National Great Dane Rescue: Privacy Notice
What is the purpose of this document?
National Great Dane Rescue is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during and after your relationship with us, in accordance with the General Data Protection Regulation (GDPR) and Data Protection Act 2018. It applies to everyone whose personal data we process in our capacity as “data controller”.
We are National Great Dane Rescue, a charity registered at the Charity Commission with charity number 289344. You can contact us at Rumsey Farmhouse, Black Dog Hill, Calne, Wiltshire SN11 0LX, telephone 01249 720881 or email firstname.lastname@example.org.
This notice is not contractual and we may update it at any time.
Data Protection Manager and Contact details
We are not required to have a Data Protection Officer but we have appointed Helen Tarry as our Data Protection Manager (DPM). If you have any queries about this notice or our use of your personal data, or if you wish to request to opt out of specific processing or exercise any rights, please contact her using the contact details above.
Our collection, use and transfer of your data
Dog owners, foster carers and adopters
We keep a record of the names, telephone numbers and email and postal addresses of people who ask us to rehome their dogs and adopters, for our legitimate interest in protecting those dogs.
Please note that your details should be on the microchip register and could be accessed by those authorised to access this register. We cannot accept any responsibility for this.
Members and volunteers
We keep a register of members, including telephone numbers and email and postal addresses for our legitimate interest in keeping you updated, inviting you to meetings, requests membership renewals, and providing rehoming information and details of any charity changes.
We also have a register of volunteers for our legitimate interests in carrying out our services including re-homing dogs.
Donations can be made via Paypal or directly with us. We retain the name, address and signature of donors for us to claim gift aid where applicable, to comply with our legal and regulatory requirements.
Our magazine is only sent to members and sponsors. You can unsubscribe to these at any time by contacting us. The data is processed for our legitimate interest in promoting our work and looking for new adopters.
Suppliers and general stakeholders
We also collect information about many other people, mainly in the form of contact details (name, job title, organisation, address, e-mail address and telephone number, as well as other information from e-mail signatures and footers) of people interested in our charity or services, contacts at suppliers and potential suppliers, people within the industry and other stakeholders. This information is usually provided directly from you and may be used for the legitimate interest in communicating with you in relation to specific issues or products that you are involved in, or matters that you might be able to assist with. We may also contact you to keep in touch or make introductions.
Enquirers and complainants
We keep the details of any enquiries and complaints for our legitimate interest in responding to that enquiry or complaint and trying to improve our charity following any upheld complaint.
All: Other organisations that may see your data
Our banks, insurers, solicitors, accountants and other advisers are also entitled to obtain specific data on request as part of our compliance checks and legal obligations, although they rarely need specific personal data. We may provide personal data to our solicitors to the extent relevant to our instructions to them. Any personal data may be held and used for establishing, exercising or defending legal claims.
Our IT software and management providers and hosts may have access to your data in relation to the provision of their services, but with no authority to use or disclose it.
We may also disclose your Personal Data if we believe such action is necessary, for example to conform with a legal requirement, protect and defend our rights or property or to protect the interests of our members or users.
All: Special category personal data such as health information
“Special categories” of particularly sensitive personal information, being data relating to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for identifying people, health information and data concerning sex life or sexual orientation, require higher levels of protection.
We may collect, store and use this information if you provide it to us and consent to us using it for a specific purpose, where it is necessary to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public. We may collect, store and use information about your health where it is useful to ensure your safety whilst you are on our premises.
All: Criminal convictions
We will not store or use information about any criminal convictions and offences, unless you have provided your consent to it.
All: Future transfer
We may share your personal information in the context of our legitimate interests in a possible transfer or restructuring of the charity. In this situation we will, so far as possible, share anonymised data with the other parties before the transfer completes. Once the transfer is completed, we will share your personal data with the other parties if and to the extent required under the terms of the transaction.
Use of our website
When you visit our website, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the website, we collect information about the individual web pages that you view, what websites or search terms referred you to the website, and information about how you interact with the website. We refer to this automatically-collected information as “Device Information.”
We collect Device Information using the following technologies:
- “Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.
- “Log files” track actions occurring on the Site, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.
- “Web beacons,” “tags,” and “pixels” are electronic files used to record information about how you browse the Site.
We also use Google Analytics to help us understand how people use our website – you can read more about how Google uses your personal information here: https://www.google.com/intl/en/policies/privacy/ . You can also opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout .
Transferring information outside the UK
The only cloud-based service we use operates from data centres based in the UK, so your data is not transferred overseas.
Right to withdraw consent
In the limited circumstances where you may have consented to the collection, processing and transfer of your personal information for a specific purpose, you may withdraw your consent for that specific processing at any time. To do so, please contact our DPM. We will then no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
If you fail to provide personal information
If you fail to provide certain information when requested, we may not be able to continue our relationship with you, depending on the specific data, why we need it and what risks the provision of it poses to your rights and freedoms. For example, if a supplier fails to provide contact details of its finance department or the details needed for payments, we may not be able to pay them.
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. Please note that we may process your personal information without your knowledge or consent, where this is required or permitted by law.
You will not be subject to electronic decision-making without human intervention that will have a significant impact on you.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. However, unfortunately, the transmission of data via the internet is not completely secure and we cannot guarantee the security of your data transmitted to our site, and transmission is at your own risk.
How long will we use your information for?
Dog owners and adopters
We hold personal data about dog owners and adopters until we are satisfied that there is no longer any purpose for retaining it. This is usually seven years after the re-homing, to cover off any legal or financial issues that might arise during that period.
Membership data is retained for up to three years after you cease to be a member.
Donation data is retained for six years.
We will keep you on our mailing list until you cease to a member or sponsor, or until you ask us to remove your name from it, if earlier. We may still retain your data after you have come off our mailing list, if there is appropriate reason to do so.
Suppliers and general stakeholders
We will hold your personal data until we are satisfied that there is no longer any purpose for retaining it. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Enquirers and complainants
Enquiry and complaint data will be stored for up to one year from the date of its resolution. A complaint itself may be retained after that time on an anonymous basis if we feel that it would be useful for improvement and training purposes.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
Rights of access, correction, erasure, and restriction
You have a number of rights under the GDPR:
- the right to access personal data we hold;
- the right to ask us to rectify or complete our records;
- the right to ask us to delete personal data;
- the right to object to us processing your personal data;
- the right to restrict our processing; and
- the right to ask us to transfer your personal data to another organisation.
These are not absolute rights and are subject to specific conditions and depend on our processing purposes. If you are interested in using any of these rights, please contact our Data Protection Manager. You will not usually have to pay a fee to exercise any of these rights.
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
If you are unhappy with any aspect of our processing of your personal data, we ask that you talk to us about it first, using the contact details set out above, and discuss your concerns with our DPM. If you are not satisfied with the outcome, you may lodge a complaint with the Information Commissioner’s Office.