Notts and Yorkshire Boxer Rescue (NAYBR) PRIVACY POLICY Page

Who are we?

Our Organisation

Data Protection

Policy Scope

How do we collect information from you?

What type of information is collected from you?

The personal information we collect, store and use might include:

Your name and contact details (including postal address, email address and telephone number);
Your date of birth;
Your financial information such as bank account details (If you make a donation online or make a purchase, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions);
Information as to whether you are a UK taxpayer so we can claim gift aid;
A record of our communications with you;
Your communication preferences including any preferred email address;
Your giving history (which may be held by third party websites such as JustGiving);
Your interests, and reasons for your support;
Information collected as part of our adoption, fostering or rehoming services, such as details relating to your personal circumstances;
Information about your dog, such as their behaviour, medical conditions and treatments;
Photography and videography, such as images at events, case studies and other marketing materials

Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health, ethnicity and religion.

We do not usually collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us to. For example:

In connection with our adoption and fostering services, to enable us to establish if a particular dog is right for you;
Where you apply to volunteer with us. This may include establishing if we need to make any reasonable adjustments for you under the Equality Act;
We may ask for your health information if you are taking part in an event that might be considered strenuous.

Where appropriate, we will make it clear why we are collecting this type of information and what it will be used for.

What about online information?

How do we use your information?

Any information held about you may be used to help us effectively deliver our charitable services or to help us raise funds. Typically these include:

Adoption or Fostering

Helping you to find a suitable dog;

Providing you with aftercare services once you have adopted a dog;

To communicate with you regarding other dogs;

To see how you could support NAYBR in other areas.

Rehoming

To establish if your dog is suitable for rehoming and how we can best look after the dog while it is in our care;

To establish your reasons for rehoming the dog;

To assess how we can safely rehome the dog;

To enable us to satisfy any relevant legislation that applies to dogs taken into our care (including legal ownership and microchip details).

Lost and Found Dogs

As a registered charity involved with dog welfare we have access to online microchip databases (eg Petlog). This allows us to check the current owner of any dog.

Volunteering

To enable us to recruit volunteers and foster carers;

To support and train volunteers;

To enable us to communicate with volunteers regarding their volunteering work.

Fundraising

To raise the fundraising income to allow us to be here for every Boxer in need;

To manage and record financial transactions associated with fundraising;

To manage events and fundraising activities;

To help maximise the value of donations through Gift Aid. As part of this process we are required to submit your details including your address to HMRC. By confirming that we may make a Gift Aid claim you are giving us permission to do this.

Marketing

We only issue marketing information to our members or people who have “opted in” to receive such information. In the event that you no longer wish to receive communications from us, please contact us at the address shown at the end of this policy.

Financial Transactions

We currently rely on cash, cheque or BACS transactions. We do not use financial information to solicit further donations.

Raffles

To process your payment and to enter you into the draw;

To verify you are over 18 and able to enter the draw.

Events

To process entry and registration fees;

To collect and store images (still or video) for the purposes of highlighting NAYBR activities and to promote future events. No personal information of any under participants under 16 years old will be used in any publicity materials without the written consent of their parent or legal guardian. We may however use images where children are incidentally included (typically in the background of such images);

To collect health information for any participants in strenuous activities.

Media & PR

Contacting you with regards to press enquiries.

Donations

To process your donations;

To use your personal information for the recovery of Gift Aid (if applicable).

Retail

To enable us to fulfil orders for goods.

Newsletters

NAYBR members and other people who have “opted in” are sent periodic emails with updates and news. An annual newsletter is also issued by post or email.

General Enquiries

To enable us to record, consider and reply to enquiries.

How do we keep your information safe?

How long is your information kept for?

We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes).

Typical retention periods are:

Financial

Seven years or otherwise as required by law.

Dog records

15 years (the likely lifetime of a dog) or less if we are notified of the death of the dog. Records of unsuccessful adoption, fostering and rehoming requests are also retained.

Donors

As other financial records

Trustees

If you stop being a trustee we will keep your records for 7 years from the date you notify us of wishing to withdraw from the organisation.

NAYBR Coordinators and Members

If you stop being a NAYBR member we will keep your records for 7 years from the date you notify us of wishing to withdraw from the organisation.

Volunteers

If you stop being a volunteer we will keep your records for 3 years from the date you notify us of wishing to withdraw from the organisation.

We review our retention periods on a regular basis.

Paper records are shredded upon completion of the retention period.

If you would like to know more about how long we hold your personal data for, please email us at the address shown at the end of this policy.

How do we keep your information up to date?

Do we analyse your information?

Does your information stay in the UK?

Do we share your data?

Who is the data controller?

How old are you?

How does the law apply to your information?

Data protection law requires us to make sure that we have a valid ground for processing your data. The law sets out a minimum of six different grounds for when personal data can be processed (further requirements are added where sensitive data is used).

We will only process your information if any of the following apply:

Consent:

Contract:

Legal obligation:

Vital interests:

Public task:

Legitimate interests:

Under the GDPR NAYBR is required to have a legitimate interest before we are able to process your data. Without the data we collect we would not be able to function as a charitable organisation.

This also extends to the legitimate interests of any third party with which we have a contract.

Examples of our legitimate interest include:

Providing care for dogs

To assess suitability for adoption and to follow up with you about your adoption enquiry;

To provide veterinary information about your dog to any new owner;

To capture the information we need when we take in a dog, to allow us to care for that dog and ultimately rehome it;

To provide you with aftercare services once you have adoption a dog from us;

To register new owners’ details with microchip databases.

Fundraising

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

Administration

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 monitor who we deal with to protect the charity against fraud, money laundering and other risks;

To better understand how you interact with our website.

Volunteers

To assess volunteers, including people adopting dogs and foster carers.

When we process your personal information in this way, we consider and balance any potential impact on you and your rights under data protection laws.

We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive, unless we are otherwise required to by law.

Generally we do not use what is defined by the GDPR as “special category data”. ie racial, political, religious, etc. The only exception to this is where we collect any medical information from a volunteer who is undertaking a strenuous activity on our behalf. This information is only obtained on the basis of your explicit consent.

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 at please email us at the address shown at the end of this policy.

What are your rights?

Under the GDPR you have certain rights over the personal information that we hold about you. These are as follows:

The right to be informed.

The right of access.

The right to rectification.

The right to erasure.

The right to restrict processing.

The right to data portability.

The right to object.

Rights in relation to automated decision making and profiling.

How do you exercise your rights?

Is this policy up to date?

What do you do if you’re not happy?

Information Commissioners Office

Contact Us

Policy Status

Here at NAYBR we are committed to protecting your privacy.

This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.

Any questions regarding this policy and our privacy practices should be sent by email to the address shown at the end of the policy.

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