Data protection At Hope Rescue we take in dogs, mainly strays from Local Authority pounds who would otherwise be destroyed after completing their statutory 7 days in the pound. Our ethos is that “no-one gets left behind irrespective of age, breed or medical condition". We also take in dogs from owners who can no longer care for them. We pride ourselves on the quality of care each rescue dog receives. Hope Rescue was established in 2005 and is registered as a charity (charity no. 1129629), as a business (company no. 06833205) and as a trading company Hope Rescue Enterprises Ltd (company no. 10632674). Our registered office for the charity and business is Hope Rescue, Old Llanharry Road, Llanharan, CF72 9NH. The registered address for the trading company is Hope Rescue, 77 Taff Street, Pontypridd, CF37 4SU. We care about dogs and we also care about you. We want you to feel confident about your information and how we use it when you use our services or support our work. We are committed to complying with the requirements of the Data Protection Act 2018, and this Privacy Policy sets out how Hope Rescue uses your information to help further our work in protecting dog welfare. Please read this policy carefully, to understand how we collect, use and store your personal information. If you have any questions about how Hope Rescue processes your information, please get in touch by email: [email protected] or by telephone: 01443 226659. Types of personal data we collect Depending on your interaction with Hope Rescue, we’ll collect the following types of information about you: Your contact details, such as name, postal address and email address Your date of birth Your financial information such as bank account details Your Gift Aid declaration A record of our communications with you Your communication preferences Your giving history Your interests, and reasons for your support Information collected as part of our rehoming service, such as details relating to your personal circumstances Information about your dog, such as their behaviour, medical conditions and treatments as part of the surrender process Your next of kin details, for example if you are participating in a Challenge Event Photography and videography, such as images at events, case studies and other marketing materials Sensitive information Under data protection law, certain categories of personal information are recognised as sensitive. Hope Rescue will sometimes collect sensitive personal data in connection with our rehoming services (for example to ensure that the right dog is rehomed with you), where you volunteer or apply for a job with us or when we take in a dog under our Canine Respite scheme. In these cases we will obtain your consent to process this data, or alternatively ensure that we have a valid legal basis for doing so, such as when it is in the substantial public interest. Where does this information come from? Most personal data we process is given to us directly by our supporters, customers and volunteers during their interactions with us. We may also receive your personal information when you donate to Hope Rescue through third-party services such as Just Giving. In addition, we may sometimes conduct research using third party sources, as set out in the analysis of your information section below. How we use your data In simple terms, your personal data may be used to help us effectively deliver our charitable services or to help us raise funds for those charitable services. We have summarised below the different reasons why we do this (these are often referred to as ‘purposes’). How we use your data for these purposes will depend on the nature of our relationship with you. Category Examples of purposes for which we collect, store and process your data Rehoming Dogs If you have registered to rehome a dog from us we will use the information you provide us to help us find you the right dog To provide you with aftercare services once you have rehomed a dog To communicate with you regarding our wider work and how you might support Hope Rescue in other ways Taking in dogs (including canine respite) If you have contacted us to permanently surrender your dog to us, or for us to temporarily care for through our respite scheme, we will use the information you provide us to establish how we can best look after your dog whilst in our care If you have surrendered your dog, to assess how we might safely rehome your animal or transfer to one of our partner organisations. To enable us to meet the relevant legal requirements where they apply to dogs brought into our care Reporting lost or found dogs To register details of lost or found dogs for the purpose of reuniting dogs with their owners Receiving and reuniting stray dogs To register details of finders of stray dogs, and owners claiming stray dogs, to ensure relevant legislation is complied with and to fulfil our contractual obligations to the Local Authorities we hold stray dog contracts for Boarding dogs To enable us to provide your dog with the appropriate care during their stay To communicate with you regarding your dog whilst it is in our care To keep you informed and updated about our boarding services Paddock bookings To process and confirm your booking To keep you informed and updated about our paddock provision Volunteering To enable us to recruit volunteers To support and train volunteers and ensure their safety To enable us to communicate with volunteers regarding their volunteering work, the wider work of Hope Rescue, and how they might support in other ways Marketing and Fundraising To send you marketing including Hope Rescue news, updates about our dogs, general information about rehoming, volunteering and various ways you can support Hope Rescue, including fundraising, events and campaigning To efficiently raise the fundraising income to allow us to help the dogs in our care To manage, facilitate and record financial transactions associated with fundraising To manage events and fundraising activities To manage Hope Rescue kennel sponsorship To ensure that as many supporters as possible maximise the value of their donation through Gift Aid Legacies / gifts in wills If you have got in touch with us about leaving us a legacy, we will manage and administer your legacy pledge Events To process registration fees, sponsorship and administer events To collect and store images and videography with the purpose of promoting future fundraising events Media & PR Contacting you about press enquiries, social media and case studies to help promote our work Analysis, targeting and segmentation To better understand our supporters and allow us to send you messages and marketing that are optimised for you and tailored to you, and to find more people like you Donations To process your donation and send you a thank you letter We may also use your personal information for the recovery of Gift Aid (where you have completed a Gift Aid declaration) Retail trading and online purchases To fulfil orders for goods and services Enquiries To enable us to record, consider and reply to enquiries Research To send you surveys To carry out research in relation to our supporters and services Employment To enable us to select and recruit staff Photography / videography To archive and store images and videos for historical interest and event promotion Rehoming When you rehome one of our dogs we ask you to provide us with information about your home, personal circumstances, and in some cases health or mobility requirements so that we are better able to match you with a dog that is going to best meet its, and you or your family’s needs. Surrendering a dog to us When you bring in a dog that you would like to be rehomed we will also ask for certain information about the dog and you. This may include the reason or circumstances that led to you needing to rehome your dog, and any information about your dog's behaviour towards yourself and others in the household that will help us with their care or onward rehoming. We also ask for this information so that we can comply with the relevant legal requirements when rehoming a dog such as establishing the legal ownership of dogs or updating microchip details. Volunteering Volunteers provide invaluable support across all aspects of Hope Rescue. Where you have provided us with your information to volunteer, we process this to recruit volunteers (for example, by reviewing volunteering applications), support/train volunteers and communicate with you generally about the work we do to ensure that you are kept well informed about Hope Rescue, your own volunteering and how you can get more involved. Volunteers may have expressed a desire to work in a specific role. In order to facilitate this we may, in some cases, collect sensitive data about you so that we can ensure that you are matched to the most appropriate volunteering role, meet any access, health or dietary needs you may have and to monitor equality and diversity. Marketing and fundraising Hope Rescue’s marketing activity helps to find more dogs permanent and loving homes, and helps us to raise the income to provide a high quality of care and deliver our services. Our marketing activity also helps us to provide help to dogs beyond our gates, such as through our community engagement work, educational and campaigning activity. Hope Rescue will seek your consent to send you marketing via email, post or phone. If you choose to hear from us in this way, you’ll receive news about our activities, updates about our dogs, and general information about rehoming, volunteering and various ways you can support. Hope Rescue, including fundraising, events and campaigning. Examples include regular newsletters via email, invitations to our events, and email updates on our campaigning activity Hope Rescue will rely on legitimate interests to send you marketing and fundraising communications by post, if you have provided a postal address. We would like to contact you by post with communications we believe you’ll be interested in, but you do not have to receive these communications from us. If you would prefer us not to write to you, please let us know by emailing [email protected] When you register to attend or take part in one of our fundraising or challenge events we will use your information to process the registration fees (if any), administer your participation in the event and provide you with information about the event. We will never rent, exchange or sell your details for marketing purposes. You’re free to change your contact preferences at any time, just let us know by contacting [email protected] Financial transactions If you donate to us, or buy something from us, we’ll process your debit or credit card details. We will also pass your card details securely to our payment-processing partner as part of the payment process. We do this in accordance with the Payment Card Industry Security Standard and don’t store the details on our website or databases. If you have kindly added Gift Aid to your donation to Hope Rescue we must record the fact that you are a UK taxpayer and we have to maintain a record of the amount of Gift Aid we have claimed. When you purchase an item from one of our retail shops, centre or our online shop, we will collect certain information from you which may include your name, address, phone number, email address and payment details, so that we can process and send you your item or contact you if we have any queries regarding your purchase. Analysing your information It’s important for us to know why you choose to support Hope Rescue, as this helps us to give you the information that is most relevant for you. We’ll analyse your data to better understand your preferences, to improve our services, and to tailor our marketing communications to you. The information we’ll use to do this might include things like your interests, preferences, and level of potential donations so that we can see who may be interested in supporting us or who may be able and willing to give more. How the law applies to Hope Rescue's use of personal information We are required under law to make sure that we have a valid reason for processing your data. The law sets out six different reasons for when personal data can be processed (plus additional ones where sensitive data is used). The four legal reasons that relate to Hope Rescue’s use of your personal information are: Consent Legitimate Interest Contract Legal Obligation Overview Hope Rescue will only process your personal information if any of the following apply: We have asked you for your express consent and have a record of this (for example, we will ask for your consent to send you marketing communications by email) We have a legitimate interest to do so. Our use will be fair and balanced and never unduly have an impact on your rights (for example, it is in our legitimate interests to analyse the data you provide so that we can improve our services and tailor our communications to you) We have a contract with you which we can only fulfil by using your personal information (for example, if you purchase something from our shop, or sponsor an animal) We have a legal obligation to use or disclose information about you (for example, we are required by law to keep a record of Gift Aid declarations for six years). Consent We will rely on consent, for example, to send you marketing and fundraising emails, direct mail or make phone calls. In addition, if you register as a Hope Rescue volunteer it can be very helpful if you share information on any medical conditions that may affect your ability to perform your voluntary work. You can withdraw consent for this communication and or activities by contacting [email protected] Legitimate Interests This legal reason for processing means that we can process your personal information if we have a genuine and legitimate reason for doing so, and that reason is not overridden by your rights and interests as an individual. Examples of the legitimate interests processing activities we undertake are: Charity Objective Processing Activities To allow us to provide the best possible care for every dog To assess suitability for rehoming and to follow up with you about your rehoming enquiry To capture the information we need when we take in a dog, to allow us to care for that animal and ultimately rehome or transfer it to a rescue partner To provide you with aftercare services once you have rehomed an animal from us To conduct home visits to assess suitability as part of the rehoming process where required To register new owners’ details with microchip databases To raise the fundraising income to allow us to care for our dogs and deliver our services To process your donations and Gift Aid where you have asked us to do so To send you marketing communications by post or email For administration purposes To provide you with information relevant to an event or service you have signed up for To provide you with information about any fundraising activities you have agreed to take part in To follow up with you about your enquiry To conduct research To conduct supporter satisfaction research To invite you to take part in surveys or research to help improve our services To conduct desk research to help identify high value supporters To analyse data to better understand our supporters and tailor our communications to them To analyse your data to better understand your preferences, to improve our services, and to tailor our marketing communications to you To use public sources to add to our analysis To conduct segmentation to allow us to make our marketing communications more relevant to you, and to enable us to identify potential new supporters To recruit and manage volunteers To assess volunteer applications and recruit volunteers To communicate with volunteers about information that is essential to their role, and about the wider activities of Hope Rescue To process volunteer’s data to effectively administer their close relationships with Hope Rescue and provide them with appropriate care and support We have considered and balanced our legitimate interests against individuals’ privacy rights in these scenarios and we do not believe that any adversely affect our supporters’ rights or interests. If you would like to find out more, or ask us to stop processing your data in these ways, you can do this at any time by contacting us [email protected] Contract In some cases, we will be under a contractual obligation to provide you with goods and services, which means that we have to process your data in order to fulfill those obligations. Some examples of this include if you are an Kennel Sponsor, or if you are rehoming a dog from us, or purchasing something from our online shop. Legal obligation Sometimes we may have a legal obligation to process information about you – for example we are obliged to keep financial records including Gift Aid for six years. We’re required to notify the local dog wardens about strays that come into our care, and we’re also required to keep a record of your communication preferences, in accordance with the General Data Protection Regulation. Data retention We’ll retain personal information for different periods of time depending on your relationship with Hope Rescue. More information about this can be found in our Data Retention Policy. Please ask us if you would like to see a copy of this. For example, if you donate to us, we’ll keep your financial information for up to seven years after your last interaction with us. If you rehome a dog, we’ll keep details relating to your rehoming circumstances for a minimum of 20 years. This is because we find that many adopters return to us for further dogs during their lifetime. We will keep some data indefinitely (for example, your name and giving history). It’s important for us to retain this information as most of Hope Rescue’s legacy income comes from people we weren’t aware would leave us a gift in their will. Sometimes this legacy is left decades after the supporter’s last interaction with Hope Rescue. Knowing that the individual was a supporter in the past is important for us to know in case that Will is contested. In these cases, we’ll only retain data that is necessary for these purposes, and we will delete or anonymise other parts of the record. If you decide you no longer wish to hear from us, we’ll need to keep a note of that on our suppression list indefinitely. If you’d like more information on our retention policy, please contact us at [email protected] Data storage Hope Rescue’s operations are based in the UK and we store our data within the European Economic Area (EEA). Some organisations which provide services to us may transfer personal data outside the EEA for processing purposes, and this means it may not be subject to the same protections as within the EEA. We will only allow transfer of your data outside of the EEA if your data is adequately protected (for example, if they are certified under the EU/US Privacy Shield scheme, or if we have a prescribed contract in place with them). Data sharing Hope Rescue will not exchange or sell your personal information to another organisation for their own marketing purposes. In some cases, we may have to share data about you when requested to do so by statutory agencies in accordance with any legal obligations. However, there are some situations where we may have to share your personal information with other organisations. An example could be sharing your details to reunite you with a lost dog via a Local Authority Dog Warden, when we transfer dogs to our partner rescue organisations or to update microchipping databases. We may also share your data with our contracted suppliers, and external service providers, such as our: email service providers; Website management; Fulfilment houses; Fundraising agencies; and marketing agencies In these situations, the relationship between Hope Rescue and the third-party data processor will be governed by a contract and strict security requirements will be in place to protect your personal information. Your data protection rights When Hope Rescue is using your personal information on the basis of your consent, you have the right to withdraw that consent at any time. You also have the right to ask Hope Rescue to stop using your personal information for direct marketing purposes. Simply contact [email protected] and we will amend your contact preferences. Presuming that these rights are not overridden by our legal obligations, or where our legitimate interests are not overridden by your rights and interests as an individual, you have the following data protection rights: Right to be informed You have the right to be told how your personal information will be used. This policy document, and shorter summary statements used on our communications, are intended to be a clear and transparent description of how your data may be used. Right of Access You can contact us at [email protected] asking what information we hold on you and to request a copy of that information. We will have 30 days to comply once we are satisfied you have rights to see the requested records and we have successfully confirmed your identity. Right of Erasure You have the right to be forgotten (i.e. to have your personally identifiable data deleted). We’ll be required to keep an appropriate record (such as a suppression list) so that we can make sure you don’t receive future communications. In some instances, a legal basis will override the right to erasure. An example of this would be the legal requirement to record financial transactions for six years. Right of Rectification If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated. Right to Restrict Processing In certain situations, you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage. Right to Data Portability Where we are processing your personal data under your consent the law allows you to request data portability from one service provider to another. This right is largely seen as a way for people to transfer their personal data from one service provider to a competitor. Right to Object You have an absolute right to stop the processing of your personal data for direct marketing purposes. Right to object to automated decisions In a situation where a data controller is using your personal data in a computerised model or algorithm to make decisions that have a legal effect on you, you have the right to object. This right is more applicable to mortgage or finance situations; Hope Rescue does not undertake complex computerised decision-making that produces legal effects. If you want to exercise any of these rights, please contact our Data Protection Officer by post: Data Protection, Hope Rescue, Old Llanharry Road, Llanharan, CF72 9NH or by email: [email protected] Filming and photography at events Please note that Hope Rescue, our authorised service providers or our commercial partners may film or photograph participants, volunteers and spectators attending or taking part in events and use such footage or photographs. We do this to publicise the event for commercial and/or fundraising purposes including, but not limited to: television broadcasts, advertising, publications, marketing material, merchandising, social media, personalised direct mail and other media that may be made available to the public, and to enable our commercial partners to publicise their involvement and/or association with the event. No personal details (including names) of any participants under 16-years-old will be used in any publicity materials without the written consent of their parent or legal guardian, but we may use images where children are incidentally included (for example, images at dog shows and other fundraising events). Cookie policy Hope Rescue can largely operate without the use of third party cookies. However, in many cases third party cookies improve the website experience. Hope Rescue will not include any tracking systems unless the Data Subject has explicitly opted in to tracking cookies. Hope Rescue will allow Google Analytics to operate on this website in order to provide necessary anonymous analytical data. This may result in a small amount of Personally Identifiable Information being collected but this is only used as statistics and not for identification purposes. Notification of changes to this policy This Policy may change from time to time. For example, we will continue to update it to reflect new legal requirements. Please visit this website page to keep up to date with the changes to our Privacy Policy. What to do if you are not happy In the first instance, please talk to us directly so we can help resolve any problem or query. You can reach us on: Phone: 01443 226659 Email: [email protected] Post: Data Protection, Hope Rescue, Old Llanharry Road, Llanharan, CF72 9NH You can also register with the fundraising preference service (FPS). This service is run by the Fundraising Regulator and allows you to stop email, telephone, addressed post, and/or text messages from a selected charity or charities by using the online service at public.fundraisingpreference.org.uk or by calling 0300 303 3517. Once you have made a request through the FPS, we will ensure that your new preferences take effect within 28 days. You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about Data Protection using their help line 0303 123 1113 or at www.ico.org.uk Contact us If you have any questions about this Policy, or about how Hope Rescue manages your data, please contact Phone: 01443 226659 Email: [email protected] Post: Data Protection, Hope Rescue, Old Llanharry Road, Llanharan, CF72 9NH