This Privacy Policy explains how American Foxhound, working through AMERICAN FOXHOUND CO LLC at 11124 N 6000 W, Highland - 84003-9438, United States (US), collects, uses, stores, and protects information connected to the operation of our sporting hound trial grounds and training grounds. It applies to visitors to our website, clubs that book our grounds, handlers who attend our trial days, and anyone who contacts us by email, telephone, or through the form on our contact page. Please read it in full before you submit any information to us. Plain language is used wherever possible, and the policy is organised into numbered sections so that you can move directly to the part that matters to you.
By using our website or by booking a trial day, a training run, or any other service offered by AMERICAN FOXHOUND CO LLC, you confirm that you have read this policy and that you accept the practices described in it. If you do not agree with any part of this policy, please do not submit information to us and please contact us before making a booking.
Sections in this policy
- Who we are
- Scope of this policy
- Information we collect
- How we collect information
- Why we use information
- Legal bases for processing
- Cookies and similar technologies
- When we share information
- Service providers
- How long we keep information
- How we protect information
- Your privacy rights
- Access and correction
- Privacy for Children
- Data from trial grounds operations
- Photography and video at the grounds
- International transfers
- Email and marketing
- Links to other websites
- Changes to this policy
- How to contact us
1. Who we are
AMERICAN FOXHOUND CO LLC is a company registered and operating in the United States, with its grounds and business address at 11124 N 6000 W, Highland - 84003-9438, United States (US). The company operates sporting hound trial grounds and training grounds for field clubs, and it provides the supporting services that a trial day requires, including grounds hire, training run bookings, scent line setup, judges and steward support, club season passes, and grounds maintenance days.
For the purposes of applicable privacy law, AMERICAN FOXHOUND CO LLC is the controller of the personal information described in this policy. That means the company decides what information is collected, how it is used, and how long it is kept. The developer responsible for building and maintaining this website is American Foxhound. Where this policy refers to the Company, it means AMERICAN FOXHOUND CO LLC. Where it refers to we, us, or our, it means the same company acting through its staff and appointed stewards.
You can reach the Company at the address above, by email at support@americanfoxhound.autos, or by telephone at +12409025815. We ask that written privacy requests be sent by email so that there is a clear record of the date on which the request was made and the date on which it was answered.
2. Scope of this policy
This policy covers the website at americanfoxhound.autos and every page published under it, including the homepage, the services page, the contact page, and the legal pages. It also covers information that we collect offline in the course of running the grounds, such as booking forms, trial cards, steward notes, and correspondence with clubs and handlers.
This policy does not cover websites that we do not control, including websites operated by clubs, governing bodies, registries, or payment processors. If you follow a link from our website to another website, the privacy policy of that other website will apply. We encourage you to read the privacy notice of every website you visit before you submit information to it.
This policy does not create any obligation beyond those required by the laws that apply to the Company. Where a specific law gives you additional rights, those rights are described in the section on your privacy rights below.
3. Information we collect
We collect only the information that we need to answer enquiries, to hold a booking, to run a safe and orderly trial day, and to keep proper records of the work that we do. The categories of information that we may collect are set out below.
Information that you give us
When you contact us through the form on our contact page, by email, or by telephone, you may give us your name, your email address, your telephone number, the name of your club, and the content of your message. If you book a trial day or a training run, you may give us the number of entries, the names of handlers, the names of hounds and their registration details where a club supplies them, and any special arrangements that the ground needs to make.
Information collected automatically
When you visit our website, our hosting provider may record standard technical information such as the type of browser you use, the pages that you visit, the date and time of your visit, and an approximate location derived from your network address. This information is used to keep the website working, to diagnose faults, and to understand which pages are useful to visitors. It is not used to build a profile of you as an individual.
Information from trial grounds operations
In the course of running a trial day, stewards record results, times, and notes on the official card. These records may include the name of a handler, the name and number of a hound, the outcome of a brace, and any incident that a steward is required to note. These records belong to the trial and are kept for the period that the club and the Company require for their own records.
We do not ask for and do not wish to receive sensitive categories of information such as medical records, financial account numbers, or government identification numbers through the website. If you believe that you have sent such information to us by mistake, please tell us immediately so that we can delete it.
4. How we collect information
Most of the information that we hold comes directly from you. You give it to us when you fill in the contact form, when you send an email, when you telephone the grounds, or when you speak to a steward on the day of a trial. We also receive information from clubs that book on behalf of their members, and from secretaries who pass on entry lists, draw orders, and results.
A smaller amount of information is generated automatically when you use the website, as described in the section on cookies and similar technologies. We do not buy personal information from data brokers, and we do not obtain information about you from social media platforms for the purpose of running the grounds.
Where a club supplies information about its members or handlers, the club is responsible for making sure that those people know that their information has been passed to us for the purpose of the booking. We rely on the club to obtain any consent that the law requires before sharing that information with us.
5. Why we use information
We use personal information for a small number of clear purposes. Each purpose is connected to the work of operating a trial ground, and we do not use information for unrelated purposes without telling you first.
- To answer enquiries that you send through the contact page, by email, or by telephone, and to give you the information that you have asked for.
- To confirm, change, or cancel a booking for a trial day, a training run, a scent line setup, or any other service.
- To prepare the ground for a booking, including the lane set, the scent plan, and the assignment of stewards.
- To keep the official card for a trial day and to record results, times, and any incident that a steward is required to note.
- To maintain the safety of handlers, hounds, judges, and visitors while they are on the property.
- To send service messages about a booking that you have made, such as a change of time or a note about ground conditions.
- To keep financial and administrative records that the Company is required to keep by law.
- To improve the website and the services that we offer, using aggregated and non-identifying information wherever possible.
We do not use your information to make automated decisions that have a legal or similarly significant effect on you. Decisions about bookings are made by people, and you can always ask to speak to a person about any decision that concerns you.
6. Legal bases for processing
Where the law requires a legal basis for processing personal information, we rely on one or more of the following bases. First, we process information where it is necessary to perform a contract with you, such as a booking for a trial day or a season pass. Second, we process information where it is necessary for our legitimate interests in running a safe and orderly trial ground, provided that those interests are not overridden by your own rights. Third, we process information where you have given your consent, for example where you agree to receive occasional news about the trial calendar. Fourth, we process information where we are required to do so by law, such as for tax and accounting records.
Where we rely on consent, you may withdraw that consent at any time by contacting us. Withdrawing consent does not affect the lawfulness of processing that took place before the withdrawal, and it does not affect processing that relies on another legal basis.
9. Service providers
Like most small businesses, we rely on a small number of service providers to keep the website and the grounds running. These providers may include a website hosting company, an email provider, an accounting service, and a payment processor where a booking requires a deposit. Each provider receives only the information that it needs to perform its function.
We choose providers that are able to meet reasonable standards of security and confidentiality, and we review those arrangements from time to time. If a provider is located outside the United States, we take steps to ensure that the transfer is lawful and that the information remains protected, as described in the section on international transfers.
10. How long we keep information
We keep personal information only for as long as we need it for the purpose for which it was collected, or for as long as the law requires. Contact enquiries are usually kept for up to two years so that we can refer back to an earlier conversation when a club returns the following season. Booking records are kept for the period that the Company needs for its own records and for any accounting or tax obligation that applies. Trial cards are kept so that a club can reconstruct a past day and so that the Company has a record of results and incidents.
When information is no longer needed, we delete it or anonymise it. Where information is stored in a backup, it may remain in the backup for a limited period until the backup is rotated, after which it is deleted in the ordinary course.
11. How we protect information
We take the protection of personal information seriously. Access to records is limited to the people who need it to run the grounds, and those people are asked to treat the information as confidential. Paper records are kept in a locked cabinet at the grounds, and electronic records are kept in accounts that are protected by passwords.
No system can be completely secure. We cannot guarantee that information will never be lost, misused, or accessed without authority, but we work to reduce that risk and we review our arrangements regularly. If a security incident occurs that is likely to affect your rights, we will notify you and any relevant authority as required by law, and we will explain what happened and what we have done about it.
You can help us to protect your information by using a secure email account, by not sending sensitive information through the website form, and by telling us promptly if you believe that your information has been compromised.
12. Your privacy rights
Depending on where you live, you may have a number of rights in relation to your personal information. These may include the right to know whether we hold information about you, the right to request a copy of that information, the right to ask us to correct information that is inaccurate, the right to ask us to delete information that we no longer need, the right to ask us to restrict how we use information, the right to object to certain uses of information, and the right to ask for information in a portable format.
You also have the right not to be discriminated against for exercising your privacy rights. We will not refuse a service, charge a different price, or provide a different level of service because you have made a privacy request, except where the law allows a difference that is reasonably related to the value of the information.
To exercise any of these rights, contact us using the details in the section on how to contact us. We may ask you to confirm your identity before we act on a request, so that we do not disclose information to the wrong person. We will respond within the period required by the law that applies to your request.
13. Access and correction
You may ask us for a copy of the personal information that we hold about you. We will provide it in a form that is clear and readable, and we will explain the purposes for which it is used and the categories of people with whom it is shared, where that information is required by law.
If you believe that information we hold is inaccurate, incomplete, or out of date, you may ask us to correct it. We will make the correction where it is appropriate, and we will tell you what we have done. If we decide not to make a correction, we will explain our reasons and tell you how you can complain.
Where a club has supplied information about you, we may need to refer your request to the club so that the club can correct its own records as well as ours. We will tell you if that is the case.
14. Privacy for Children
Our website and our services are intended for adults who organise, judge, steward, or handle at field events. We do not knowingly collect personal information from children under the age of thirteen through the website. If you are under thirteen, please do not submit information to us and ask a parent or guardian to contact us on your behalf.
Where a young person attends the grounds as part of a family or a junior handler programme, the information that we collect is supplied by the responsible adult. If we learn that we have collected information from a child under thirteen without the consent of a parent or guardian, we will delete it as quickly as we can. If you believe that we hold such information, please contact us so that we can act.
15. Data from trial grounds operations
Running a trial day produces a certain amount of information that is not collected through the website. The official card records the draw, the braces, the times, and the results. Steward notes record any incident that affects the safety or the fairness of the day. The rosette board records the awards that were given at the close of the card.
This information is used to run the trial, to keep an accurate record for the club, and to improve the way that the ground is prepared in future. It may be shared with the club that made the booking, with judges who officiated, and with any governing body that requires the record. It is not used for marketing, and it is not sold.
We ask clubs to make sure that handlers know what is recorded on the card. The card is a working document of the trial, and it is kept for the period described in the section on retention.
16. Photography and video at the grounds
From time to time, photographs or short video clips may be taken at the grounds for the purpose of documenting a trial day or of showing the ground to clubs that are considering a booking. Where a photograph or clip includes an identifiable person, we will ask for permission before using it in a public place such as the website or a printed programme.
If you would prefer not to appear in any photograph or clip, please tell a steward when you arrive, and we will make a note of your preference for that day. If a photograph or clip has already been published and you would like it removed, contact us and we will remove it promptly.
17. International transfers
The Company operates in the United States, and the information that we collect is primarily stored and processed in the United States. Some of our service providers may operate in other countries. Where information is transferred across a border, we take steps to ensure that the transfer is lawful and that the information remains protected by appropriate safeguards.
If you are located outside the United States and you contact us, you understand that your information will be processed in the United States, where privacy laws may differ from the laws of your own country. We will handle your information in accordance with this policy wherever it is processed.
18. Email and marketing
We send service messages about bookings that you have made, such as a confirmation, a change of time, or a note about ground conditions. These messages are part of the service and are not marketing.
We may also send occasional news about the trial calendar, maintenance days, and season passes, but only where you have asked to receive it or where the law allows us to send it to an existing customer. Every marketing message includes a simple way to stop receiving further messages, and you can also ask us to stop at any time by contacting us. Stopping marketing messages does not stop service messages about a booking that is already in place.
19. Links to other websites
Our website may contain links to websites that we do not operate, including the websites of clubs, registries, and governing bodies. We provide these links for convenience only. We do not control those websites, and we are not responsible for their content or their privacy practices.
When you leave our website, we encourage you to read the privacy notice of the website that you visit. This policy applies only to information that is collected by AMERICAN FOXHOUND CO LLC.
20. Changes to this policy
We may update this policy from time to time to reflect changes in the way that we work, in the services that we offer, or in the law that applies to us. When we make a material change, we will update the date at the top of the policy and, where appropriate, tell clubs and handlers who have an active booking.
We encourage you to review this policy periodically so that you are aware of how we protect information. The version that is published on this page is the current version, and it replaces any earlier version.
21. How to contact us
If you have a question about this policy, if you wish to exercise a privacy right, or if you have a concern about the way that we have handled your information, please contact us. We will take your concern seriously and we will try to resolve it promptly.
You can write to AMERICAN FOXHOUND CO LLC at 11124 N 6000 W, Highland - 84003-9438, United States (US). You can send an email to support@americanfoxhound.autos. You can telephone us on +12409025815 during business hours. Please include enough detail for us to understand your request, such as the date of your enquiry, the club that you represent, and the outcome that you are seeking.
Contact summary. AMERICAN FOXHOUND CO LLC, 11124 N 6000 W, Highland - 84003-9438, United States (US). Email: support@americanfoxhound.autos. Telephone: +12409025815. Developer of this website: American Foxhound.