Last update: April 17, 2020
— Your privacy is critically important to Give Me Shelter – Romanian Stray Dogs Rescue (hereafter GMS).
WHO WE ARE
Give Me Shelter – Romanian Stray Dogs Rescue C.I.C. (company number: 12402495) aims to provide a safe and decent shelter for the Romanian stray dogs. Our web portal is built to link donors, adopters and supporters with honest Romanian stray dogs’ rescuers.
Our commitment to care doesn’t stop at dogs. We care about your personal data and ensuring you’re informed about how we use it. GMS promises to protect your data, and to manage any information you share with us in line with data protection laws.
Please read this policy carefully, along with our Terms and Conditions 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 GMS processes your information, please get touch using the details in the “Contact us” section below.
TYPES OF PERSONAL DATA WE COLLECT
Depending on your interaction with GMS, we’ll collect the following types of information about you:
- Your contact details, such as name, postal address and email address
- Your date of birth
- A record of our communications with you
- Your communication preferences
- Your giving history
- Photography and videography, such as images at events, case studies and other marketing materials
WHERE DOES THIS INFORMATION COME FROM?
Most personal data we process is given to us directly by our supporters and volunteers in the course of their interactions with us.
HOW WE USE YOUR DATA
In simple terms, we use this data for communication purposes and 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|
|ADOPTION||To link adopters with rescuers. To provide you with aftercare services once you have rehomed an animal To communicate with you regarding our wider work and how you might support GMS in other ways|
|REPORTING STRAY DOGS||To register the stray dog’s details for the purposes of finding a shelter for it.|
|RESCUERS||To enable us to recruit rescuers and foster carers To support rescuers To enable us to communicate with rescuers regarding their volunteering work.|
|MARKETING AND FUNDRAISING||To send you marketing including behind the scenes news, updates about our dogs, general information about rehoming, volunteering and various ways you can support GMS, including fundraising, events and campaigning To efficiently raise the fundraising income to allow us to be here for every stray dog. To manage, facilitate and record financial transactions associated with fundraising To manage events and fundraising activities|
|SPONSORSHIP||To process your donation and send you confirmation and receipts Where Sponsorship is a gift, to tell the gift recipient who their gift is from|
|LEGACIES||If you have got in touch with us about leaving us a legacy, we will manage and administrate your legacy pledge|
|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 donation and send you confirmation and receipts|
|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|
|PHOTOGRAPH / VIDEOGRAPHY||To archive and store images and videos for historical interest and event promotion|
When you adopt one of dogs on our portal, we ask you to provide us with personal information (like phone number, email address, and postal address). This information will be passed to the rescuer that has the dog in his/her care in order to facilitate the communication and the dog’s transfer. In this process, the rescuer might ask for extra details in order to assess your eligibility to own the dog. GMS has no access to this information, nor decision in regards with the assessment.
Rescuers provide invaluable support to Romanian strays. Where you have provided us with your information to become an agreed rescuer, we process this in order to recruit rescuers or foster carers (for example, by reviewing applications), support/train volunteers/rescuers and communicate with you generally about the work we do to ensure that you are kept well informed about GMS, your own volunteering and, you can get more involved and when or how you can receive funds.
MARKETING AND FUNDRAISING
GMS’s marketing activity helps to find more dogs permanent and loving homes and helps us to raise the income rescuers need which us and them to do this.
GMS 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, rescuing, volunteering and various ways you can support GMS, including fundraising, events and campaigning. Examples include update email, emails inviting you to events, and email updates on our campaigning activity.
GMS 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.
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.
If you donate to 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.
HOW THE LAW APPLIES TO GMS’S USE OF PERSONAL INFORMATION
GMS 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.
- 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 seven years).
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 a rescuer 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.
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:
|Business Objectives||Processing Activities|
|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/RESCUERS||To assess rescuer/volunteer (including foster carer) applications and recruit volunteers To communicate with rescuers/volunteers about information that is essential to their role, and about the wider activities of GMS To process rescuers/volunteers and foster carers data to effectively administer their close relationships with GMS 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.
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 seven years. We required to keep a record of your communication preferences, in accordance with the General Data Protection Regulation.
We’ll retain personal information for different periods of time depending on your relationship with GMS.
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 GMS’s 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 GMS. 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 anonymise 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.
GMS’s 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).
GMS 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 others. An example could be sharing your details with the rescuer when you apply to adopt a dog. 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;
- and marketing agencies.
In these situations, the relationship between GMS 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 GMS is using your personal information on the basis of your consent, you have the right to withdraw that consent at any time. You also have the right to ask GMS 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 seven 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; GMS does not undertake complex computerised decision-making that produces legal effects.
If you want to exercise any of these rights, please contact us.
FILMING AND PHOTOGRAPHY AT EVENTS
Please note that GMS (or our authorised service providers) or our commercial partners may film or photograph participants, rescuers, 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 warm-up exercises, or on the starting line).
WHAT TO DO IF YOU ARE NOT HAPPY
GMS is committed to maintaining high standards in all of its work. The charity engages with donors, partners, volunteers, rescuers and its customers in many ways. This includes various fundraising activities such as direct mail and direct communications through social media and the press. Supporters also have the opportunity to engage with GMS through community projects and rehoming activities.
GMS is committed to maintaining good relations with all supporters, donors, partners, volunteers, rescuers and its customers and aims to always treat people with respect care, integrity and dignity.
In the first instance, please talk to us directly so we can help resolve any problem or query. You can contact us at firstname.lastname@example.org.
You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about Data Protection using their helpline 0303 123 1113 or at www.ico.org.uk