Policies

This privacy policy covers all personal data that is gathered by The RSPCA (Royal Society of Prevention of Cruelty to Animals) Danaher Animal Home, charity number (1112369). By providing us with personal information, you consent to the collection and use of this information in accordance with this privacy policy. In accordance with the General Data Protection Regulation 2016/679, we will not keep your personal data for longer than is necessary. We may update this policy from time to time without notice to you, so please check it regularly.

  • 1 Privacy Policy
    How we may use your information

    We will not rent, swap or sell your personal information to other organisations for them to use in their own marketing activities.

    The legal basis that we rely on for processing your data will depend upon the circumstances in which it is being collected and used, but will in most cases fall into one of the following categories:

    where you have provided your consent to allow us to use your data in a certain way
    where the processing is necessary to carry out for the performance of a contract with you
    where the processing is necessary in order for us to comply with a legal obligation; or
    where it is in our legitimate interests to perform our functions, for example, processing donations or sending you
    administrative communications
    where our legitimate interest is to raise funds and to deliver our charitable purposes

    Legal requirements

    We may disclose your personal/sensitive personal information when required to by law, for example, to HMRC for tax purposes or to police forces for the prevention or detection of crime. Further, we safeguard the sharing of such information by using formalised information sharing agreements with organisations where appropriate, or on an ad hoc basis after ensuring the request and disclosure are legally compliant.

    What personal information we collect about you

    We may collect personal information about you when you:

    ask about our activities
    register with us for information
    sign up for publications or newsletters
    volunteer or fundraise for us
    pledge or make a donation or sign up for an event
    become involved in one of our campaigns
    rehome, adopt or foster an animal from us
    register for home for life
    telephone, write, contact us online or text us or otherwise provide us with your personal information

    This can include information such as your name, communication preferences, email address, postal address, telephone number, mobile number, date of birth or bank account details so we can process donations, or information as to whether you are a taxpayer to help us to claim gift aid.

    We do not collect sensitive personal information about our supporters unless there is a clear reason for doing so, for example, relating to your health, and only where appropriate - such as participation in a marathon or similar fundraising event, or where we need to ensure that we provide appropriate support to enable you to participate in an event or support us in some other way.

    We will only collect sensitive personal data with the supporters consent, and clear notices will be provided on applications for events and other relevant forms and communications, so you know what information we need and why we need it.

    Marketing communications

    Where you give us your consent, we will also use your personal data in order to send you marketing and fundraising communications in connection with the following marketing and fundraising activities and services:

    Supporter Magazines and updates – including our newsletters, magazines and other publications informing you about our work
    Appeals and fundraising activities – including requests for donations, information about how you can leave us a gift in your will, how you can raise money on our behalf or attend or take part in a fundraising event, our annual raffle and calendar, communications relating to our raffles, and updates on the impact that your fundraising activities have had on our work
    Volunteering – information about how you can help support our work by giving up your time or using your influence to progress our aims, along with updates on the impact of your work
    Rehoming and adopting or fostering services – information about how you can access or take part in these services (both directly and indirectly through the RSPCA Danaher Animal Home), and communications and updates about the animal adoption, rehoming and fostering sector and the RSPCA Danaher Animal Home news around this topic

    Raffle Tickets

    Information from raffle ticket stubs is only used to contact the winners and is destroyed as soon as the raffle has been held.

    How we will communicate with you

    Where you have given us your consent to contact you we may do so over a variety of mediums:

    By Text
    By Telephone
    By Electronic Mail; either through our dedicated secure e-mail or through Constant Contact, a third party software application.
    By letter; direct from the Home or through a third party mailing company, Corporate Mailing Solutions (CMS)

    Constant Contact

    We use Constant Contact to store your name and e-mail address. No other data is shared with, or stored on Constant Contact. You can opt out of receiving e-mails by using the unsubscribe link at the bottom of any e-mail. Please visit Constant Contacts own privacy statement for further information
    https://www.constantcontact.com/legal/privacy-statement

    Corporate Mailing Solutions (CMS)

    If we are to contact you by letter through the mail your name and address will be shared with CMS who print and post our communications to you. CMS will only communicate with you after being instructed to do so by the RSPCA Danaher Animal Home. CMS will securely destroy your details once the mailing is complete. CMS will never share your details. We will only contact you this way two-three times per year. Please visit CMS’ website for further information
    http://cmsuk.com/

    Social Media

    Whilst we try our best to only link to reputable social media platforms we cannot be held responsible for the privacy of information collected by sites not managed by us, nor can we accept responsibility or liability for them. For this reason you should consult the privacy policy on any external platform you link to before you submit any personal information to those sites.

    Where do we store your data?

    Only authorised users of the RSPCA Danaher Animal Home can access your data. Where you have given consent we will store your data:

    On paper in secure, lockable cabinets within lockable rooms
    Electronically stored on our secure servers. Only accessible by authorised staff, on a secure computer with appropriate
    credentials

    The Home will not keep personal data processed for any purpose, longer than is necessary for that purpose or purposes. Please refer to our Retention Policy for details on how long we keep your data.

    Surrendering an animal to us

    When you surrender your animal to us for rehoming we will need to collect your name, address and telephone number. We may use your data to obtain full veterinary history for your animal from your registered veterinary clinic.

    Rehoming an animal from us

    When you apply to rehome an animal from us, we’ll need to share personal information such as your name, address and telephone number, to enable a home visit by one of our volunteer home-visitors.
    We try to make sure that all animals are microchipped when they’re rehomed from us; this is a legal requirement in relation to dogs. We will share your personal information with a microchip company in case your animal goes missing. Depending on which microchip is used, this will be with one of the following providers: Identichip
    http://www.identichip.co.uk/pet-owner/identibase/, Anibase https://www.identibase.co.uk/, Petlog https://www.petlog.org.uk/ and Chipworks https://www.chipworks.co.uk/

    If you rehome a cat or dog from us, we will also share your personal information with the RSPCA (Registered Charity Number 219099) and MORE TH>N, our pet insurance provider, so they can offer you six weeks free pet insurance. If you take this up, MORE TH>N will contact you with an offer to extend the cover after the free period ends.
    https://www.morethan.com/pet-insurance/

    Please carefully read the declaration on the bottom of the adoption form. Where you consent to receiving communications from us, this also provides joint consent for the RSPCA (Registered Charity Number 219099) to contact you. You can opt out from this on the form.

    Rabbit Bonding Consent Form

    If you are in the process of adopting a rabbit from us and choose to use our bonding service, we will collect your name, address, contact numbers, veterinary practice, veterinary history and vaccination status of your rabbit.

    Signing up for Home for Life

    We will also collect and process your data, and that of a nominated family member or representative when you sign up to our Home for Life scheme. This is so that we can send you a Home for Life registration pack and administer the scheme.
    https://www.rspca.org.uk/whatwedo/care/homeforlife

    Volunteers and job applicants

    If you apply for a job with us or volunteer, we’ll hold the personal information you provide to process your application.

    We may undertake monitoring of recruitment statistics, in line with employment and data protection law. If we need to disclose information to a third party, we will not do so without asking you beforehand unless the disclosure is required by law. For example if we need to take up a reference, or obtain “disclosure” from the Disclosure & Barring Service.

    If you apply to work with us we’ll only hold your data for the purposes of that application. We won’t hold your personal information for any longer than is necessary for the purposes of that application.

    Accidents

    If you have an accident at the centre, or at any of our charity shops, we will need to collect your name, address and telephone number as part of our accident recording and reporting procedure.

    We may share your details with the emergency services, if they are called. The Health and Safety Executive (HSE) government department if your accident falls under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013). Please visit
    http://www.hse.gov.uk/privacy.htm for details on how HSE handles your data.

    Volunteers

    In addition to all information contained in this Privacy Policy, please refer to our separate policy for volunteers.

    Employees

    In addition to all information contained in this Privacy Policy, please refer to our separate policy for employees.

    Trustees

    In addition to all information contained in this Privacy Policy, please refer to our separate policy for trustees.

    Apprentices

    In addition to all information contained in this Privacy Policy, please refer to our separate policy for apprentices.

    Telling us when things change

    You can help us keep our records up to date by telling us when your contact details and other personal information changes. You can also ask us to stop contacting you altogether.

    Please contact reception and they will make the changes for you:

    call them on 0300 111 4321
    email
    reception@danaheranimalhome.org.uk
    write to Data Protection, RSPCA Danaher Animal Home, Thorley farm, Hedingham Road, Wethersfield, Essex, CM7 4EQ

    If you tell us that you no longer want to receive further contact from us and you are on our supporter database, it may take a short while before our communications stop altogether as selection of supporter information for some of our appeals is done a few weeks in advance of mailing. If you request to receive no further contact from us we will securely dispose of your data and will not contact you any further.

    Access to your information and correction

    You have the right to see information contained in personal data we hold about you. If you would like to receive some or all of your personal information (called a Subject Access Request), please complete and send to:

    email:
    reception@danaheranimalhome.org.uk with the subject line ‘Subject Access Request’
    or
    write to: Subject Access Request, Data Protection, RSPCA Danaher Animal Home, Thorley farm, Hedingham Road, Wethersfield, Essex, CM7 4EQ

    We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove any information you think is inaccurate by contacting us at the address provided above.

    Please note the Freedom of Information Act (the ‘FoIA’) applies to public authorities and certain organisations that are listed in Schedule 1 of the FoIA. The RSPCA Danaher Animal Home is not listed and thus has no formal obligations under the FoIA. However, we support transparency and will supply information where possible.

    Right to Erasure

    The right to erasure is also known as ‘the right to be forgotten’. The broad principle underpinning this right is to enable you to request the deletion or removal of personal data where there is no compelling reason for its continued processing. Please refer to our Right to Erasure Policy for full details.

    BT Cloud Storage

    We may store your data in BTs secure Cloud Storage. We ensure your data is kept secure by using up-to-date security features and procedures.
    https://home.bt.com/

    Visitors to our website

    When someone visits
    www.danaheranimalhome.org.uk we collect standard internet log information and details of visitor behaviour patterns.

    We do this to find out things such as how our website was accessed, and the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. If we do want to collect personal information through our website, we will make this clear and explain what we will do with it.

    We also use click through and open mail tracking when sending emails so that we can check whether the recipient has opened an email, unsubscribed, or clicked on a link to our website. This enables us to assess the effectiveness of our email campaigns.

    Information security

    We ensure your data is kept secure by using up-to-date security features and procedures and we respect the privacy of all visitors to our website.

    Our website may also include links to other websites, not owned, associated or managed by the RSPCA Danaher Animal Home. Whilst we try our best to only link to reputable websites we cannot be held responsible for the privacy of information collected by sites not managed by us, nor can we accept responsibility or liability for them. For this reason you should consult the privacy policy on any external website you link to before you submit any personal information to those websites.


    Backups

    We take daily, monthly and yearly backups of our database and servers. Backup archives are stored using strong encryption with a third party software.

    That way, even if a backup archive with personal data awaiting deletion were stolen, the thieves couldn’t use it. Please refer to the Right to Erasure Policy for full details.
  • 2 Retention Policy

    It is the RSPCA Danaher Animal Homes (“the Home”) policy to maintain complete, accurate and high quality records. Records are to be retained for the period of their immediate use, unless longer retention is required for historical reference, contractual, legal or regulatory requirements or for other purposes as may be set forth below. Records that are no longer required, or have satisfied their required periods of retention, shall be destroyed. No officer, director, employee, contractor or volunteer of the Home shall knowingly destroy a document with the intent to obstruct or influence the investigation or proper administration of any matter within the jurisdiction of any government department or agency or in relation to or contemplation of any such matter or case. This policy covers all records and documents of the Home. The Home reserves the right to amend, alter and terminate this policy at any time.

    Responsibility for Administration

    The board of directors (the Board) shall be responsible for administering this policy.

    Statement of Policy

    It is the policy of this organisation:

    • To comply with applicable legal and regulatory duties to retain documents.

    • To possess all documents needed for our normal business purposes, including administration of our ongoing business relationships.

    Therefore, the Home directs and expect all officers, directors, employees, contractors and volunteers to follow the rules and procedures set forth herein. Please be aware that “documents” includes not only documents in paper form, but email messages and all other forms of electronically stored information. Also be aware that the rules and procedures apply to all computers and other electronic devices provided to you by the organization for use in the business of the organization, regardless of whether those computers or devices are used on the organisation’s premises or elsewhere.

    Rules and Procedures

    From time to time, the Board may issue a “legal hold,” suspending the destruction of any records due to pending, threatened, or otherwise reasonably foreseeable litigation, audits, government investigations, or similar proceedings. If and when you are informed of this by the CEO, do not discard any documents relevant to the subject matter of the lawsuit, investigation or proceeding.

    You will be informed of the specific types of documents that are relevant and must be retained for these purposes by the Board. Until that point in time, do not discard any document that may be relevant without the written approval of the Board. If in doubt, save the document.

    In all other circumstances, you must retain the documents listed in the attached appendix called “Appendix Data Retention Schedule”, for the periods of time set forth on that schedule. The schedule reflects our legal obligations for document retention.
    Please note that the information listed in the schedule below is intended as a guideline and may not contain all the records the Home may be required to keep in the future. Questions regarding the retention of documents not listed in this schedule should be directed to the Board.

    Please note that failure to follow this policy can result in possible civil and criminal sanctions against the Home and its officers, directors and employees, and possible disciplinary action against responsible individuals, up to and including termination of employment.

    Destruction of Data

    Physical data that has been held for the mandated retention period will be destroyed by incineration or cross shredding.

    Electronic data will be permanently deleted in its entirety.

    Where individuals opt out from receiving communications:

    Physical data will be incinerated or cross shredded and electronic data will be permanently deleted in its entirety. There are occasions where the Home will need to retain certain records after you opt out, such as Gift Aid status. This data will be destroyed after the mandated retention period. Please refer to the attached appendix for further details on what data we keep and how long you can expect it to be kept for.

    Backups

    We take daily, monthly and yearly backups of our database and servers. Backup archives are stored using strong encryption using a third party software NAME. That way, even if a backup archive with personal data awaiting deletion were stolen, the thieves couldn’t use it.
    Some of your data may remain in our backups for a period of time. Please refer to the Right to Erasure Policy for full details.

    BT Cloud Storage

    We may store your data in BTs secure Cloud Storage. We ensure your data is kept secure by using up-to-date security features and procedures.
    https://home.bt.com/
  • 3 Right to Erasure

    The right to erasure is also known as ‘the right to be forgotten’. The broad principle underpinning this right is to enable you to request the deletion or removal of personal data where there is no compelling reason for its continued processing.

    When does the right to erasure apply?

    The right to erasure does not provide an absolute ‘right to be forgotten’. You have a right to have personal data erased and to prevent processing in specific circumstances:

    Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed.
    When you individual withdraw consent.
    When you object to the processing and there is no overriding legitimate interest for continuing the processing.
    The personal data was unlawfully processed (i.e. otherwise in breach of the GDPR).
    The personal data has to be erased in order to comply with a legal obligation.
    The personal data is processed in relation to the offer of information society services to a child.

    Under the DPA, the right to erasure is limited to processing that causes unwarranted and substantial damage or distress. Under the GDPR, this threshold is not present. However, if the processing does cause damage or distress, this is likely to make the case for erasure stronger.

    There are some specific circumstances where the right to erasure does not apply and you we may refuse to deal with a request.

    We may refuse to comply with a request for erasure where the personal data is processed for the following reasons:

    to exercise the right of freedom of expression and information;
    to comply with a legal obligation or for the performance of a public interest task or exercise of official authority;
    for public health purposes in the public interest;
    archiving purposes in the public interest, scientific research, historical research or statistical purposes; or the exercise or defence of legal claims.

    Backups

    When you request the erasure of your personal data it may not be possible to immediately remove it all:

    Your personal data may reside in backup archives that must be retained for a longer period of time – either because it is impractical to isolate individual personal data within the archive, or because we are required to retain data longer for contractual, legal or compliance reasons.
    You can be assured that your personal data will not be restored back to production systems (except in certain rare instances, e.g., the need to recover from a natural disaster or serious security breach). In such cases, your personal data may be restored from backups, but we will take the necessary steps to honour the initial request and erase the primary instance of the data again.
    Backup archives containing personal data will be protected with strong encryption, so that even if criminals were able to steal the archive, its contents would remain useless to them.
    Retention rules have been put in place so that personal data in backup archives is retained for as short a time as necessary before being automatically deleted.
    Records of all data subject requests regarding your personal data will be retained, as will audit logs that record all activities on backup archives containing personal data. This means that you can be confident that your personal data has been backed up in accordance with GDPR principles of security by design and by default, as well as data minimisation, and that your rights, including the right to be forgotten, have been honoured.

    If you wish to exercise your right to erasure please contact us;

    By telephone 0300 111 4321
    By letter marked PRIVATE & CONFIDENTIAL, to: Data Protection, RSPCA Danaher Animal Home, Thorley Farm, Hedingham Road, Wethersfield, Essex, CM7 4EQ
    By email to
    reception@danaheranimalhome.org.uk with the subject heading Data Protection.
  • 4 Cookies

    Cookies are small text files that are placed on your computer by websites you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Cookies may tailor what pops up on your screen according to what you’ve viewed on a site before.

    We use cookies to enhance the experience of the user as well as to record site usage data anonymously. We use cookies for the following purposes:
    • To enable certain functions of the Service
    • We use both session and persistent cookies on the Service and we use different types of cookies to run the Service
    For more information about Cookies, and how to turn them off please visit the ICO website:
    https://ico.org.uk/for-the-public/online/cookies
  • 5 Modern Slavery & Human Trafficking

    Our Company is committed to driving out acts of modern day slavery and human trafficking within its business and from within its supply chains, including sub-contractors, and partners.

    The Company acknowledges the Modern Slavery Act 2015 and will ensure transparency within the organisation and with suppliers of goods and services to the organisation. These as well as the suppliers of services make up the Company’s supply chain.

    The Company’s supplier approval process will include a review of the controls undertaken by the supplier regarding slavery and human trafficking. Imported goods from sources from outside the UK and EU are potentially more at risk for slavery/human trafficking issues. The level of management control required for these sources will be continually monitored.

    The Company will not support or deal with any business knowingly involved in slavery or human trafficking.

    The Company Directors and senior management shall take responsibility for implementing this policy statement and its objectives and shall provide adequate resources to ensure that slavery and human trafficking is not taking place within the organisation and within its supply chains.
  • 6 Complaints Procedure

    The RSPCA Danaher Animal Home (“the Home”) is committed to providing a high standard of service to members of the public and animals at all times.

    The RSPCA Danaher Animal Home (“the Home”) is committed to providing a high standard of service to members of the public and animals at all times.

    We welcome feedback as this helps us to develop as a charity, giving us the chance to monitor and improve our services. We set ourselves a high standard of customer care and if this is not met, we want to hear about it.

    Feedback helps the Home identify and address the causes of complaints, identify training opportunities and introduce improvements to customer service where needed.

    The best way to submit a complaint to us is in writing to:

    ● RSPCA Danaher Animal Home, Thorley Farm, Hedingham Road, Wethersfield, Essex, CM7 4EQ

    ● Complaints can be made via e-mail to: reception@danaheranimalhome.org.uk

    ● Complaints will be investigated fully and fairly by the appropriate manager, respecting your right to confidentiality.

    ● An acknowledgement to a written complaint will be given within 5 working days of the day we receive it.

    ● Following investigation, a full reply to the complaint will be sent within a further 28 working days after acknowledgement. If this will not be possible, you will be advised of the reason why and the date by which you will receive a full reply.

    The RSPCA Danaher Animal Home is affiliated to the RSPCA but is an independent charity in its own right.

    We cannot speak on behalf of the National Society. Should you have a complaint regarding a service provided by the National Society please visit: www.rspca.org.uk for further guidance.

CALL 0300 111 4321

Registered Charity No 1112369

Danaher Animal Home @ 2019