PASSPORTS

UPDATE - January 2004

WHAT DOES THIS MEAN TO YOU?

All owners/keepers of equines will now need to obtain a horse passport for each horse they own or keep by the end of June 2004.

Please refer to the DEFRA website for the latest Passport information and requirements.

PLEASE NOTE: All Passport Issuing Authorities are under pressure to meet the June 2004 deadline – to ensure compliance – APPLY NOW.

Passports will be available from one of over 50 DEFRA authorized passport issuing societies or authorities in the UK.

For your Registered Dartmoor Pony, Dartmoor Part Bred or unregistered Moorland pony the Dartmoor Pony Society is able to help you.

For an application form, please send a stamped addressed envelope to the Registered Office:

Swn Yr Afon
Thornhill Road
Cwmgwili
SA14 6PT

Please state whether for a registered or unregistered pony as you will require a different form for each and also how many your require.

Information on how to complete the form together with the relevant costs are stated on the application form.

Remember to put sufficient postage on your envelope for return.

If you have any queries regarding Passports, in the first instance we suggest you look at the DEFRA website at www.defra.gov.uk but if you have any further questions contact the Dartmoor Pony Society through the Contact Us page.

The Data Protection Act 1998

It is required under data protection legislation to advise individuals about the processing of personal information i.e. why this information is being collected, how this information will be used and the circumstances in which it will be disclosed. Information supplied in connection with your Passport application and/or Foal registration, will be passed by the Dartmoor Pony Society (Passport Issuing Organisation 826021) to the National Equine Database [NED].
NED is jointly operated by the National Equine Database Society Limited for Government and the GB equine industry.

There is a mandatory requirement that some horse passport based information about horse and owner must be passed to NED by Passport Issuing Organisations. The information required is likely to be: - Passport Identification Number, names of horse, date of registration, date or year of birth, date or year of death, breed, sex, colour, owner details (title; first Name; last Name; address; postcode), country of birth, date of passport issue. If available other information to aid identification such as BHD number, internal organisation reference number, microchip number, ancestry & keeper details should also be passed to the database (see Annex A). This information is being collected in order to provide a source of data that supports Defra’s veterinary disease control and surveillance activities. The information will also enable Defra to carry out its responsibilities regarding the implementation of the horse passport requirement. It will also facilitate strategic planning within the equine sector, assist in tracing the owners of straying, lost or stolen horses and reduce malpractice in the sale of horses and ponies. NED will also provide information for Defra-authorised research and evaluation. Defra will be the data controller for the mandatory information which will be processed for Defra by NED Society Ltd. The data collected for this purpose will be adequate, relevant and not excessive for the above purposes.

For the equine industry in general, the information passed to NED voluntarily by the industry will provide a comprehensive central archived source of Breeding, Evaluation and Performance [B.E.P] data which will enhance the quality of horses bred in Great Britain. NED Society Ltd will be the data controller for the B.E.P data and a full list of the information provided by the industry data suppliers in order to populate the B.E.P element will appear on the NED website when this is established (reference Annex B). BEP data will be accessible via a dedicated Internet website to other interested parties who will pay a fee to access the information. The horse passport based information provided may, in future, be used for research purposes or statistical analysis. Your personal data may be shared, if necessary, within the Defra family, other Central Government Departments, Non-Departmental Public Bodies and Local Authorities. Your personal details [i.e. name and address of horse owner] will be treated as confidential at all times and all data supplied will be kept secure. Your personal details will not appear on the commercial BEP website. Any enquiries from users of the BEP website will be directed to the organisation or society that forwarded the information to the National Equine Database.

In limited circumstances, Defra / NED Society Ltd or its agents may be required to release information, including personal data and commercial information, on request under the Environmental Information Regulations, the Code of Practice on Access to Government Information or the Freedom of Information Act 2000. However, neither Defra, NED Society Ltd nor its agents will permit any unwarranted breach of confidentiality nor will we act in contravention of our obligations under the Data Protection Act 1998.Defra / NED Society Ltd or its appointed agents may use the name, address and other details on your application form to contact you in connection with occasional customer research aimed at improving the services that Defra provides to you.

 

Mandatory data
Annex A
     
The required mandatory data is as follows. The appropriate reference in the Horse Passports (England) Regulations 2004 is in brackets.
     
Passport Identification [Section II (1)]; The Life Number which appears in the passport. This Number should be the Unique Equine Life Number (UELN) for those using this system for passports issued fairly recently. A list of UELN codes for Passport Issuing Organisations can be found at www.ueln.net.
Name(s) [Section II (2)]; Birth name; current name; other names1;other name 2
Date or year of birth [Section II (8)]
Country of birth [Section II (9)]
Date of year of death N.B. Where applicable and available from your records.
Breed [Section II (5]
Sex [Section II (3)]; If details kept. (a. stallion b. female c. gelding)
Colour [Section II (4)]
Owner details [Section I]; Title; First Name; Last Name; Address; Postcode. In cases of multiple or corporate ownership, the details of one nominated person is sufficient.
Date of Issue of Passport N.B. Where applicable and available from your records.
     
The required additional data (if available) to aid correct of identification for equines are:
     
Internal reference number if different from the life number in the passport.
BHD Number if a passport was originally issued by the British Horse Database and a new passport has now been issued.
Owner additional Details Telephone Number; Fax Number; e-mail address
Keeper Details Title; First Name; Last Name; Address; Postcode; Telephone Number; Fax Number; e-mail address
Ancestry data Sire Passport Identification Number, Sire PIO Code and Sire Name; Dam Passport Identification Number, Dam PIO Code and Dam Name.
Microchip number if inserted and the number is known
     
RABIES AND EQUINE DIVISION – AUGUST 2004.

 

Voluntary data
Annex B
     
The voluntary data that is requested to enable the National Equine Database to be a valuable tool to the whole of the equine industry as follows.
     
Breeder Details Title; First Name; Last Name; Address; Postcode; Telephone Number; Fax Number; e-mail address
Other Identifications (e.g. Freeze Brand; Tattoo Number)
Height entered in cms
Section of stud book Section of the stud book in which the horse is entered.
Country of birth  
Begat by (Artifical Insemination AI. Embryo Transfer (ET) or Natural Service (NS))
Ancestry Sire Passport Identification Number, Sire PIO Code and Sire Name; Dam Passport Identification Number, Dam PIO Code and Dam Name.
Grading Organisation; Place; Date; Grade level. aka: appraisal/licencing/approval
Performance Year; Discipline; Lifetime Cumulative Result; Annual Cumulative Result; Ranking. sport/competition/showing - home and overseas
Evaluations Date; Organisation Responsible; Discipline; Result
     
RABIES AND EQUINE DIVISION - AUGUST 2004

The requirements of the Voluntary Data section are presently being scrutinised by the Council of the Dartmoor Pony Society.

Members will be advised of their decision before any voluntary data is transferred to the National Equine Database.

SEPTEMBER 2004

In response to an article in Horse and Hound dated 26th February 2004, the following letter was sent by the Society’s Chairman, The Hon. Mrs. Mary Vanstone to clarify the position regarding Passports for Dartmoor ponies.

Click Here to view the letter (opens in new window).