Grassroots Privacy Policy (May 2018)

1. Grassroots Systems Ltd provides:
  • Software for Breed Societies and other organisations to manage their registry and membership data (This is Customer data). This software sits on the Society computer.
  • An Agency service for the management of registry and membership data on behalf of The Rare Breed Survival Trust (Combined Flock Book), British Alpaca Society, Blue Texel Sheep Society, Jacob Sheep Society, Bagot Goat Society and Alpaca Association of Ireland (This is Agency data). This software sits on password protected computers in the Grassroots Systems Ltd offices.
  • An independent registry for the breeders of Valais Blacknose Sheep (This is Grassroots data). This software sits on password protected computers in the Grassroots Systems Ltd offices.
  • An interactive on-line registry system called PedeWeb. This is populated with a subset of the information held by each organisation.
  • 2. Personal data held in the software may include: name, address, contact numbers, email address, parish holding number, ministry tag number of members and other people associated with this organisation.
    3. Backup Data held in the Grassroots System software is backed up into encrypted password protected zip files.
    4. Data may be shared with Grassroots Systems Ltd for the following purposes:
  • To provide estimates for data manipulation projects
  • To provide software support and assistance
  • To carry out bulk manipulation of the data
  • To assist with the production of Flock, Herd or Stud Books
  • To assist with the production of Show or Sale catalogues
  • To carry out specialist analysis or reporting for the Breed Society
  • To provide offsite backup storage for the encrypted backup files
  • To provide agency management services as required by the Society
  • 5. Data is stored securely.
    6. 'Customer data' will not be used to communicate with the people included in the data.
    7. Data will not be shared with any third party or used for any purpose other than those required by the Breed Society under the terms and conditions stipulated by the Breed Society.
    8. All data will be permanently deleted on request.
    9. On termination of contract, data will be deleted from the Grassroots computers within three months of termination.
    10. PedeWeb Breeds using the Grassroots on-line PedeWeb service upload a subset of their data. Each upload overwrites any previous data. The only contact details uploaded will be for members who have given permission for their data to be included onto the PedeWeb site. No other personal data is uploaded to the website. The PedeWeb data is held on a Grassroots Systems Ltd server at Rackspace.