Terms & Conditions
H&P Equine Events act as an event organiser for a mixture of equine related activities such as but not limited to, clinics, hunter trials, unaffiliated competitions and fun rides. The following Terms and Conditions have been put in place for the protection of everyone involved. They apply to all riders, instructors, volunteers and spectators and must be adhered to at all times.
All persons participating in the event agree to be bound by these Terms and Conditions of the Event.
H&P Equine Events reserves the right to refuse entry/riding 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/event area and will not be permitted to participate any further.
Any individual seen to be causing distress or suffering to any animal will be asked to leave and will be reported to the appropriate authorities.
All 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 people must socially distance themselves from people outside of their own little bubbles to avoid unnecessary spreading.
Please ensure you wash and/or sanitise your hands regularly and that you do not touch equipment unless absolutely necessary.
Individuals should check the current Government Coronavirus Legislation to check that they are legally able to travel to activities run by H&P Equine Events. If you feel unwell at any point, please inform one of the team via text message/phone call and then safely leave the premises.
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 all events run by H&P Equine Events:
- Entries can be made directly via links on our social media pages.
- Entries can be made manually by a staff member via direct message.
- Late entries may be accepted after the closing date if space permits, these will be accepted on a first come, first served basis.
- We reserve the right to refuse entry to any person at our discretion without explanation.
Cancellations & Refunds
H&P Equine Events reserve the right to cancel, alter, amend, split or amalgamate any event or clinic at any time.
Withdrawals:
- Withdrawals prior to the entry closing dates: A refund will be given, minus an administration fees.
- Withdrawals after entry closing dates: the entry fee may be carried to a future event depending on the circumstance.
- Withdrawals the day before an event are not eligible for any refund but can rescheduled to a similar event or a clinic within reason.
- In the event of event cancellation due to unforeseen circumstances, H&P Equine Events will endeavour to reschedule the event, transfer any entries to a future date or refund any entries.
- Withdrawals must be made by email to hpequineevents@gmail.com.
Event Rules
These rules apply to any clinic, fun ride or event at varying locations run by H&P Equine Events.
- All events are run under the relevant governing body rules for that discipline unless otherwise stated.
- It is the owners/riders responsibility to ensure that horses/ponies are of the correct ability for that which they are participating in.
- The stewards’ and volunteers' decisions are final.
- 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 H&P Equine Events or its officials in any respect whatsoever.
- All horses entering the property/location must be covered by a public/third party liability insurance policy.
- 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.
Rider Dress & Safety Wear
- Correct riding wear for the chosen event must be worn whilst participating.
- A correctly fitting hat conforming to the current standard must be worn when mounted.
For information about current standards please refer to the relevant 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).
- It is advised that riders wear boots with a smooth sole and a small heel.
Photography & Videography
Photographs may be taken at events by a professional photographer who has been approved by H&P Equine Events. 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 prior to the day.
Please respect the photographer's copyright and do not screengrab or duplicate their photos. If you wish to use the photos please contact them personally to purchase their photos.
You may take photos and videos, for your own use, such as on a GoPro. If you are attending clinics or lessons please ask the Coach for permission before taking photos or videos.
Respecting the Area
Please ensure that you pick up any droppings, litter or loose hay from around the area you have been using before leaving.
All vehicles should be parked sensibly and enough room must be left for emergency access.
No horse or pony is to be left unattended unless correctly secured inside the trailer/horsebox.
Strictly no all terrain vehicles or motorcycles; 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 the riders/horses.
Smoking is forbidden.
Well behaved dogs are very welcome but please keep them on a lead at all times and clean up any waste subject to venue terms and conditions.
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 event organised by H&P Equine Events.
H&P Equine Events 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.
H&P Equine Events, the venue owner, the instructors, land owners or any other officials involved will not be held responsible for any accident, injury, damage or loss to any person or their property in connection with or arising from any event, whether or not it was caused by the negligence of the proprietors.
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. It is the responsibility of riders/owners to make sure they themselves and their property are effectively insured, this is not the liability of the event organiser.
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 the animal can attend the event.
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.
Biosecurity:
If your horse is showing any symptoms of illness, please do not bring them to any events.
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
Whilst at any event organised by H&P Equine Events please do not allow your horse to have contact with any other horse, except those they have come with.
Avoid having contact with any horse other than your own. If you do have contact with any other horse, wash your hands as well.
Bring your own water buckets and avoid submerging hoses.
Do not share any equipment between horses unless it has been disinfected between.
Please do not allow your horses to graze anywhere onsite at hired event venues and where possible try to avoid this at farmers land (during clinics) due to the pasture being used by other livestock species.
Equality & Behaviour
Statement of Intent:
At H&P Equine Events we are committed to providing a warm, caring and safe environment for everyone so that they can learn and enjoy themselves in a relaxed and secure environment.
Behaviours such as bullying, aggression or segregation of any kind is unacceptable and will not be tolerated at our events. We take all incidents seriously. Everyone has the right to be treated with respect and people who are not behaving correctly will be dealt with by organisers and where necessary further action will be taken.
Please speak up if you feel uncomfortable or you have heard/witnessed something that makes you uneasy.
H&P Equine Events does not accept discriminatory behaviours in regards to diversity surrounding topics such as race, ethnic groups, gender, sex differences, age, social class, health and disability. We encourage everyone who would like to to join in with our events, we are here to make riders/owners feel included and seen. If you feel that we are not doing a good enough job, or need some more individual support, please email in as we are always striving to improve our services.
Procedures for Reporting and Responding:
All staff will respond calmly and consistently to all allegations and incidents. They will be taken seriously 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 all allegations/incidents:
1. Report all accidents and incidents to staff
2. Staff will make sure the victim(s) is, and feels, safe and will listen to all those involved
3. The problem will be identified, and possible solutions suggested
4. Appropriate action will be taken quickly to end the behaviour
5. In cases of serious incidents, they will be recorded by staff on an Incident Report Sheet. Sheets will be kept on file for safeguarding
6. After the incident has been investigated and dealt with, each case will be monitored to ensure repeated incidents do not take place
7. If necessary and appropriate relevant officials, such as the police, will be consulted
The following sanctions may be used:
- Apologise to the victim(s) verbally or in writing
- Suspension from attending
- Exclusion from attending
Data Protection & Privacy Policy
We are committed to complying with privacy and data protection laws and being transparent about how we process personal data to ensure that we keep your information safe.
We have policies, procedures and training in place to help our team and volunteers understand their data protection responsibilities and follow the data protection principles.
If you have any questions regarding our Privacy Policy, please email hpequineevents@gmail.com.
This privacy policy relates to our use of any personal information we process about you.
Collection:
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:
- Membership applications, administration and renewals
- Running events and clinics
- Dealing with complaints and appeals
- Undertaking safeguarding activities including DBS checks and casework
- Processing expenses
- Employee administration
- Employee and volunteer recruitment Personal information 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
Purposes for which we will use your personal data:
Running Events:
- If you register for one of our events, we will use your information provided to us to process your registration so you can attend.
- This will include sharing some of your information with our volunteers that run the event.
- It may also include 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:
- 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 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 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.
- 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.
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 administer a clinic 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 social media administrator or printers.
- If necessary, we may also share your information with caterers, course providers, stewards, 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.
- 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.
International transfers:
We do not transfer your personal data outside the European Economic Area (EEA).
Your Rights:
If you no longer wish to receive communications about products and services from us, please contact hpequineevents@gmail.com.
You also have the right to:
- Request a copy of the information we hold about you.
- Tell us to change or correct your personal information if it is incomplete or inaccurate.
- 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 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 necessary. In some circumstances, we may legally be required to retain your personal information, for example for finance, employment or audit purposes.
- 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.
Making a complaint:
You can make a complaint at any time in writing to hpequineevents@gmail.com.
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.