Introduction

This policy outlines how we collect, use, and protect your personal data. It is designed to communicate our practices clearly, ensuring understanding among our supporters, volunteers, and anyone interacting with our rescue services.

 

What is Personal Data?

Personal data refers to any information that can identify you, either directly or indirectly. This includes details such as your name, contact information, and any other data that relates to you personally.

 

Types of Personal Data We Collect 

Depending on your interactions with us, we may collect the following types of information:

- Contact Details: Name, age, postal address, email address, and telephone number.

- Next of Kin Details: Safeguarding - For emergency situations only

- Financial Information: Bank account details related to donations/purchases, including PayPal payments and Gift Aid declarations.

- Donation History: Information about your giving history.

- Communication Records: Documentation of our conversations with you.

- Rehoming Service Information: Details about your circumstances and your dog's behaviour and medical conditions during the surrender/adoption process.

- Photography and Videography: Images captured at events for marketing purposes.

 

Sensitive Information  

Certain categories of personal data are classified as sensitive under data protection laws. We may collect sensitive personal data related to our rehoming services and volunteer applications. We will obtain your consent to process this data or ensure we have a valid legal basis for doing so.

 

Source of Information  

We collect personal data directly from our supporters, inquiries, surrenders, and volunteers during their interactions with us. Additionally, we may also receive your personal information when you donate through third-party services like JustGiving.

 

How We Use Your Data

Your personal data is essential for us to effectively deliver our charitable services and raise funds. Here are some examples of how we use your data:

- Rehoming Dogs: We use your information to match you with the right dog and provide aftercare services.

- Surrendering Dogs: We gather information to ensure the best care for dogs in our care and facilitate safe rehoming.

- To comply with relevant legal requirements for dogs brought into our care.

- Volunteering: - To recruit and train volunteers, ensuring their safety and communication about their roles.

- Fundraising: We manage donations, organise fundraising events, and ensure Gift Aid claims are processed correctly.

- Trading and Events: We fulfil orders and manage registrations for events.

- To communicate regarding our wider work and how you might support CCCGB Rescue.     

-Legacies/Gifts left in Wills

If you have got in touch with us about leaving us a legacy, we will manage and administer your legacy pledge.

Verification Documents

For applications related to volunteering and adoptions, we require a photograph of the applicants’ photo ID and a utility bill sent via Google Docs to ensure the safety of our dogs and the visiting home checkers. These verification documents will be permanently deleted from our database once the home check has been completed or if a cancellation request occurs. Access to this documentation is restricted to two of the rescue’s trustees only.

 

**In the interest of GDPR (Data Protection), we strongly encourage verification documents to be sent securely via Google Docs, as it offers encryption and two-way authentication security. Sending sensitive personal information via email is not a secure method, and we do not advise it. However, if you choose to send your verification I.D via email, messenger etc, we will accept this method, but please note that it is entirely at your own risk, and we accept no liability for any data breaches that may occur.

 

 

Legal Basis for Processing Data

We process your personal data based on the following legal grounds:

1. Consent: We will ask for your permission to contact you.

2. Legitimate Interest: We have a valid reason for processing your data that does not infringe on your rights.

3. Contractual Obligation: We need your data to fulfil agreements, such as adoptions or purchases.

4. Legal Obligation: We may process data to comply with legal requirements.

 

We will not sell or exchange your personal information for marketing purposes, and we will only share your data when legally required or necessary for our operations.

 

Data Sharing  

We may share your data with relevant third parties, such as:

- Microchip Companies: To update microchip details for adopted dogs.

- Homechecking Teams: To facilitate the home check process.

- Veterinary Services: For passing on rescue vet records to the new adopter's vet.

-Safeguarding: In the interest of Safeguarding and protecting your vital interests it may be necessary for us to share your personal data if we, as a rescue deem it an emergency, such as your safety, mental wellbeing, serious illness or life or death situation etc. Volunteers are encouraged to provide us with contact details of a Next of Kin should we need to contact someone in an emergency.

Data Retention  

We retain personal information for varying periods depending on your relationship with CCCGB Rescue. For example:

- Financial information is kept for up to seven years after your last interaction.

- Details relating to surrendering/adoption circumstances are kept for a minimum of 20 years.

-Legacies/Gifts left in Wills – It is important for us to retain this information as most 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 our Rescue. Knowing that the individual was a supporter in the past is important for us to know in case that Will is contested.  We will keep some data indefinitely (for example, your name and giving history).

Data Storage  

CCCGB Rescue’s operations are based in the UK, and we store our data within the European Economic Area (EEA). Some service providers may transfer personal data outside the EEA, but we ensure they provide adequate protection for your data.

 

Your Data Protection Rights  

You have the right to withdraw consent at any time. Additionally, you have the following rights regarding your personal data:

- Right to be Informed: You have the right to know how your personal information will be used.

- Right of Access: You can request a copy of your data.

- Right of Erasure: You can ask us to delete your personal data.

- Right of Rectification: You can request updates to inaccurate data.

- Right to Restrict Processing: You may request limitations on how your data is used.

- Right to Data Portability: You can request the transfer of your data to another service provider.

- Right to Object: You can refuse the processing of your personal data for direct marketing purposes.

 

You also have the right to contact the Information Commissioner's Office (ICO) if you have concerns regarding data protection

 

Filming and Photography at Events  

Please note that CCCGB Rescue, authorised service providers, or commercial partners may film or photograph participants at events. We do this for publicity and fundraising purposes, ensuring no personal details of participants are used without consent.

 

Cookie Policy  

CCCGB Rescue can largely operate without third-party cookies but may use Google Analytics for anonymous data collection. Tracking systems will only be included if you explicitly opt-in.

 

Changes to This Policy  

This policy may be updated periodically. Please visit our website to stay informed about any changes.

 

Contact Us  

For any questions regarding your personal data or this policy, please contact us at cccgbrescue@gmail.com. Thank you for your support and understanding as we work together to care for our rescue dogs.

 

**Data Protection Policy Disclaimer**

 

Our Data Protection Policy is designed to be user-friendly, transparent, and easy to understand. We strive to communicate our practices regarding the management and storage of data in a manner that is accessible to all stakeholders, including supporters, volunteers, and the community we serve.

 

This policy provides clear examples of how we handle data, emphasising our commitment to protecting personal information and maintaining confidentiality. However, it is important to note that this document is not intended to be a comprehensive guide to every aspect of our data management practices. Rather, it serves as an introduction to our core principles and procedures.