Woodside Animal Welfare Trust (The Trust) is committed to processing your data securely and transparently in line with the General Data Protection Regulation (GDPR). This privacy notice sets out the types of data that we hold on you as a user of our service, how we use that information, how long we keep it for and other relevant information about your data.
1. Data controller details
The Trust is a data controller, meaning that it determines the processes to be used when using your personal data. Our contact details are: Woodside Animal Welfare Trust, Elfordleigh, PL7 5ED; firstname.lastname@example.org. Tel. 01752 347503.
2. Data protection principles
In relation to your personal data, we will:
- process it fairly, lawfully and in a clear, transparent way
- collect your data only for justifiable reasons in ways that have been explained to you
- only use it in the way that we have told you
- ensure it is correct and up to date
- keep your data for only as long as we need it
- process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed
3. Types of data we process
We hold many types of data about you, which may include:
- your personal details including your name, address, date of birth, email address, phone numbers
- your dependants
- medical or health information including whether or not you have a disability
- your bank details and financial information
We collect data about you in a variety of ways and this will usually start when you first make an enquiry or we receive a donation. Further information may be collected directly from you in the course of our subsequent contact with you.
In some cases, we will collect data about you from third parties.
Personal data is kept in secure files and on the Trust’s systems.
4. Why we process your data
The law on data protection allows us to process your data for certain reasons only:
- in order to perform a contract that we are party to
- in order to carry out legally required duties
- in order for us to carry out our legitimate interests
- to protect your interests and
- where something is done in the public interest
All of the processing carried out by us falls into one of the permitted reasons.
5. People who support us
The Trust offers a range of services including homing dogs/cats and small animals, dog walking, retail sales. We collect information, including your personal data, so that we deal effectively with your particular connection. We only collect information that is relevant to the connection we have with you: this may include your name, address, telephone(s) or email address.
During ‘home visits’ you may also provide information about your family or financial circumstances.
If you contact us with an enquiry, we will process the correspondence about the enquiry, and the contact details you provided, only for the purpose of answering that enquiry. The legal basis we rely on to process your personal data is because it is necessary for the purposes of our legitimate interests.
6. Mailing list
Our purpose for collecting the information is so that we can let you know about the work carried out at the Trust. We collect your name and email address and use this information only to provide this service to you – and only if you have requested this.
The legal basis we rely on for processing your personal data is your consent.
7. People who make a complaint
If you make a complaint about the Trust, we need to process your personal data in order to progress your complaint. We collect information that is relevant to the issues that you have raised and to enable us to investigate and resolve matters. This may include your name, address, telephone number or email address. It will also include information about the nature and background of your complaint and any correspondence with you about the complaint.
The legal basis we rely on to process your personal data is because it is necessary for the purposes of our legitimate interests.
8. Special categories of data
We must process special categories of data in accordance with more stringent guidelines and ‘special categories’ include health, race and ethnic origin, religion, trade union membership, genetic and biometric data, political opinion. We would process this only when:
- you have given explicit consent to the processing
- we must process the data in order to carry out our legal obligations
- we must process data for reasons of substantial public interest
- you have already made the data public.
We will use your special category data only to provide our services to you.
We do not need your consent if we use special categories of personal data in order to carry out our legal obligations. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you can decide whether to give or withhold consent and, if given, you may withdraw it at any time without any adverse consequences.
9. If you do not provide your data to us
If you do not provide us with the personal data we need, we may not be able to provide you with some or all of our services. For instance, we cannot receive Gift Aid if you do not provide your address for the application form.
10. Sharing your data
We may share your personal information with colleagues or a contractor working for the Trust where it is necessary for them to undertake their duties. This may, for instance, include sharing information with our administrative staff when they are processing a donation.
We sometimes need to share the personal information we process with other organisations. When this is necessary, we will comply with all aspects of the relevant data protection laws. We do not share information for commercial purposes.
We will only pass your information to third parties in the following circumstances:
- We are required by law to share your data.
- You have given your consent.
The organisations we may share your personal information with include IT companies who provide website hosting, cloud based software and IT Support.
We do not share your data with bodies outside of the European Economic Area.
11. Protecting your data
We take the security of your data seriously and have internal processes to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. More details are held in our Data Security Policy and are available from Debbie Haynes (see 11 for contact details).
Where we share your data with third parties, we provide written instructions to them to ensure that your data is held securely and in line with GDPR requirements. Third parties who are under a duty of confidentiality must implement appropriate technical and organisational measures to ensure the security of your data.
12. How long we keep your data for
In line with data protection principles, we only keep your data for as long as it is necessary, which will be at least for the duration of us providing services to you. In some cases, we will keep your data for a period after we have provided our services where there is a legal obligation for us to do so.
- Donors/sponsors (generally 6 years)
- Pet owners who invite us to take ownership of their pet (generally 10 years)
- Individuals who take ownership of a pet from the Trust (generally 10 years)
- Mailing list (indefinite unless you unsubscribe)
Details of retention periods for different aspects of your personal information are held by Debbie Haynes. (see 11 for contact details).
13. Automated decision making
No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.
14. Your rights in relation to your data
The law on data protection gives you certain rights in relation to the data we hold on you. These are:
- The right to be informed. i.e. we must tell you how we use your data, and this is the purpose of this privacy notice
- The right of access. i.e. to the data that we hold on you. To do so, you should make a subject access request as outlined in our Subject Access Request policy
- The right for any inaccuracies to be corrected. You can ask us to correct any data which is incomplete or inaccurate
- The right to have information deleted. You can ask us to delete data from our systems where you believe there is no reason for us to continue processing it
- The right to restrict the processing of the data. e.g. if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct
- The right to portability. You may transfer the data that we hold on you for your own purposes
- The right to object to the inclusion of any information. i.e. object to the way we use your data where we are using it for our legitimate interests
- The right to regulate any automated decision-making and profiling of personal data. i.e. not to be subject to automated decision making in a way that adversely affects your legal rights.
Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use and may also mean that we are unable to continue providing our services to you. In some cases, we may continue to use the data where we have a legitimate reason for doing so.
15. Making a complaint
The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you may make a complaint to the ICO (ico.org.uk).