Saints Sled Dog Rescue - Registered Charity NO'S (ENGLAND) 1179637 & (SCOTLAND) SCO44070

Data Protection

Saints Sled Dog Rescue was established in 2013 and has been transforming the lives of unwanted and abandoned sled dogs since then. We take the welfare of all of our dogs, both here and those that have been rehomed extremely seriously. We also take very seriously the need to protect the data of those we have had contact with and ensure that we respect your privacy.

This policy explains our data processing practices on any data that you provide us with, or any that we collect during our charitable activities.  Please read the following information very carefully with regard to how we will treat your personal data and use the information you have provided to us to further the work that we do.

Our Privacy and Cookie Policy may change from time to time so to keep up to date, please visit these pages occasionally.

 

This privacy policy was last updated on 20 November 2020

We care about your personal data and ensuring you are informed about how we use it. Saints Sled Dog Rescue promises to protect your data, and to manage any information you share with us in line with data protection laws.

This Privacy Policy sets out how and why Saints Sled Dog Rescue will collect and use your personal data and our legal basis for its use, to ensure you remain informed and in control of your information.

Please read this policy carefully, along with our Website Usage Policy and any other documents referred to in this policy, to understand how we collect, use and store your personal information.

​If you have any questions about how Saints Sled Dog Rescue processes your information, please get in touch using the details in the “Contact SSDR” section below.

​Types of data we collect

Depending on your interaction with Saints Sled Dog Rescue we will 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 and/or PayPal details

- A record of our communications with you self

- Your communication preferences

- Your donation history

- Your interests and reasons for your support

- Information collected as part of our rehoming and adopting 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 relinquish/rehoming process

 

​​

Sensitive Information

Under data protection law certain categories of personal information are recognised as sensitive, including health information, race, religious beliefs. Saints Sled Dog Rescue will sometimes collect sensitive personal data in connection with our rehoming and adption services or where you volunteer with our organisation. 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 Saints Sled Dog Rescue through third-party services such as fundraising platforms.

 

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 for your circumstances.

To provide you with aftercare services once you have rehomed one of our dogs.

To communicate with you regarding our wider work and how you might support Saints Sled Dog Rescue in other ways.

Taking in dogs

- If you have contacted us to relinquish to us your dog for rehoming, we will use the information you provide us to establish how we can best look after your dog whilst in our care.

- To assess how we might safely and permanently rehome your dog .

- To enable us to meet the relevant legal requirements where they apply to dogs brought into our care.

Volunteering

- To enable us to recruit volunteers and foster carers.

- To support and train volunteers and ensure their safety.

- To enable us to communicate with volunteers regarding their volunteering work, the wider work Saints Sled Dog Resue and how they might support in other ways

Marketing and Fundraising

- To send you marketing including behind the scenes news, updates about our animals, general information about rehoming, volunteering and various ways you can support Saints Sled Dog Rescue. This may include fundraising, events and campaigns

- To efficiently raise the fundraising income to allow us to help as many dogs as possible.

- To manage, facilitate and record financial transactions associated with fundraising.

- To manage events and fundraising activities.

Events

- To process registration fees, administer events.

Media & PR

- Contacting you about press enquiries and case studies to help promote our work.

Analysis, targeting and segmentation

- To better understand our supporters and allow us to serve you messages and marketing that are optimised for you and tailored to you, and to find more people like you.

Donations

- To process your donations

- 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

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 yours or your family’s needs.

We will also ask for certain information about your dog and you (including 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) when you enquire about relinquishing your dog into our care.

We also ask for this information so that we can comply with the relevant legal requirements when rehoming an animal such as establishing the legal ownership of animals or updating microchip details.

Volunteering

Volunteers provide invaluable support across all aspects Saints Sled Dog Rescue, where you have provided us with your information to volunteer, we process this to recruit volunteers and foster carers (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 Saints Sled Dog Rescue, your own volunteering and how you can get more involved.

As mentioned, in some cases we may collect sensitive data about you so that we can ensure that you are matched with the most appropriate dog, meet any access, health or dietary needs you may have and to monitor equality and diversity.

Marketing and Fundraising

Saint Sled Dog Rescue's marketing activity helps to find more dogs permanent and loving homes and helps us to raise the income we need which enables us to do this.

Saints Sled Dog Rescue will seek your consent to send you marketing via email, phone or text message (SMS). If you choose to hear from us in this way, you’ll receive behind the scenes news, updates about our dogs, general information about rehoming, volunteering and various ways you can support Saints Sled Dog Rescue including fundraising, events and campaigning. Examples include a monthly update email, emails inviting you to events, and email updates on our campaigning activity.

Saints Sled Dog Rescue will rely on legitimate interests to send you marketing and fundraising communications by post, if you have provided a postal address. Unless you tell us not to, we’ll contact you by post with communications we believe you’ll be interested in. If you would like to opt out of these communications, you can let us know by contacting us.

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, swap or sell your details for marketing purposes.

You’re free to change your contact preferences at any time, just let us know by contacting us.

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.

When you purchase an item from our online shop, we will collect certain information from you including 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 Saints Sled Dog 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 Saints Sled Dog Rescue

We are required under law to make sure that we have a valid ground for processing your data. The law sets out six different grounds for when personal data can be processed (plus additional ones where sensitive data is used) The four legal grounds that are most relevant to Saints Sled Dog Rescue's use of your personal information are:

Consent

Legitimate Interest

Contract

Legal Obligation​​

Overview

Saints Sled Dog 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).

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

In some cases we will rely on consent, for example, to send you or make marketing and fundraising emails, phone calls and text messages.  In addition, if you register as an Saints Sled Dog 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 these channels and activities by contacting us.

Legitimate Interests

This legal ground 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:

- 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 dog and ultimately rehome them

- 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

- To register new owners’ details with microchip databases

- To raise the fundraising income to allow us to be here for every dog

- To process your donations and Gift Aid where you have asked us to do so

- To send you marketing communications by post

- For administration purposes

- To provide you with information necessary to an event 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 in order 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 (including foster carer) applications and recruit volunteers

- To communicate with volunteers about information that is essential to their role, and about the wider activities of Saints Sled Dog Rescue

 

- To process volunteers and foster carers data to effectively administer their close relationships Saints Sled Dog 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.

Contractual Relationships

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 fulfil those obligations. Some examples of this includes; if you are rehoming a dog from us or purchasing something from our shop.

A 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 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 Saints Sled Dog Rescue

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 20 years (the upper limit lifetime of the dog).

We will keep some data indefinitely (for example, your name and giving history). It’s important for us to retain this information as a majority of Saints Sled Dog Rescue 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 Saints Sled Dog 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 anonyms 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.

Data Storage

Saints Sled Dog Rescue 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, but we’ll only allow them to do so 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

Saints Sled Dog Rescue will not exchange or sell your personal information to another organisation for their own marketing purposes.

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 animal via a Local Authority Dog Warden, or to update micro chipping databases. In some cases, we may have to share data about you when requested to do so by statutory agencies, such as the police.

We may also share your data with our contracted suppliers, and external service providers, such as our:

- Email service providers

- Fulfilment houses

- Fundraising agencies

- Marketing agencies.

In these situations, the relationship between Saints Sled Dog 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 Saints Sled Dog Rescue are using your personal information based on your consent, you have the right to withdraw that consent at any time. You also have the right to ask Saints Sled Dog Rescue to stop using your personal information for direct marketing purposes. Simply contact us 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 asking what information we hold on you and to request a copy of that information. From May 2018 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

From May 2018, 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; Saints Sled Dog Rescue does not undertake complex computerised decision-making that produces legal effects.

If you want to exercise any of these rights, please contact our Founder Heather Saville via email on info@saintssleddogrescue.co.uk  or by post at Heather Saville c/o Saints Sled Dog Rescue PO BOX Peterborough PE2 2RW.

Filming and Photography at Events

Please note that Saints Sled Dog Rescue (or 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 in order 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. Secondly, to enable our commercial partners to publicise their involvement and/or association with the event.

No personal details (including names) of any under 16-year-old participants 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 of mass participation in the dog show audiences, event warm-up exercises, or on the starting line).

Notification of Changes to this Privacy Policy

This Privacy 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 Satisfied

In the first instance, please talk to us directly so we can help resolve any problem or query.

 

You can reach us:

 

- Email on -info@saintssleddogrescue.co.uk

- By post at Heather Saville c/o Saints Sled Dog Rescue PO BOX 1383 Peterborough PE2 2RW.

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 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​ Contact us.

If you have any questions about this Policy, or about how Saints Sled Dog Rescue manages your data, please contact our Trustees:

Email: info@saintssleddogrescue.co.uk

Post: Heather Saville c/o Saints Sled Dog Rescue PO BOX 1383 Peterborough PE2 2RW

Collection of Data Through Cookies

1. What are cookies

Like most websites, we use cookies.  Cookies are tiny pieces of data saved on your computer or mobile device.  There are several types of cookie and they each have different functions or uses.

2. How do we use cookies

2.1 We use the following types of cookies:

(a) Essential cookies – these are required for the operation of our website and include, e.g. to enable you to log in to secure areas of the website or make use of a shopping cart and e-payment services.

(b) Analytic/performance cookies - these allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it.  This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

(c) Functionality cookies – these are used to recognise you when you return to our website so that we can personalise our content for you and remember your preferences, e.g. whether you are signed up to email alerts.

(d) Targeting cookies – these record your visit to our website, pages you have visited and links you have followed.  We may use this information to make our website and the advertising displayed to you more relevant to your interests and may share this information with third parties for this purpose.

2.2 The table below provides more information about the cookies we use and why:

Type of cookie

Function and further information

Google analytics

This is common performance cookie that many websites use.  It allows us to collect anonymous information about how you and other users use our website and helps us to improve the Website.

Facebook

To monitor how useful our Facebook advertising is to users and enable them to be served Facebook adverts that are relevant to them.

 

3. Third party websites and social networks

If you click on a hyperlink from our website to any third-party websites (e.g. if you ‘share’ content from our website with friends or colleagues on social media), you may be sent cookies from these third-party websites.  They will do so pursuant to their own policies on privacy and cookies.  It’s a good idea to check their privacy policies to fully understand their use of cookies.

4. Disabling cookies

4.1 By using our website you consent to our use of cookies as updated from time to time and the cookies we use will be stored on your device (unless rejected or disabled by your browser).

4.2 Internet browsers normally accept cookies by default.  However, it is possible to set an internet browser to reject cookies.  If you do not accept our use of cookies as set out in this policy, please set your internet browser to reject cookies.  This may impair your ability to use our website so that some features may not work.

5. Changes to this policy and further information

5.1 We may update our use of cookies, and this policy, from time to time, so please check this policy regularly.

5.2 You can find out more about cookies generally and how to disable them at

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