to refuse entry/hire without stating the reason, and to cancel the competition and all rights of admission.

Any person causing any damage, disruption or unwanted behaviour will be asked to leave the premises and will not be permitted to participate any further in the show.
Any individual seen to be causing distress or suffering to any animal will be asked to leave the property and may be reported to the appropriate authorities

All competitors and attendees must take all reasonable precautions to avoid and prevent accidents occurring and must obey the instructions of the officials and stewards.

Covid - 19 Protocols

At all times when onsite, people must social distance, unless with members of their household or social bubble.

Please ensure you wash and/or sanitise your hands regularly and that you do not touch equipment unless absolutely necessary.

All Yorkshire Equestrian Centre events will be pre-entry only. No one can turn up to make a new entry on the day. If there is space, it may be possible for a competitor already entered to make an additional entry or to change a class.

At all Yorkshire Equestrian Centre events, per horse entered, those in attendance may be restricted to the rider plus one supporter. We understand that in exceptional circumstances including, but not limited to, childcare, safeguarding and disability, it may be necessary for more people to attend, however it must be kept to an absolute minimum.

At all Yorkshire Equestrian Centre events, numbers in the warm up arenas are restricted to a maximum 6 riders. At all Yorkshire Equestrian Centre jumping events, warm up arenas will be manned by a steward who will assist with the warm up jumps. Assistants must seek permission of the Steward if they wish to alter a warm up jump.

Individuals should check the current Government Coronavirus Legislation to check that they are legally able to travel to YEC.

For more information about how Covid-19 may affect protocols in equestrian centres please see: https://www.britishequestrian.org.uk/coronavirus/covid-19-faqs

Entries

These rules apply to any unaffiliated event or hire at Yorkshire Equestrian Centre, with the exception of if the centre is externally hired out.

Entries can be made on our website: www.yorkshireec.co.uk
Entries made manually by a Yorkshire Equestrian Centre staff member will incur an additional admin fee.
Late entries may be accepted after the closing date if space permits, these will be accepted on a first come, first served basis. A late entry fee per class will apply.
Entries to Yorkshire Equestrian Centre events close on the date stated on the schedule for the competition, or earlier if the event is oversubscribed. Please enter as soon as possible to avoid disappointment.
We reserve the right to refuse entry to any person at our discretion without explanation.

Cancellations & Refunds

The organisers reserve the right to cancel, alter, amend, split or amalgamate any class, clinic, hire, event, or substitute any judge at any time.
Jumping withdrawals prior to the entry closing dates: A refund will be given, minus any administration fees. Jumping withdrawals after entry closing dates: the entry may be carried to a future event held within the next 3 months of the same fee. Jumping withdrawals after 5pm the day before an event are not eligible for any refund or credit or to be carried over.
Dressage withdrawals prior to the entry closing date or before the event is full (whichever is the soonest): A refund will be given, minus any administration fees. Dressage withdrawals after this time are not eligible for any refund or transfer to any other event.
Late entries are not eligible for refunds or credits.
In the event of event cancellation due to unforeseen circumstances, Yorkshire Equestrian Centre will endeavor to reschedule the event, transfer any entries to a future date or refund any entries less any administration fees.
Withdrawals must be made by email to events@yorkshireec.co.uk in person, or by phone 07748115588 (social media platforms such as Facebook are not maned as such are an unsuitable means of withdrawal).

Withdrawals

Competition & Site Rules

These rules apply to any unaffiliated event or hire at Yorkshire Equestrian Centre, exceptions, additions or alterations may stand for circumstances when the centre is externally hired out. Such changes will be noted by the external hirer.

All competitions are run under the relevant governing body rules for that discipline unless otherwise stated.
The Collecting Ring area is for the purpose of warming up. It is strictly not a viewing or standing area, nor is it to be used by anyone other than those entered in the current class.
Any competitor who is considered by the organisers, stewards, judges to have received outside assistance without prior permission, will be eliminated from their Class.
It is the owners/riders responsibility to ensure that horses/ponies are the correct height for their Class.
The judges’ and stewards’ decisions are final. Objections must be handed to the secretary in writing within 30 minutes of the incident, together with a £20 deposit which will be forfeited if the objection is not sustained.
Owners submitting entries for their horses/ponies do so at their own risk and it is deemed a condition of entry that no liability of any kind is attached to Yorkshire Equestrian Centre or its officials in any respect whatsoever.
All horses entering the property must be covered by a public / third party liability insurance policy.
Horses and ponies must be 4 years or older to be ridden at the centre. Unless on Livery.
Any persons responsible for a stallion must ensure that they are secure at all times and correctly display the appropriate ribbons and discs.
All horses should be vaccinated, and routine compliance checks will be made.
First Aid cover will be available on-site at all of our competitions.

Prizes

Unless otherwise stated on each event's schedule. Prizes are awarded in the following ratios for each class;

6+ entries 1st place prize and or prize money
11 + entries 2 place prize and or prize money
17 + entries 3 place prize and or prize money

Classes eligible for split sections require 12 + entries, and then the above applies for each section.

Unless otherwise stated rosettes will be 1st - 6th.

Events with results at the end of the day will have any cash prize money awarded the same day. If it is not collected that day, it shall be forfeited. Events will results at the end of the day such as a pick your time dressage event, will have prize money processed electronically within 48hrs. Stripe can take 3-14 days to show on your account.

Rider Dress & Safety Wear

Correct competition wear for the chosen discipline must be worn whilst competing.
Riders should wear competition dress for all presentations of prizes.
A correctly fitting hat conforming to the current standard per discipline must be worn when mounted. For information about current standards please refer to the relevant sport governing body. When jumping solid XC fences, the hat should be peakless.
A correctly fitting body protector is strongly advisable for all disciplines, conforming to the correct current standard per discipline. For information about current standards please refer to the relevant sport governing body: British Eventing.
Boots with a smooth sole and a small heel must be worn.

Photography

Photographs will be taken at events by a professional photographer who has been approved by YEC. We reserve the right to use these photographs for advertising purposes to promote future events. No other photographers are permitted to photograph the event unless permission is sought from Senior Staff on the day. Please respect the photographer's copyright and do not steal, screengrab or duplicate their photos. If you wish you use the photos please contact them and purchase such photos. You may take photos and videos, for your own use, such as videoing your competition round. If you are attending clinics or lessons please ask the Coach before taking photos or videos.

Be Respectful of the Site

Please ensure that you pick up any droppings or litter from around the Horse Box/trailer park before leaving.
You may not skip out onto the Car Park, Field or anywhere else on site.
All vehicles should be parked sensibly and enough room must be left for emergency access.
When hiring an arena, ALL droppings must be removed from the arena surfaces immediately.
Failure to do so will result in a ban from hiring the facilities.
No hay nets should be tied outside of trailers/horseboxes unless you are in a position to clean up loose hay that has fallen onto the car park floor.
No horse or pony is to be left unattended unless correctly secured inside the trailer/horsebox.
Strictly no ATVs or motorbikes. If you have mobility issues, please contact us prior to the event for alternative arrangements.
Spectators are welcome at all our events. All spectators must listen out for any instructions they are given, whilst on-site, for the safety of themselves and our competitors.
Smoking is strictly forbidden in the stable area and in all buildings. Smoking will only be permitted at the designated zone near the Car Park Office. Cigarette butts must be disposed of safely and in the bins provided.
Well behaved dogs are very welcome but please keep them on a lead at all times and clean up any waste.
All children under the age of 18 must be supervised by a responsible adult at all times.

Health, Safety & Legal Information

These rules apply to any unaffiliated event or hire at Yorkshire Equestrian Centre, with the exceptions, additions or alterations may stand for circumstances when the centre is externally hired out. Such changes will be noted by the external hire.. For affiliated events, the rules of the relevant affiliating body take precedence, however, where the relevant rule is absent, these rules come into force.

Health & Safety

Yorkshire Equestrian Centre has taken every reasonable precaution to ensure the health and safety of everyone present. For these measures to be effective everyone must take all reasonable precautions to avoid and prevent accidents occurring and must obey the instructions of the organisers and all other officials and stewards.

Legal Liability
No claim will be entertained by the proprietors for injury, loss or damage caused to or suffered by any horse or pony or any other property in connection with or arising from any event or hire, whether or not the said injury, loss or damage is caused by the negligence of the proprietors, their servants or agents. All clients must have their own personal and third party insurance and provide documentary evidence of such cover if requested to do so by the proprietors.
All horses entering the property must be covered by a public / third party liability insurance policy.

Bio Security & Vaccination Information

Vaccination Policy

Ensure that the horse or pony has received two injections for primary vaccination against equine influenza given no less than 21 days and no more than 92 days apart. Only these two injections need to have been given before a horse/pony can attend the centre.
In addition, if sufficient time has elapsed, a first booster (the 3rd) injection should be given no less than 150 days and no more than 215 days after the second injection of the primary vaccination.
Subsequently, booster injections must be given at intervals of not more than one year apart.
We understand that due to the COVID-19 Pandemic, there may be some problems with horses’ vaccination records – we are working with our veterinary professionals to come up with a policy where this is the case.
Failure to comply with our vaccination and bio-security policy will not be an automatic case for refunds or future credit.

General Bio-security

If your horse is showing any symptoms of illness, please do not bring them to Yorkshire Equestrian Centre. Symptoms include, but are not limited to:
- Temperature below 36.5°C or above 38.5°C
- Breathing rate below 8 breaths/min or above 15 breaths/min
- Resting heart rate below 25 beats/min or above 45 beats/min
- Capillary refill time (in the gums) of more than 1-2 seconds
- Discharge from the eyes or nose
- Unusual stance
- Unusual droppings/amount of droppings
- Not drinking/eating
- Unusual general demeanour
Do not allow your horse to have contact with any other horse onsite – especially livery horses.
Avoid having contact with any horse other than your own. If you do have contact with any other horse, wash your hands as well as removing any outer clothing and disinfecting footwear.
Bring your own water buckets and avoid submerging hoses/nozzles.
Do not share any equipment between horses unless it has been disinfected between.
Please do not allow your horses to graze anywhere onsite at YEC.

vaccination

Anti-Bullying Policy

Statement of Intent

At Yorkshire Equestrian Centre (YEC) we are committed to providing a warm, caring and safe environment for everyone so that they can exist, learn and compete in a relaxed and secure environment. Bullying of any kind is unacceptable and will not be tolerated at our centre. We take all incidents of bullying seriously. Bullying hurts. No one deserves to be a victim of bullying. Everyone has the right to be treated with respect and people who are bullying others need to learn a new way of behaving. At YEC, we acknowledge that bullying does happen from time to time – indeed, it would be unrealistic to claim that it does not. When bullying does occur, everyone should feel able to tell someone and know that incidents will be dealt with promptly and effectively in accordance with our anti-bullying policy. Anyone who knows that bullying is happening is expected to tell staff.

What is Bullying?

The equestrian centre has adopted the following collaborative definition of bullying which is our shared understanding of what bullying is:

“Bullying is any deliberate, hurtful, upsetting, frightening or threatening behaviour by an individual or group towards other people. Bullying is mean and results in worry, fear, pain and distress to the victim(s).”

Bullying Can Be:

Being unfriendly, excluding, tormenting, ridiculing or humiliating

Name-calling, sarcasm, spreading rumours, threats, teasing, making rude remarks, making fun of someone

Pushing, kicking, hitting, pinching, throwing objects, biting, spitting, punching or any other form of violence

Taking or hiding someone’s things

Racial taunts, graffiti, gestures, or making fun of culture and religion

Unwanted physical contact, sexually abusive comments or sexist comments

Behaviour arising because of/or focussing on the issue of sexuality

Setting up “hate websites”, sending offensive messages, emails, posts or comments, and abusing victims via their mobile phones, computers and/or social media

Any unfavourable or negative comments, gestures or actions made to someone via any means

Bullying is Not:

It is important to understand that bullying is not the odd occasion of falling out with friends, arguments or when the occasional joke or trick is played on someone. People sometimes fall out or say things because they are upset. When occasional problems of this kind arise, it is not classed as bullying.

What to Do If You or Someone Else Is Being Bullied

Wherever you are at the centre, you have the right to feel safe. Nobody has the right to make you feel unhappy. If someone is bullying you, it is important to remember that it is not your fault and that there are people that can help you. Please tell a member of YEC staff if you feel you are being bullied. Ignoring bullying is cowardly and unfair to the victim. Staying silent means the bully has won and gives them more power. There are ways you can help without putting yourself in danger. Tell a member of YEC staff if you feel someone else is being bullied.

Procedures for Reporting and Responding to Bullying Incidents

All staff will respond calmly and consistently to all allegations and incidents of bullying at YEC. They will be taken seriously by all staff and dealt with impartially and promptly. All those involved will have the opportunity to be heard. Staff will protect and support any children (or vulnerable people) involved whilst allegations and incidents are being investigated and resolved.

The following step-by-step process will be used for reporting and responding to bullying allegations or incidents:

Report all bullying accidents and incidents to YEC staff
Staff will make sure the victim(s) is, and feels, safe
Appropriate advice will be given to help the victim(s)
Staff will listen and speak to all involved about the incident separately
The problem will be identified, and possible solutions suggested
Appropriate action will be taken quickly to end the bullying behaviour
Staff will reinforce to the bully (or bullies) that their behaviour is unacceptable
The bully (or bullies) may be asked to genuinely apologise. Other consequences may take place and appropriate sanctions applied (see next section)
If possible, those involved will be reconciled
An attempt will be made, and support given, to help the bully (or bullies) understand and change his/her/their behaviour
In cases of serious bullying, the incidents will be recorded by YEC staff on an Incident Report Sheet. Sheets will be kept in the YEC office.
After the incident has been investigated and dealt with, each case will be monitored to ensure repeated bullying does not take place
If necessary and appropriate, the Child Protection Officer, Social Services or police will be consulted

The following sanctions may be used:

Apologise to the victim(s) verbally or in writing
Suspension from attending YEC
Exclusion from attending YEC

Date Protection & Privacy Policy

Data Protection

Keeping your personal information safe is very important to us. We are committed to complying with privacy and data protection laws and being transparent about how we process personal data.

We have policies, procedures and training in place to help our employees and volunteers understand their data protection responsibilities and follow the data protection principles.

If you have any questions regarding our Privacy Policy, please email riding@yorkshireec.co.uk

This privacy policy relates to our use of any personal information we process about you.

How we collect Personal Data

We may collect your personal data in different ways, for example:

when you or your parent or guardian communicate with us by post, telephone, SMS, email or via our website
from the information you provide to us when you make an application to work for us or stable with us or from third parties such as your previous or current employers/yard so we can verify details about you
as you interact with us in other ways; as a contractor, or in any other capacity

How we use Personal Information

We collect and use personal information about our liveries, clients, job applicants and volunteers for different purposes.

Membership applications, administration and renewals
Running events and camps
Dealing with complaints and appeals
Undertaking safeguarding activities including DBS checks and casework
Processing expenses
Employee administration
Employee and volunteer recruitment

We only collect personal information that we genuinely need.

This may include:

Contact details such as name, address, email address and phone numbers
Details about your horse such as the name, age, sex and passport number
Credit card details and any purchases you have made
Date of birth and gender
Any Special Educational Needs (SEN) requirements including relevant medical records
Dietary requirements where this is required for catering
Qualifications
Name of your parent or guardian (if you are under 18)
Name and contact details of any next of kin

Membership Applications, Administration & Renewals

We will use the information that you provide to us to process your livery application and renew your application if appropriate. We will email and post you information about events, our services and other items of interest, as part of your livery agreement. You can opt out or unsubscribe from receiving this information if you wish (please note however this might lead to you not receiving vital updates and information). Our legal basis for using your personal information in this way is for the performance of a contract.

Running Events

If you register for one of our events, we will use your information provided to us to process your registration and enable you to attend the event. This will include sharing some of your information with our volunteers that run the event. It may also include collecting and sharing medical information with them if you choose to provide that to us. Our legal basis for using your personal information in this way is for the performance of a contract.
If you choose to provide us with your dietary requirements we may share them with third parties that we use to provide catering at our events.

Dealing with Complaints & Appeals

If a complaint or an appeal is raised with us, we will process the personal information that is provided to us to manage and resolve the complaint or appeal. This may include sharing relevant information with an affiliated organisation, a coach, welfare officers or another organisation, depending upon the nature of the complaint and the that area it relates to. Our legal basis for using personal information for this purpose is to fulfil our legitimate interest and fulfil our objective of resolving complaints in a careful and appropriate manner.

Undertaking Safeguarding Activities including DBS Checks & Casework

When necessary, we process relevant personal information about liveries, clients, volunteers, coaches and employees for safeguarding purposes. This might include undertaking DBS and other checks to identify any criminal and other activity we need to be aware of and casework. It may be necessary to share some personal information with relevant authorities such as the police, The Safeguarding Advisory Board and an appropriate member of the respective Member Body – such as The BEF, The Pony Club (as appropriate to the safeguarding activity). Our legal basis for this processing is to meet our legal obligations.

Processing Expenses

We will use your personal information including your bank account details to process expense claims. Our legal basis for using your information for this is for the performance of a contract.

Employee Administration and Professional Development of Staff

We will process personal information of our employees to fulfil our contract with them.

Employee & Volunteer Recruitment

If you provide us with information about yourself, such as a resume or curriculum vitae, in connection with a job or volunteer application or enquiry, we may use this information to process your enquiry. We will not store this information for any purpose other than that relating to your application. Our legal basis for using your information in this way is for our legitimate interest.

Cookies & Aggregate Information collected from www.yorkshireec.co.uk

We use cookies and log files on our website to store information about how you use our website. A cookie is a piece of data stored on the user’s computer tied to information about the user. This enables us to create a profile which details your viewing preferences. We use your profile to tailor your visit to our website, to make navigation easier and direct you to information that best corresponds to your interests and country.

Aggregate information is collected from users using our own web tracker. This information includes users’ Internet Protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time of visit, number of clicks, error pages and number of unique visits.

This information is not linked to personal profiles or to personally identifiable information provided by users. We use it to analyse visitor trends and use of our website, administer the website and to gather broad demographic information of our website users. Our legal basis for using your information in this way is for our legitimate interest.

Our Legal Basis for Processing Personal Information

Our legal basis for the purposes that we process personal information is for the performance of a contract, or for our legitimate interests or consent.

We may process personal information because it is necessary for the performance of a contract to which you are a party (or to take steps at your request prior to entering a contract). For example, we may process your personal data:

To issue or administer a livery agreement
To administer a training course and award a qualification

We may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced and does not unduly impact your rights.

We will ask for your consent to send you marketing emails and text messages. You can withdraw consent for this at any time.

Usually we will only process sensitive personal data if we have your explicit consent. In extreme situations, we may share your personal details with the emergency services if we believe it is in your ‘vital interests’ to do so. For example, if someone is taken ill during one of our events.

Sharing Personal Information

We will only share your personal information where we are required to fulfil our contract with you, or legitimate interest, where we have your consent, or we are required to do so by law.

We may share your personal information with third party organisations who will process it on our behalf, for example a mailing house, our website administrator or printers.

If necessary, we may also share your information with caterers, course providers, referees, and coaches.

We may also share your information with our bank to process a payment; our professional advisers (such as our legal advisers) where it is necessary to obtain their advice; and our IT support and data storage providers.

We process employee personal information to fulfil our contracts with our employees and meet our legal obligations as an employer.

Where required, we will process personal information to comply with our legal obligations. In this respect we may use your personal data to comply with subject access requests; tax legislation; for the prevention and detection of crime; and to assist the police and other competent authorities with investigations including criminal and safeguarding investigations.

Transferring Personal Data outside of the EEA (European Economic Area)

We do not need to collect or send your personal information outside of the EEA. We will not transfer personal information to countries or jurisdictions which do not have a similar standard of data protection law in place.

Your Rights

If you no longer wish to receive communications about products and services from us, please contact riding@yorkshireec.co.uk You can also unsubscribe at any time to emails that we may send to you about the products and services that we think will be of interest to you (however please note that this may lead to you missing vital information).

You also have the right to:

Request a copy of the information we hold about you. Requests should be addressed to riding@yorkshireec.co.uk. We will respond within 30 days of receiving your written request.
Tell us to change or correct your personal information if it is incomplete or inaccurate. Please contact us at riding@yorkshireec.co.uk
Ask us to restrict our processing of your personal data or to delete your personal data if there is no compelling reason for us to continue using or holding this information. Please contact us at riding@yorkshireec.co.uk
Receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, so that you can send it to another organisation. Please contact us at riding@yorkshireec.co.uk
Object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a disproportionate impact on you. Please contact us at riding@yorkshireec.co.uk

Please note that we may be entitled to refuse requests where exceptions apply: for example, if we have reason to believe that the personal data we hold is accurate or we can show our processing is necessary for a lawful purpose set out in this Privacy Policy.

How long we keep your Personal Information

We will hold your personal information for as long as is necessary. We will not retain your personal information if it is no longer required. In some circumstances, we may legally be required to retain your personal information, for example for finance, employment or audit purposes.

We will keep livery records indefinitely
We will keep volunteer records indefinitely to aid us in volunteer recruitment for forthcoming events
We will keep records of events for up to 3 years, in order to facilitate any insurance claim resulting from the activity.

Changes to this Policy

This Privacy Policy may change from time to time. Where practical we will provide you with an updated Privacy Policy from time to time. However, we also recommend that you please visit this web page periodically to keep up-to-date with the changes in our Privacy Policy.

Making a complaint to the Information Commissioner’s Office

If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is: 0303 123 1113.