This Privacy Policy applies to information we, UK Spaniel Rescue, collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it. As well as this applying to you, in addition, in your role as volunteer, you must ensure that you adhere to this at all times. This is a legal requirement as set out by the Government and is subject to a fine if not adhered to
If you have any comments or questions about this notice, feel free to contact us at hello@ukspanielrescue.co.uk
5.1 Personal data that we process
The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed
| Purpose | Data (key elements) | Basis |
|---|---|---|
| Enquiring about our organisation and its work | Name. email message | Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect |
| Subscribing to email updates about our work | Name, email | Consent – you have given your active consent |
| Making a donation | Name, email, address, payment information | Legitimate interests – this information is necessary for us to fulfil your intention of donating money |
| Signing up as a Supporter | Name, email, address, payment information | Contract – you have entered into an agreed relationship with us to retain your details for the purpose of receiving newsletters / cards |
| Website functionality | Website activity collected through cookie | Website activity collected through cookie |
| Applying to adopt | Name, address, email, contact numbers and further information as requested on the adoption application form | Legitimate interest – this information is necessary for us to assess your suitability to adopt the dog applied for, to organise home visits and references and for your expectation of the process to be delivered; to confirm your identity and address and for the safety of our volunteers |
| Applying to foster | Name, address and further information as requested on the foster application form | Legitimate interest – this information is necessary for us to assess your suitability for foster a dog from us, to organise home visits and references and for your expectation of the process to be delivered; to confirm your identity and address and for the safety of our volunteers |
| Buying merchandise | Name, email, address, payment information | Legitimate interests – this information is necessary for us to fulfil your intention of purchasing merchandise from us and your expectation of receiving the items paid for |
| Applying to volunteer | Name, email, address, contact number and further information as requested on the volunteering form | Legitimate interest – this information is necessary for us to assess your suitability to volunteer for us and for your expectation of being able to volunteer for us; to confirm your identity and address and for the safety of our volunteers |
| Applying for your dog to be rehomed by us | Name, email, address, contact number and further information as request in the Intake form | Legitimate interest – this information is necessary for us to assess the circumstances of your request, and assess your dog, and for your experience of the process to be delivered; to confirm your identity and address as the registered keeper of the dog and for the safety of our volunteers |
5.2 How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy
For example, we may use your personal information to:
● reply to enquiries you send to us;
● handle donations or other transactions that you initiate;
● where you have specifically agreed to this, send you marketing communication by email relating to our work which we think may be of interest to you
5.3 When we share your data
We will only pass your data to third parties in the following circumstances
● You have provided your explicit consent for us to pass data to a named third party;
● We are required by law to share your data
● To our insurers in the event of a claim
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation
5.4 How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
The length of time your data will be kept will be dependent upon the purpose for which it was supplied –
| Purpose | Time kept |
|---|---|
| Enquiring about our organisation and its work | Deleted once the enquiry has been dealt with appropriately except where we feel the enquiry is in relation to issues that may require further investigation for the welfare of animals / UK Spaniel Rescue dogs and it is legitimate for us to do so and / or we are legally required to do so, in which case they will be stored until investigation / legal proceedings have been completed |
| Subscribing to email updates about our work | Until consent is withdrawn |
| Making a donation | For 12 months for accounting purposes / Gift Aid information will be stored for 7 years as required by HMRC |
| Applying to adopt | If the adoption does not go through the information will be deleted immediately or, at your request, be kept for a further month pending further interest in other dogs. If you adopt the dog, your information will be stored for 10 years |
| Applying to foster | If the application is not successful your information will be deleted immediately. If successful your information will be kept for the durations of you actively fostering for us and for 6 months afterward unless you wish to cease fostering when it will be removed immediately |
| Buying merchandise | For 12 months for accounting purposes |
| Applying to volunteer | For the duration of your actively volunteering for us |
| Applying for your dog to be rehomed by us | If the process isn’t concluded, information will be stored for 1 month in case of further requests to help or will be removed immediately at your request. If the dog is taken into our care, your details will be retained for 10 years |
5.5 Rights you have over your data
You have a range of rights over your data, which include the following:
● Where data processing is based on consent, you make revoke this consent at any time and we will make it as easy as possible for you to do this (for example, by putting ‘unsubscribe’ links at the bottom of all our marketing emails)
● You have the right to ask for rectification or deletion of your information
● You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed
A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us
We sometimes take photographs of volunteers for use on our social media platforms. If you’d prefer we didn’t use your image, please make sure you let your supervisor know and we will respect your wishes
If you share photos in a UK Spaniel Rescue Social media group we will deem you have consented for your photograph to be used by UK Spaniel Rescue on their website, social media, publications or any other forum as required.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allows the maximum access to your rights while continuing to deliver as many services to you as possible
5.6 Modifications
We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.
The person responsible for this policy/procedure is: Andrea Phillips
This policy has been approved by the Board of Trustees.
Policy approved date 22nd October 2024
This policy is reviewed on an annual basis by the Board of Trustees.
Next Review due: October 2025