Privacy Notice

Our contact details:

Name: Refuge4Pets

Address: Box 160, Liskeard, Cornwall. PL14 9DR

Phone Number: 0300 4000 121

This privacy policy explains how we use any personal information we collect about you when you contact us by phone, email, letter, attend any of our events or when you use our website. We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices. You can also read about how we use cookies in conjunction with this privacy notice.

We have a separate privacy notice for employees, volunteers, job applicants and contractors. We also have a more detailed privacy notice for people who access our service.

Privacy notice reviewed on 17th May 2024.

The type of personal information that we collect:

We currently collect and process the following information:

Your title and name
Your contact details including telephone number and email address
Your location and postal address
Information about any donations you make
Additional information that you provide via our online forms

People who access our service:

In addition to the above we may process the following information:

A record of any information that you provide to us
Your date of birth
Information about your children, including names, dates of birth, gender identity and postal address information
Information about your animals, including names, dates of birth, breed, markings, temperament, behaviour and microchip number
The date that you started using our service and ended using our service

Special category information

Due to the nature of our service, we may process special category information to monitor the accessibility of our service which includes:

Racial or ethnic origin
Religious or philosophical beliefs
Data concerning a health condition
Data concerning someone’s sex life or sexual orientation

We will also collect any feedback received from people who access our service or attend our training events but we will gain consent to do so.

How we get personal information and why we have it:

Most of the personal information we process is provided to us directly by you for one of the following reasons:

Enquiring about our service
A referral to our service
Accessing our service
Providing feedback including a complaint or praise
Enquiries about and/or during the process of becoming a volunteer
Enquiring about and/or making a donation (for example, a one off or regular donation, or a gift in your Will)
Supporting Refuge4Pets in some other way
Enquiring about our training and/or booking onto/attending our training
If you have requested to receive our newsletter

We may also receive personal information indirectly, from the following sources in the following scenarios:

Enquiries and/or referrals about our service from other organisations who may be in touch with you
Training being booked on your behalf by a colleague

We use the information that you have given us to:

Deliver our animal fostering service or provide support to victim-survivors with their animals
Provide training and communications
Process donations
Report on the impact of our work (always anonymously)

We will always seek to obtain your consent before sharing any information. The only occasions where we would share information without a person’s consent is if by seeking consent it would place a child or adult at risk of increased significant harm, prejudice the prevention, detection or prosecution of a serious crime, or lead to unjustified delay in making enquiries about allegations of significant harm or serious harm. Sharing information without consent is always done in line with our safeguarding policies and confidentiality and information sharing policy.

All personal information provided by you is stored securely in line with the UK General Data Protection Regulation (UK GDPR), and the Data Protection Act 2018 (DPA, 2018). The lawful basis we rely on for processing information are:

Legitimate interest: We have a legitimate interest to promote the safety and wellbeing of victim-survivors of domestic abuse.
Your consent: We apply this basis for the same reason as above. When you contact us with an enquiry, to support our work, access out training or receive our newsletter we also use consent as a lawful basis to process your data. You are able to remove your consent at any time (with the acceptation of us sharing information to reduce the risk of significant harm). You can do this by contacting 0300 4000 121 or by email to info@refuge4pets.org.uk
We have a legal obligation: This is our duty to safeguard children, young people and vulnerable adults in line with our safeguarding policies.

How we store your personal information

Your information is securely stored in our IT systems which include Lamplight (database), Microsoft Office 365, Square payment software and Xero accounting system.

Whenever we collect or process personal data, we will only keep it for as long as is necessary for the purpose for which it was collected. Our GDPR policy and record of processing activity detail our data retention periods. We review these annually to ensure that retention schedules are followed. At the end of the retention period, data will either be deleted completely or anonymised.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

For more information about how to exercise any of your rights please contact us on 0300 4000 121 or email info@refuge4pets.org.uk.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us by email or in writing to:

PO Box 160
Liskeard
Cornwall
PL14 9DR

Helpline number: 0300 4000 121
Email: info@refuge4pets.org.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk