This policy describes how and why St Giles Animal Rescue uses your personal information, how we protect your privacy when doing so, and your rights and choices regarding this information. We promise to respect any of your personal information which is under our control and to keep it safe. We aim to be clear when we collect your information about what we will do with it.
We are a large charity with relationships with thousands of fundraisers, volunteers, supporters and researchers, so we use personal information on a day to day basis in order to operate. Our use of personal information allows us to make better decisions, fundraise more efficiently and, ultimately, helps us to reach our goal of enabling three in four people to survive a cancer diagnosis by 2034.
This policy was last updated on 6th November 2020.
1. St Giles Animal Rescue (registered charity in England (1136251)
We collect information in the following ways:
Information you provide to us directly
You may give us your information in order to sign up for one of our events, make a donation, purchase our products, register as a volunteer, media volunteer or ambassador for us or otherwise communicate with us.
In addition, in accordance with common website practice, we will receive information about the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
Information you provide to us indirectly
Your information may be shared with us by third parties, for example:
• if a friend or family member signs you up for one of our events
• professional fundraising agencies;
• independent event organisers, for example the London Marathon or fundraising sites like Just Giving or Virgin Money Giving;
• if you sign up as a volunteer for us through a Job Centre or external volunteering website;
We also may receive data about you from subcontractors acting on our behalf who provide us with technical, payment or delivery services, and from business partners, advertising networks and search/analytics providers used on our website.
Information from other sources
We also use information from the following sources:
Communication, engagement and actions taken through external social media platforms that we participate on are subject to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those services, for example when you publicly tag us in an event photo.
You are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to your own privacy and personal details.
We supplement information on our supporters with information from publicly available sources such as charity websites and annual reviews, corporate websites, public social media accounts, the electoral register and Companies House in order to create a fuller understanding of someone’s interests and support of SGAR. For more information, please see our section on “Building profiles of supporters” below.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We collect, store and use the following kinds of personal information:
Certain types of personal information are in a special category under data protection laws, as they are considered to be more sensitive. Examples of this type of sensitive data (known as “special category data”) would be information about health, race, religious beliefs, political views, trade union membership, sex life or sexuality or genetic/biometric information.
We only collect this type of information about our supporters to the extent that there is a clear reason for us to do so, for example asking for health information if you are taking part in a sporting event, or where we ask for information for the purpose of providing appropriate facilities or support.
Wherever it is practical for us to do so, we will make clear why we are collecting this type of information and what it will be used for
As a small organisation, carrying out many different tasks we use personal data for a wide number of purposes. We will use personal information to:
At St Giles Animal Rescue, our life-saving work is only made possible thanks to the generosity of our supporters – so it’s vital that our fundraising efforts are as effective as they can be. By developing a better understanding of our supporters through researching them using publicly available sources we can tailor and target our fundraising events and communications (including volunteering opportunities) to those most likely to be interested in them. This allows us to be more efficient and cost-effective with our resources, and also reduces the risk of someone receiving information that they might find irrelevant, intrusive or even distressing.
We may also obtain information about potential donors or individuals who might want to support us by fundraising or by speaking about their experience with pet adoptions where these have been shared publicly, where they have not previously provided us with information.
We use information we hold about our supporters and potential supporters to research their potential to be a significant donor or volunteer fundraiser for SGAR and collect additional details relating to their employment and any philanthropic activity. We may also estimate their gift capacity, based on their visible assets, history of charitable giving and how connected they are to SGAR.
We use data which has been provided directly to SGAR and combine this with information from publicly available sources such as charity websites and annual reviews, corporate websites, public social media accounts, the electoral register and Companies House in order to create a fuller understanding of someone’s interests and support of SGAR. We only use reputable sources, where someone would expect their information may be read by the public. We avoid any data that we believe has not been lawfully or ethically obtained, and we do not use information sources which have not been made public.
We’re committed to putting you in control of your data and you’re free at any time to opt out from this activity. To find out more, please contact firstname.lastname@example.org
We work with social and business media platforms including Facebook to bring you targeted advertising about our work and improve your experience on our website. This may be via Social Plugins (e.g. Like and Share buttons) or through the use of ‘Custom Audience Lists’.
To use Custom Audience Lists we provide the social media platform with a list of email addresses or phone numbers and they use that list to target or exclude those individuals from seeing our advertisements. We will only include supporters in these lists if they have opted into receiving our marketing.
The contract terms under which they act as our processor for this purpose does not permit them to make any further use of the details we provided. Data is deleted once it is no longer in use.
We believe we have a legitimate interest in customising our social media communications in this way. If you do not wish us to do so, you can always tell us not to share your information with Facebook, or any other platform by contacting us at 07845642595 or email@example.com. You can also change your settings on the social media platform to stop this kind of targetting from specific or from all advertisers.
In some circumstances, for example if you visit our rescue centre, we will need to collect your contact information to support the tracing of Covid-19 infections.
We will use this data to fulfil our health and safety responsibilities including:
1. Identifying if members of staff/volunteers have to self-isolate
2. Closing and deep cleaning shops
3. To make sure others with whom you have been in close contact (as defined by government guidance) can be informed if there is a positive case of Covid-19 (coronavirus).
Under the General Data Protection Regulation, we must determine the legal basis for processing. The legal bases for processing this data will be:
• Article 9(2)(g) Where it is necessary for the reasons of substantial public interest
• Article 9(2)(b) Where it is necessary for the reasons of Employment, social security and social protection law
In this current pandemic we may share your information with other public authorities, emergency services, and other stakeholders as necessary and where it is proportionate to do so.
We will only keep the personal data collected for 21 days from collection as advised by the UK Government. Guidance from the UK Government. Where we do not need to continue to process your personal data, it will be securely destroyed.
We think it’s important to let our supporters know how their money is being spent and to say thank you for their generosity. We send information to individuals who have supported us to say thank you and provide updates on our work. We will tailor the amount and type of these communications depending on the ways in which you have provided support, for example the volunteers in our shops will receive more regular and detailed updates.
If you ask for details of, or register for, a STGR event or fundraising activity, we will send you information including, where relevant, ideas for fundraising, key information about the activity and reminders to submit any money raised.
Where you have signed up for an event with a third party (for example the London Marathon) and told the event organiser that you wish to fundraise for us, we may contact you with information and support for your fundraising for that event.
If you take part in a STGR or third party event, we may contact you to let you know that the event is happening again and how you can register, unless you have specifically opted out of further marketing.
Being able to contact previous supporters to ask them to consider supporting us again is a very cost effective way of raising funds. Our marketing communications include information about our latest breakthroughs, campaigns and lifesaving work and requests for donations or other support. Occasionally, we may include information from partner organisations or organisations who support us in these communications. When you provide your details to us, you will be asked to opt in or opt out of receiving marketing.
We may use information we hold about you, for example the record of your previous donations to and/or relationship with us, your location and demographics, as well as the type of activity you have been involved with, to tailor our communications with you about future activities.
If you’ve decided you don’t want to be contacted for marketing purposes, we may still need to contact you for administrative purposes. This may include where we are processing a donation you’ve made and any related Gift Aid, thanking you for a donation or participation in an event, or keeping in touch with you about volunteering activities you are doing for us.
We will never sell or rent your information to third parties for marketing purposes.
We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing. If you don’t want to hear from us, that’s fine, and you can change your preferences at any time. Just let us know when you provide your data or contact us on firstname.lastname@example.org
We recognise that consent doesn’t last forever and that circumstances change, so we have placed a cap of 4 years from the last time someone consented to marketing. You can change your mind about your preferences at any time by contacting us on email@example.com.
Data protection laws mean that each use we make of personal information must have a “legal basis”. The relevant legal bases are set out in the General Data Protection Regulation (EU Regulation 2016/679) and in current UK data protection legislation.
Consent is where we ask you if we can use your information in a certain way, and you agree to this (for example when we send you marketing material via post, phone, text or e-mail). Where we use your information for a purpose based on consent, you have the right to withdraw consent for any future use of your information for this purpose at any time.
We have a basis to use your personal information where we need to do so to comply with one of our legal or regulatory obligations. For example, in some cases we may need to share your information with our various regulators such as the Charity Commission, Fundraising Regulator, Information Commissioner or Gambling Commission, or to use information we collect about you for due diligence or ethical screening purposes.
We have a basis to use your personal information where we are entering into a contract with you or performing our obligations under that contract. Examples of this would be if you are buying something from us (for instance some branded merchandise or an event place), applying to work/volunteer with us, or being funded to undertake research.
We have a basis to use your personal information where it is necessary for us to protect life or health. For instance if there were to be an emergency impacting individuals at one of our events, or a safeguarding issue which required us to contact people unexpectedly or share their information with emergency services.
We have a basis to use your personal information if it is reasonably necessary for us (or others) to do so and in our/their “legitimate interests” (provided that what the information is used for is fair and does not unduly impact your rights).
We consider our legitimate interests to include all of the day-to-day activities St Giles Animal Rescue carries out with personal information. Some examples not mentioned under the other bases above where we are relying on legitimate interests are:
We only rely on legitimate interests where we consider that any potential impact on you (positive and negative), how intrusive it is from a privacy perspective and your rights under data protection laws do not override our (or others’) interests in us using your information in this way.
When we use special category personal data (please see the “What personal information we collect” section above), we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law for using this type of information (for example if you have made the information manifestly public, we need to process it for employment, social security or social protection law purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).
We ensure that there are appropriate technical and organisational controls (including physical, electronic and managerial measures) in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.
Some of our suppliers run their operations outside the United Kingdom, including within the European Economic Area (EEA). This includes countries which do not have the same data protection laws as in the UK. In these circumstances, we will make sure they provide an adequate level of protection in accordance with UK data protection law, and confirm that appropriate safeguards are in place.
We take into account various criteria when determining the appropriate retention period for personal data including:
We may share your information with organisations with whom we undertake joint fundraising campaigns. This may be to ensure that our supporters are not contacted by both organisations, to enable us to assess the success of our activity or to facilitate due diligence where large donations are made to a particular cause.
We will never sell or rent your information to third parties for marketing purposes.
We may also disclose your information to third parties in connection with the other purposes set out in this policy. These third parties may include:
Where we are under a legal or regulatory duty to do so, we may disclose your details to the police, regulatory bodies or legal advisors, and/or, where we consider this necessary, to protect the rights, property or safety of St Giles Animal Rescue, its personnel, visitors, users or others.
We reserve the right to disclose your personal information to third parties:
We may use information from external sources such as the post office national change of address database and/or the public electoral roll to identify when we think you have changed address so that we can update our records and stay in touch. We only use sources where we are confident that you’ve been informed of how your information may be shared and used.
We do this so we can continue to contact you where you have chosen to receive marketing messages from us and contact you if we need to make you aware of changes to our terms or assist you with problems with donations.
This activity also prevents us from having duplicate records and out of date preferences, so that we don’t contact you when you’ve asked us not to.
We’re committed to putting you in control of your data and you’re free at any time to opt out from this activity. To find out more, please contact firstname.lastname@example.org.
We really appreciate it if you let us know if your contact details change
Under UK data protection law, you have rights over personal information that we hold about you. We’ve summarised these below:
Right to access your personal information
You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.
If you want to access your information, send a description of the information you want to see by post to Marketing, St Giles Animal Rescue, Newport Road, Wrantage, Taunton, Somerset, TA3 6DJ
You have the right to have inaccurate or incomplete information we hold about you corrected. If you believe the information we hold about you is inaccurate or incomplete, please provide us with details and we will investigate and, where applicable, correct any inaccuracies.
You have a right to ask us to restrict the processing of some or all of your personal information in the following situations: if some information we hold on you isn’t right; we’re not lawfully allowed to use it; you need us to retain your information in order for you to establish, exercise or defend a legal claim; or you believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose and you have objected to us doing so.
You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions, you have the right for this to be done. If we are unable to delete your information, we will explain why this is the case.
Right for your personal information to be portable
If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.
If we are processing your personal information based on our legitimate interests or for scientific/historical research or statistics, you have a right to object to our use of your information.
If we are processing your personal information for direct marketing purposes, and you wish to object, we will stop processing your information for these purposes as soon as reasonably possible.
If you want to exercise any of the above rights, please contact us Marketing, St Giles Animal Rescue, Newport Road, Wrantage, Taunton, Somerset, TA3 6DJ. We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.
Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office (ICO(link is external))
If you are unhappy with any aspect of how we are using your personal information we’d like to hear about it. We appreciate the opportunity this feedback gives us to learn and improve. You can find out more and read our Complaints Policy on our web pages.
You also have the right to lodge a complaint about any use of your information with the Information Commissioners Office(link is external), the UK data protection regulator.
If you have any questions, comments or suggestions, please let us know by contacting Marketing, St Giles Animal Rescue, Newport Road, Wrantage, Taunton, Somerset, TA3 6DJ .
St Giles Animal Rescue also has a Data Protection Officer, who can be contacted at: The Data Protection Officer, Marketing, St Giles Animal Rescue, Newport Road, Wrantage, Taunton, Somerset, TA3 6DJ