Privacy Policy
Last updated: January 2026
ShowGuideSystem.ie is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the General Data Protection Regulation (GDPR) (EU) 2016/679 and the Irish Data Protection Act 2018.
Please read this Privacy Policy carefully. By using our services, you confirm that you have read and understood how we handle your personal data.
1. Who We Are (Data Controller)
ShowGuideSystem.ie is operated by ShowGuide Systems, registered in Ireland.
Company Details:
- Registered Name: ShowGuide Systems
- Company Registration: 350629
- Registered Address: 12 Saint Joseph's Villas, Athboy, Co. Meath, C15 VW67
- VAT Number: Not Registered for VAT
Data Protection Contact:
- Email: privacy@showguidesystems.ie
- Postal Address: 12 Saint Joseph's Villas, Athboy, Co. Meath, C15 VW67
- Telephone: +353 (0)46 9432027
We are the data controller responsible for your personal data. This means we determine how and why your personal data is processed.
2. Information We Collect
We collect different types of personal data depending on how you interact with our services.
2.1 Information You Provide Directly
Account Registration Information
- Full name
- Email address
- Postal address
- Telephone number
- Date of birth (for age verification)
- Password (encrypted and hashed)
Dog Registration Information
- Dog's registered name and call name
- Registration number (kennel club)
- Breed, sex, date of birth
- Pedigree information (sire, dam, lineage)
- Titles and awards
- Breeder name and contact information
- Co-owner names (if applicable)
- Health certificates and veterinary documentation
Payment Information
- Billing name and address
- Payment method type (card brand, last 4 digits only)
- Transaction ID and timestamp
- Invoice and receipt details
Note: Complete card details are processed and stored by our PCI-DSS compliant payment providers, NOT by us.
2.2 Information We Collect Automatically
Technical Information
- IP address and geographical location (country/region)
- Browser type and version
- Device type and operating system
- Date and time of access
- Pages viewed and features used
3. How We Use Your Information
We process your personal data for the following purposes, each with a specific legal basis under GDPR:
| Purpose | Legal Basis |
|---|---|
| Process show entries and registrations | Contract performance |
| Process payments and issue invoices | Contract performance & Legal obligation |
| Send service communications | Contract performance |
| Transfer data to show organizers | Contract performance & Legal obligation |
| Prevent fraud and ensure security | Legitimate interests |
| Send marketing communications | Consent (opt-in) |
| Comply with legal obligations | Legal obligation |
Where we rely on legitimate interests, we have balanced our business needs against your rights and freedoms. You have the right to object to processing based on legitimate interests.
5. International Data Transfers
We process and store personal data within the European Economic Area (EEA). At present, we do not transfer personal data outside the EEA in the course of providing our services.
If, in future, it becomes necessary to transfer personal data outside the EEA, we will ensure that such transfers are carried out in compliance with GDPR and that appropriate safeguards are in place, such as:
- An adequacy decision by the European Commission
- Standard Contractual Clauses approved by the European Commission
- Other safeguards permitted under GDPR
6. Your Data Protection Rights
Under GDPR, you have the following rights regarding your personal data:
Right of Access
Request a copy of your personal data
Right to Rectification
Request correction of inaccurate data
Right to Erasure
Request deletion of your data
Right to Restriction
Request we limit processing
Right to Data Portability
Receive data in machine-readable format
Right to Object
Object to marketing or legitimate interests processing
How to Exercise Your Rights
Email privacy@showguidesystems.ie or write to our Data Protection contact. We will respond within 30 days.
Right to Lodge a Complaint
You can complain to the Data Protection Commission (Ireland)
- Website: www.dataprotection.ie
- Email: info@dataprotection.ie
- Phone: +353 57 868 4800
7. Data Retention
We retain your personal data only for as long as necessary:
| Data Type | Retention Period |
|---|---|
| Active account data | Duration of account + 7 years after closure |
| Inactive accounts | 24 months, then archived |
| Transaction records | 7 years (legal requirement) |
| Marketing consent | Until withdrawn + 30 days |
| Support tickets | 3 years after resolution |
| Backup data | 90 days |
After retention periods expire, we securely delete or anonymise personal data.
8. Data Security
We implement appropriate technical and organisational measures to protect your personal data:
Technical Measures
- SSL/TLS encryption for data in transit
- AES-256 encryption for data at rest
- Multi-factor authentication
- Role-based access controls
- 24/7 firewall and intrusion detection
- Regular security testing
Organisational Measures
- Staff training on data protection
- Confidentiality agreements
- Regular policy reviews
- Data breach response procedures
- Vendor security assessments
Data Breach Notification
In the event of a data breach that poses a risk to your rights and freedoms, we will notify the Data Protection Commission within 72 hours and inform affected individuals without undue delay.
9. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal data from children.
If you are a parent or guardian and believe your child has provided us with personal data, please contact us immediately. We will delete such information from our systems within 30 days of verification.
11. Third-Party Websites and Services
Our website may contain links to third-party websites (show organizers, kennel clubs, payment providers). We are not responsible for the privacy practices or content of these external sites.
Please review their privacy policies before providing personal data.
12. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our practices, legal requirements, or service offerings.
When we make changes:
- We update the "Last Updated" date at the top of this policy
- For significant changes, we notify you by email
- We may also post a notice on our homepage
Continued use of our services after updated terms take effect constitutes acceptance of the updated Privacy Policy.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices:
ShowGuide Systems
12 Saint Joseph's Villas, Athboy, Co. Meath, C15 VW67
privacy@showguidesystems.ie+353 (0)46 9432027
We aim to acknowledge enquiries promptly and will respond to rights requests within 30 days.