Registrations of the Issue and Ongoing Management of Horse Passports


Legal Responsibilities of Owners in relation to Equine Passports


Please read the following information carefully and thoroughly as it applies to all owners of equines.

Passports


It is a legal requirement for all horses and ponies to be issued with a passport. Horse Passport law is governed by the commission Regulation EC 504/2008, and in England by the Horse Passport regulations 2009, and where applicable, any subsequent amendments or successors to these regulations. Passports are required throughout the EU for identification, effective disease control and in order to protect the human food chain.

Owners and keepers with primary responsibility must ensure their horses are correctly identified and be able to produce the passport without delay when required. All horses, ponies, donkeys and other equidae are required to have a passport from 6 months of age, or by 31 December in the year of their birth, whichever is the later.

A horse's passport must be kept with him at all times. This includes any time the horse leaves the yard, such as to go to a show, on loan or away for schooling. It is illegal to travel a horse without their passport, unless they are being transported for emergency veterinary treatment. The passport must be produced within three hours of it being requested by enforcement agencies. The passport may be requested at any time but the most common situations where a horse's passport will be requested include:

  • when the animal is moved into or out of Great Britain
  • when the animal is used at a competition
  • when the animal is moved to new premises
  • when the animal is presented at a slaughterhouse for slaughter
  • when the animal is sold
  • when the animal is used for breeding purposes.

The passport must accompany the horse at all times, except:

  • when stabled or on pasture and the passport can be produced without delay
  • when it is moved temporarily on foot in the vicinity of the holding and the passport can be produced without delay
  • when it is moved on foot between summer and winter grazing and the passport can be presented at the holding of departure
  • un-weaned and accompanied by its dam or foster mare
  • when it is participating in training or competition which requires them to leave the event venue
  • when moved or transported under emergency conditions.

Vets will require the passport when prescribing many common veterinary medicines, (for example "Bute") and will ensure the horse in question is then permanently excluded from the human food chain by signing Part II of Section IX of the passport.

The Meat Hygiene Service (MHS) is responsible for enforcing the checks carried out at slaughterhouses, and Local Authorities (Trading Standards Departments) are responsible for enforcing the law elsewhere. As with all government legislation, there are penalties that may be applied by the courts for non-compliance. Most offences have a fine of up to £5,000, two years' imprisonment or both. (cont)

Applications for equine passports can only be accepted for micro-chipped animals and the owner or keeper must ensure that the equine does not already have an existing passport. When the passport is received, it should be carefully checked to ensure all the details are correct, and then signed where required on the owner's page.

No animal may have more than one passport. Passports are the property of the Passport Issuing Organisation (PIO) and the passport must be returned to the issuing PIO:

  • If the animal changes ownership (within 30 days)
  • If any alterations are required (for example: update of adult colour, castration)
  • If extra pages are required for vaccination records, etc
  • If the document is damaged
  • When the animal dies (within 30 days).

Late Passports


Passports may still be acquired for horses older than the passport deadline, provided there is no existing passport for the animal. Applications should be made to the appropriate PIO for the breed of the horse and should include appropriate checks and fees. Before the passport is issued to the owner, the issuing PIO will sign Part II of Section IX to permanently exclude the horse from the human food chain.

Duplicate Passports


If the passport is lost, a duplicate may be requested from the original PIO. On receipt of appropriate fees and checks, a duplicate passport may be issued, in which Part II of Section IX will have been signed by the PIO, to permanently exclude the animal from the human food chain. The duplicate passport will be stamped as a duplicate, and should the original passport ever be found, it must be returned to the issuing PIO immediately.

Transfers of Ownership


The horse passport does not constitute proof of ownership of the horse. However, it is a requirement under the Horse Passport (England) Legislation to register a change of ownership with the relevant PIO within 30 days of acquiring a horse. The issuing PIO may require a completed transfer form and fees. There is no exemption for dealers that sell a horse within 30 days of purchasing it.

It is an offense to sell a horse without a passport. Sale of any horse should not be completed if the passport has not been provided. The passport must match the horse in question. If the purchaser does not receive the horse’s passport, they will also be committing an offence when transporting the horse to its new home.
Transfer Form

Return of the Passport


In the event of the death of any horse, the passport must be returned to the issuing PIO for cancellation within 30 days of the death. Owners may request the return of a passport following cancellation. Any such returned passport will be clearly stamped 'invalid' to prevent any fraudulent use. Where a horse is sold to a slaughterhouse, the occupier of the slaughterhouse will give the passport to the official veterinary surgeon who will return it to the PIO concerned directly.

Application for a Dales Pony Society Passport since 2014


Application for a passport for a Dales pony, or a Part-bred Dales should be made using the current registration forms. All applications for the registration of pure-bred and part-bred Dales foals must be received on or before 31 December in the year of their birth. Late registrations of pure bred Dales are subject to DNA parentage testing to prove parentage at the expense of the applicant, and also payment of the late registration fee. If the application for a passport is received after 31 December in the year if birth, Part II of Section IX of the passport will be signed and stamped by the Society, irreversibly removing the animal from the human food chain, as required by horse passport legislation.

The identification diagram on the application form must be completed by a registered veterinary surgeon. The vet will also implant a microchip into the animal concerned, having first checked for evidence of any previously implanted micro-chip. The position of the micro-chip should be noted on the Identification diagram. The vet should also collect, verify and sign two mane hair samples for DNA records, one from the foal being identified, and one from the dam of the foal. The identity of the dam should be checked against its micro-chip and passport, or in the case of mares foaled prior to 1/1/1998, its passport only.

The form should then be sent to the Society, together with the required fee for registration, the two DNA hair samples collected by the vet, and the stallion service certificate. Failure to provide any of these requirements correctly may lead to delays in issuing the passport.

Registration


Dales foals are eligible for registration only if both the sire and dam are registered in the Dales Pony Society stud book and it complies with all current conditions for registration, as set out in the rules and regulations of the Dales Pony Society. A copy of the rules of registration is available from the Society, and also on the website www.dalespony.org

Ponies will be registered in the appropriate section of the studbook, according to the rules of registration.

Part-bred Dales are eligible for registration only if they can prove a minimum of 25% recorded Dales pony breeding. There is no up-grading from the part-bred register to the pure stud book.

Any registration queries should be made to the Office, Monday - Friday, 10.00 am - 4.00 pm

Registration forms and fees should be sent to: Dales Pony Society, Green Farm, Stocksbridge, Sheffield, S36 4GH

Tel: 0114 2885869

Email: info@dalespony.org Website: www.dalespony.org

Non-discrimination between members


In order to comply with zootechnical legislation, the Dales Pony Society declares that it does not discriminate between members.

The Data Protection Act


Under the terms of the Data Protection Act the Society has a responsibility to inform data subjects (pony owners) about the intention to collect data (which includes personal information relating to a pony owner's name and address) and how that data will be used. Information supplied in connection with your application and other horse passport based information about horse and owner is held in order for the Society to carry out its mandatory requirements as a passport issuing organisation. From time to time the Society is required to make such information available to Defra and recognised enforcement authorities in order that they may carry out their responsibilities regarding the implementation of the horse passport legislation. The Society will also publish the data in the Dales Pony Society Stud book.

Complaints and Appeals Procedure


Background


The Dales Pony Society encourages the preservation and breeding of Dales ponies and manages the stud book. It is also a passport issuing organisation recognised by Defra.

The Society works hard to provide a good service to its members, breeders, owners, and the public, but occasionally you may think it has got something wrong. It wants to be able to deal with any complaints as quickly as possible in order to resolve issues. This document provides information about how the Society will consider any complaints made in relation to registrations and the issue and ongoing management of passports.

Registration of Dales ponies into the stud book is regulated by 96/78/EEC. Policies are set out in the Society's Rules of Registration and the Introduction of each volume of the published Stud Book. The current passport legislation is EC504/2008 and the 2009 Horse Passports (England) Regulations.

The Society publishes a registration form containing Registration Guidance and Fees for 2014 Foals. By signing the registration application form you confirm that you abide by the terms and conditions set out in that document. Please ensure that you are familiar with all the above documents.

What is a complaint?


A complaint is an expression of dissatisfaction or concern made in writing by letter or email, relating to the Society's action, inaction or standard of service in connection with the registration of ponies and the issue and ongoing management of passports. An initial approach may be made verbally, in person or by telephone, but it must be followed up in writing. Your name and contact details must be included. The Society does not act on anonymous letters.

You cannot complain if you:

  • are making an initial request for a service;
  • have failed to meet required deadlines;
  • have failed to supply all required information;
  • have failed to pay all required fees.

You cannot complain about loss or delay caused by the actions or inactions of third parties beyond the control of the Society. Examples would be (but are not limited to) industrial action or loss of items in the post caused by your failure to use Recorded Delivery as recommended by the Society.

Time Limits


You are strongly advised to inspect your passports carefully and immediately on receipt. Any complaint must be timely and normally the Society will not be able to consider as a complaint a problem that occurred more than 6 months ago. If it is to consider matters raised after that time, complainants will need to provide strong reasons why the issue was not raised earlier.

Investigation


The Society will acknowledge receipt of a complaint by return.

You will be advised at that time of the date of the next meeting of the Council where the complaint will be dealt with.

Following that Council meeting you will receive written confirmation of the Council's decision.

If the Society is at fault it will apologise, explain how the problem occurred and the measures taken to prevent it happening again.

The item will appear in the minutes of that meeting and appropriate records will be kept. You have the right of access to electronic information held on you and other rights under the Data Protection Act.

Appeals


If you are not satisfied with the decision you have the right to make an appeal to the Council. This appeal must be made in writing, and confirmation of receipt will be acknowledged by return. The appeal will be heard by the Chairman and two other people, who may or may not be members of the Council, and who may or may not have been involved with the original decision.

Contact


Please address your complaint "For the attention of the Council" and send to:

The Secretary, Dales Pony Society,Green Farm, Stocksbridge, Sheffield, S36 4GH

Or by mail: info@dalespony.org