As you may have read in the equestrian press, we have taken over the management & updating of
passports issued by the Gypsy Cob Society.
If you have a Gypsy Cob passport that requires updating, e-mail us at firstname.lastname@example.org
or telephone us on 01570 480090 between 10am & 4pm (office hours Monday to Friday) & we will be pleased to
help you. Please state your number clearly & slowly if the answering service takes your call and we will get back
to you shortly.
We also issue new identity passports to horses, ponies, cobs, gypsy cobs, donkeys throughout the UK
so long as they are not eligible for breed society registration.
EQUINE PASSPORT INFORMATION FOR PASSPORTS ISSUED AFTER 1ST JANUARY 2016.
PLEASE BE AWARE THAT AS FROM 1ST JANUARY 2016, HORSE PASSPORT LEGISLATION CHANGED. FOR THIS REASON,
WE CANNOT PROCESS 'OLD STYLE' NEW PASSPORT APPLICATIONS.
(this does not apply to passports already issued by GCS or LNSA of GB. For change of ownership guidance, please
scroll down) AS FROM 1ST JANUARY 2016, VETERINARY SURGEONS HAVE HAD TO COMPLETE A FULL SILHOUETTE ON NEW
STYLE FORMS WHICH CAN BE OBTAINED FROM THE OFFICE. AN OLD STYLE FORM RECEIVED AFTER 1ST JANUARY
2016 CANNOT BE PROCESSED. IF YOU HAVE A STOCK OF THESE, PLEASE DESTROY THEM & APPLY FOR THE NEW STYLE.
WITH IMMEDIATE EFFECT, IF YOU ARE APPLYING FOR A NEW PASSPORT FOR YOUR HORSE, PLEASE CONTACT
THE OFFICE FOR GUIDANCE. IN MOST INSTANCES, THIS DOES NOT APPLY TO GCS PASSPORTS SENT TO US FOR
REFURBISHMENT. IF YOU ARE IN DOUBT, PLEASE CONTACT US AND WE WILL BE PLEASED TO GUIDE YOU. SO IF YOU HAVE A GYPSY COB PASSPORT, PLEAE CONTACT US.
PASSPORTS ISSUED BEFORE 1ST JANUARY 2016 REMAIN LEGAL
The passport is a legal document which every owner of every equine must have. It is illegal not to have a passport
for your horse. You risk a substantial fine by not having a passport for your horse or failing to have your passport
updated into your ownership.
New owners by law have one month from purchase to change ownership into their name
We are a breed society for the Lipizzaner and a Passport Issuing Organisation ( PIO) for all equines including the
Gypsy Cobs. We issue passports to a high standard to ensure every equine that carries our passport is in a legal
position. We will not issue passports to equines registered with a breed society. Our passports are Identity Passports
which must not be confused with breed society documents.
Our office has been set up to carry out the correct issuing of passports since 2002 and has the latest, up to date facilities at
it's disposal. We will include sire & dam details if they are supplied by a known Gypsy Cob breeder / are already contained
in original Gypsy Cob Society passports. This is not studbook recognition.
We would like to assure owners of Gypsy Cobs that we take the issuing of correct and legal passports very seriously.
Equally, we consider the authentic bloodlines of these magnificent cobs to be very important and these lines should and
must be maintained. We understand the importance of genetics in The Gypsy Cob as we have to prove & maintain the lineage
of the Lipizzaner breed back over 450 years.
If you receive a passport from this office, you can have it legally overstamped by other societies of your choice.
GYPSY COB/ GYPSY COB SOCIETY - CHANGE OF OWNERSHIP
Please send your passport to the address below together with a covering letter stating your details, any changes to your
horse - i.e colt, now gelded, microchip ETC. We must be informed of where you purchased your horse from and will
require the full name and address of your seller plus any other relevant information.
If your horse has been microchipped subsequent to it's issue, we will need to see proof of implantation.
We also require 3 clear photos (10cm x 12cm approx or 4 inches by 5 inches) one showing the horse's face.
The horse must be recognisable from the photos. The photos do not need to be on photographic paper.
The current fee is £25 inclusive of 2nd class ordinary post. If you want it returned to you by recorded delivery send a stamped
addressed envelope with £3.50 worth of stamps attached or add £3.50 to the fee.
Please do not send an SAE with the Post Office gold sticker stamp as these are only valid for 2 days.
Cheques to be made out to LNSA of GB.
We accept paypal- email for details.
Make sure you are happy with your photo as it will form part of your refurbished GCS passport.
Your passport will be brought up to current standards.
If there is anything you do not understand or if you have questions, please contact us and we will be pleased to help you.
We will be pleased to supply you with an identity passport so long as the following are carried out:
~ A silhouette must be completed by your veterinary surgeon who will examine your equine to see if a
microchip is present. If no microchip is found then he must implant a chip of the approved standard.
Only silhouettes provided by us are acceptable and can be obtained by emailing us. We cannot accept
silhouettes provided by other PIO's. If your vet has implanted a new microchip, please obtain the bar codes
from him/her and send them to us together with completed paperwork. If a microchip is found, then we will
endeavour to ascertain if the horse had been previously issued with a passport by another PIO.
If we find that it has, then we cannot issue your horse with a passport and you will have to obtain a duplicate
from the original PIO.
~photograph, left, right, front of head showing forehead whorl. We will accept a single photograph if the
horse is recognisable from it. If in doubt, please send further photos. This may be necessary if the
horse is a solid colour with very few markings. For instance, if the horse has one white foot which has
not shown up in the photo, then another clearly showing it must be sent in.
~The horse/pony/cob/donkey must not be eligible for registration in the pure bred with verified breeding
studbook of a breed society.
Remember, the silhouette must be completed by your vet using our official forms which can be obtained
by emailing us at
email@example.com or firstname.lastname@example.org
or requesting forms by phone to 01570 480090
our address is:
LNSA OF GB
GCS GYPSY COB PASSPORTS DIVISION
PENCARREG. NR LAMPETER
CARMARTHENSHIRE, SA40 9QL
Our telephone number is 01570 480090
Below you will find the official statement from DEFRA, issued on 25th October 2010.
The Gypsy Cob Society's status as an approved breed society and Passport Issuing Organisation has lapsed, after the company ceased to exist.
Passports issued or updated before 25 October 2010 will remain valid.
The Lipizzaner National Stud Book Association of Great Britain will maintain existing passports issued by the Gypsy Cob Society. All enquiries should be addressed to:
Gypsy Cob Passports, Cilyblaidd Manor, Pencarreg, Near Lampeter, SA40 PQL Tel: 01570 480090.
If anyone has any questions about any of the above, please contact us and we will be very pleased to discuss your
particular problem/query. We can be e-mailed on email@example.com or phone us on
01570 480090. Our office is open between 10am & 4pm Monday to Friday.
OWNERS LEGAL RESPONSIBILITIES REGARDING HORSE PASSPORTS
Owners of equines have specific legal responsibilities under EU & UK Law. Failure to comply could result in the local authority enforcement officers- Trading Standards taking action to ensure compliance.
It is a legal requirement for all equines to be issued with a valid passport under EU and UK legislation.
Owners of equines who have not applied for a passport within the required timescale are committing an offence under the current Horse Passports Regulations . It is the responsibility of the horse owner to obtain a passport.
Applications for foal passports must be sent to the office within 6 months of birth or by 30th November of the year of birth, whichever is the later. It is advisable to send in applications in good time.If the office cannot produce a passport within the above timescale, the equine will be igned out of the human food chain.
If you apply for a passport after the equine is 6 months old, Section II will be completed by the office, irreversibly excluding the equine from the human food chain.
Microchipping of foals over 6 months and adult horses not previously identified is a mandatory requirement before a passport can be issued. The equine will be irreversibly excluded from the human food chain.
COMPULSORY MICROCHIPPING: It is a legal requirement for ALL equines to have a microchip implanted by a veterinary surgeon by 1st October 2020.
The microchip must be recorded in the passport , databases & other relevant documents by Passport Issuing Organisations (PIO's). Veterinary proof of microchip insertion will be required. The office will supply a form for this purpose upon request.
Remember, failure to correctly identify equines could lead to an unlimited fine. This applies to equines whatever their status. Even if they will never leave their field, they must still have an up to date passport and by October 2020, a microchip for every equine including those born before July 2009.
CHANGE OF OWNERSHIP (TRANSFER)
Change of ownership or change of permanent address of owner must be notified to the PIO by law. It is required that the physical passport be returned (tracked post advised) for updating & checking. You must inform the LNSA of GB of either of these occurrences within 30 days. It is a finable offence not to update your equine's details within the required timescale. From 1st October 2018, this became a legal requirement and is enforceable by Trading Standards.
The seller must give the passport to the purchaser at the point of sale. It is important that seller & purchaser complete the change of ownership form in the back pocket of the passport or request one from the office. The seller should be officially recorded as the owner. Sellers remember that if the new owner does not officially change the passport/ records into their name, the seller is still on the databases as current owner. Please encourage new owners to transfer within one month. It is not acceptable for sellers or new owners to write their details into the passport. The entry must be stamped with the official society stamp which is on record with, in the case of LNSA of GB, the Welsh Government.
We are required by law to keep the passport up to date and correctly completed at all times. This includes ownership, eligibility for slaughter for human consumption or otherwise, microchip details, status as registered or breeding & production & any other changes deemed necessary. Breeding and production means that the equine is not eligible for inclusion in an approved stud book.
SECTION II Part II or Section IX
If a veterinary surgeon completes and signs Part II of Section II or in older passports, Section IX, a scanned copy of that page must be submitted to the office for updating within 14 days of signature. You can send the passport to the office if you prefer. Phone, email, text or other communication other than the above is not acceptable.
Vets will require sight of the passport when prescribing many medications, including but not limited to, 'bute'. If bute or certain other medicines are prescribed, then the equine will be permanently excluded from the human food chain by the vet signing Section II Part 2 of passports issued after 1st January 2016 or Section IX in pre 2016 passports.
If the passport is lost or damaged, a duplicate or replacement may be requested by the owner. Upon thorough checks which will require a vet to complete an identity form, a duplicate or replacement will be issued. It will be stamped as duplicate or replacement & will be permanently excluded from the human food chain. If the original is subsequently located, it must be returned to the office.
A passport may be re-issued if it is fully bound, clearly legible, showing no signs of fraud but damaged in a way that compromises it's integrity. This includes minor errors made when first issued. The food chain status will remain unchanged from the original issue.
DEATH OF AN EQUINE
Upon the death of the equine, you must return the passport to the LNSA of GB within 30 days. We are required by law to invalidate the passport (and, if a microchip was implanted, the microchip number). You may however request that we return it once we have dealt with it.
Local authorities, usually Trading Standards are responsible for enforcing compliance. The Meat Hygiene Service (MHS) are responsible for enforcing checks at slaughterhouses. Government Legislation lays down penalties for non compliance.
THE PASSPORT SHOULD BE WITH THE HORSE - WITH THE FOLLOWING EXCEPTIONS:
· Stabled or at pasture and the passport can be produced without delay;
· Moved temporarily on foot in the vicinity of the holding and the passport can be produced within 3 hours. This includes being ridden/driven.
· Moved on foot between summer and winter grazing.
· Unweaned foals accompanied by their dam or foster mare.
· Moved under emergency conditions. This includes transportation.
If you are unsure of whether the passport should accompany the equine, err on the safe side.
The passport must be made available to your veterinary surgeon in order for the appropriate veterinary medicine to be discussed/prescribed.
The ‘keeper' is a person who is not the owner of a horse but is appointed by the owner to have day-to-day charge of that horse. A keeper with primary responsibility for the horse's day-to-day welfare should satisfy themselves that the horse has been correctly identified before agreeing to keep it. It is an offence to keep a horse without a passport.
Please contact the LNSA of GB office for further guidance if required.
We, as an Official Passport Issuing Authority, are obliged to pass certain information contained in Official Passports to the
Central Equine Database. This is a Government requirement and is mandatory. The information laid out below provides you
with an overview of these requirements and their connection with the Data Protection Act.
If you have any concerns regarding this requirement, please contact us by telephone on
01570 480090 or by e-mail.... firstname.lastname@example.org or email@example.com
General Data Protection
This Privacy Notice is effective from 25 May 2018 and explains the personal data that we collect from you and how we use your information.
The LNSA of GB is the data controller (referred to as “we”, “us” or “our” in this privacy notice) and we are responsible for your personal data.
Everything that we do with your data– for example storing it, working with it or deleting it – is referred to as processing.
The Data Protection Act controls how your personal information is used by organisations, businesses and the Government.
Everyone responsible for using data must make sure the information is:
· used fairly and lawfully
· used for limited, specifically stated purposes
· used in a way that is adequate, relevant and not excessive
· kept for no longer than is absolutely necessary
· handled according to people’s data protection rights
· kept safe and secure
· not transferred outside the European Economic Area without adequate protection
The LNSA of GB is committed to protecting and respecting your privacy. This document explains when and why we collect
personal information, how we process it, the conditions under which we may disclose it to others and how we keep it secure.
HOW DO WE COLLECT INFORMATION FROM YOU?
We collect data from you through a variety of different methods including:
• Direct interactions: You may provide data by filling in forms, by communicating with us by post, phone, email, our Facebook pages or otherwise.
• As a Passport Issuing Organisation (PIO), we obtain information about you when you apply for a horse passport or when you lodge
an existing horse passport with us.
WHAT TYPE OF INFORMATION IS COLLECTED FROM YOU?
Personal data means any/all information capable of identifying an individual. It does not include anonymised data.
We may process certain types of personal data about you as follows:
• Identity and Contact Data.
If you apply for a horse passport or when you lodge an existing horse passport with us as a PIO, we collect your personal data as
required by Article 38(1) of EU Regulation 2015/262. Other, non-personal, data will also be collected as part of the equine
passport application process, as required by Article 38(1) of EU Regulation 2015/262.
We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity,
religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your
health and genetic and biometric data. We do not collect any information about criminal convictions and offences.
HOW IS YOUR INFORMATION USED?
We will only use your personal data when legally permitted, where it is necessary for our legitimate interests
(or those of an official third party) and where we need to comply with a legal or regulatory obligation. This may include but is not exhaustive:
· carrying out our obligations arising from any contracts entered into by you and us.
· business as a Passport Issuing Organisation (PIO);
· seeking your views or comments
· notifying you of changes to our services
· sending you communications as part of your ownership requirements.
· In some cases, we process your personal data because you have given your consent.
mFor example, when you contact us and ask for help or information.
· where the processing is necessary for legal reasons
DISCLOSURE OF YOUR PERSONAL DATA
Who has access to your information?
We do not sell or rent your information to third parties but we must by law share your personal data as follows:
Basic information supplied in connection with your application will be passed by this organisation to Government Departmen
DEFRA and/or their appointed agents. Passport Issuing Organisations are required by law to supply this information to Defra and/or
agents appointed by Defra.
The minimum information required is: - Passport Identification Number, name of horse, date of registration, microchip number, 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 first
ownership, date of passport issue. Other information such as internal organisation reference number, ancestry & keeper details may also be
passed to Defra. The information will enable Defra to carry out its responsibilities regarding the implementation of horse passport requirements.
Defra or it's appointed agents will be the data controller for the mandatory information which will be processed for Defra as required.
The data collected for this purpose will be relevant and not excessive.
All personal data you provide to us will be stored securely, both physically and electronically, in accordance with requirements.
We have an information security process in place to oversee the effective and secure processing of your personal data and to prevent
your personal data from being accidentally lost, used ,altered, disclosed or accessed in an unauthorised way,
We review our retention periods for personal information on a regular basis. We will only retain your personal data for as long as necessary
to fulfil the purposes we collected it for. We have a legal obligation to hold/process your personal data to comply with the law.
Under Defra's Minimum Operating Standards for Passport Issuing Organisations- PIO's (November 2015) the current regulations require
that PIO records must be kept for a minimum of 35 years or a minimum of two years from the death of the recorded animal.
STOLEN OR STRAYING EQUINES
We might need to contact you if we are informed an equine registered in your name has been stolen or strayed.
This process is necessary for ours and/or the legitimate interests of a third party and or for us to perform a task in the public interest.
YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
• Request access to your personal data
• Request correction of your personal data.
• Request erasure of your personal data subject to our legal obligations.
• Request restriction of processing your personal data.
• Right to withdraw consent.
• Right to be forgotten
You can see more about these rights at: www.ico.org.uk
We will respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly
complex or you have made a number of requests. To ensure that such information is provided to the correct person, we will require proof
of identity such as a copy of a recent utility bill or bank statement, copy of passport or driving licence.
WEBSITE & SOCIAL MEDIA
We do not collect or store information about you and your browsing habits through our website or social media.
Our website may include links to third-party websites. Clicking on those links/enabling those connections may allow third parties to
collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements and
We are committed to protect the privacy of children under the age 16. For those aged under 16‚ parent/guardian's permission beforehand
is required before we accept information from a minor.
RIGHT TO COMPLAIN
If you are not satisfied with the processing of your personal data you should contact us via email or post in the first instance.
If we do not resolve your complaint you also have the right to complain to the supervisory authority if you consider that the we are in
breach of your data protection rights. The supervisory authority is the Information Commissioner’s Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. https://ico.org.uk/
The Lipizzaner National Studbook Association of Great Britain will not disclose information regarding it’s owners/keepers to any third party in the
day to day running of it’s business unless requested to do so by Defra or a third party acting on behalf of Defra, local authorities, police and other
enforcement bodies. Any questions regarding Data Protection and the way it is used by LNSA of GB should be directed to our Registered Office.
If personal information is requested by any party other than official authorities, we will contact the person whose details are being requested,
ask permission for that information (usually address and/or telephone number) to be released and act according to the answer given.
Review of this Policy
We keep this Policy under regular review & from time to time we may need to make changes to it, for example, as a result of
Government legislation or other changes in data protection laws. For these reasons, you should check our website periodically.
LNSA of GB. Cilyblaidd Manor, Pencarreg, Nr Lampeter, Carmarthenshire, SA409QL.
Tel: 01570 480090
INCORPORATED BY COMPANIES HOUSE AS LIMITED COMPANY NO. 442448
Passports Complaints Procedure
It is the policy of the Lipizzaner National Stud-Book Association of Great Britain that any complaints (specifically
concerning Passports) are dealt with in the following manner:
i) That written acknowledgement of receipt of the complaint or appeal will be provided by return;
ii) Written confirmation to be provided within 15 days of how the complaint is to be dealt with;
iii) Written confirmation of the outcome, including any procedures to appeal that outcome.
PASSPORT CHANGES - 2014:
1st Feb 2014:
Changes to the storage of data and how passports are issued by PIOs, guidance for horse owners, business continuity
and activity requirements - HOW THIS WILL AFFECT YOU - breaches of the Passport Regulations must be reported by
PIOs to the Local Authorities. Guidance for applicants have been added to our website.
PASSPORT CHANGES - 2016
PLEASE BE AWARE THAT AS FROM 1ST JANUARY 2016, HORSE PASSPORT LEGISLATION CHANGED.
AS FROM 1ST JANUARY 2016, VETERINARY SURGEONS HAVE HAD TO COMPLETE A FULL
SILHOUETTE ON NEW STYLE FORMS WHICH CAN BE OBTAINED FROM THE OFFICE.
ANY OLD STYLE FORM RECEIVED AFTER 1ST JANUARY 2016 CANNOT BE PROCESSED. WE WERE STILL IN
2018 RECEIVING THESE OUT OF DATE FORMS.
WITH IMMEDIATE EFFECT, IF YOU ARE APPLYING FOR A NEW (as opposed to Gypsy Cob Society
passport for refurbishment) PASSPORT FOR YOUR HORSE, PLEASE CONTACT THE OFFICE FOR GUIDANCE.
Anyone who has the 'old style' forms, either paper or electronic, is advised to dispose of them as
we cannot accept them for processing.
Please apply to the office for new forms which must be fully completed by your veterinary surgeon
and he/she must complete the silhouette in full. You may complete the silhouette yourself prior to
your vet's visit but he/she MUST check it and if satisfied with the standard and he she must sign and stamp
it accordingly. All writing must be easy to read as we are required to re-type it for inclusion the the new
In general this does not apply to GCS passports for refurbishment unless there is a valid reason for
us requesting a new silhouette.
Breaches of the Passport regulations
Any offence under or breach of the Regulations must be reported by ourselves to the horse passports enforcement authority.
Upon receipt of information the enforcement authority will record it and assess whether enforcement action is appropriate.
The information will, if necessary, be passed to the enforcement authority for the area in which the offence may have taken
place. Follow up action by enforcement authorities will be in line with the individual enforcement authority's policy.
By Law we have to report the following:
i) Where a passport is applied for outside of the statutory time limit (6 months of birth or before 31 December in the year
of birth, whichever is the later) – Equine details and owner details should be supplied via telephone/email or post.
ii) Where a passport is applied for when one already exists for that animal – A copy/scan of the application form is supplied
via email or post.
iii) Failure of a new owner to update owner details within a maximum of 90 days – Equine details and owner details is supplied
via telephone/email or post.
iv) Signs of unofficial changes to passport details, tampering or fraud will be discussed with the enforcement authority for
v) Where a rump sticker is issued and the equine it is applied to is not slaughtered or issued with a passport within 30 days.
Note that rump stickers may only be issued to specific animals as outlined in the horse passport regulations.
vi) Where a rump stickered equine has been slaughtered more than 7 days after the date on the rump sticker.
Further information can be viewed at www.lipizzanerhorse.org