Who are we?
Notts and Yorkshire Boxer Rescue is a registered charity run entirely on a voluntary basis by a dedicated team of people who have a passion for the breed. Although we are based in Nottinghamshire and Yorkshire we do, in fact, rescue and re-home throughout the UK and have a network of volunteers who assist us.
We are an ethically run rescue with the very highest of welfare standards and care. Committed to promoting responsible dog ownership we offer guidance and advice to anyone seeking help or reassurance, including the education of the public about the welfare of all Boxer dogs. As a result of our work, we are recognised by the Kennel Club as a breed rescue. We are however an independent rescue organisation and do not operate in association with any other Boxer rescue organisation.
Our objectives as stated with the Charity Commissioner are "to promote humane behaviour towards dogs, in particular, but not exclusively, the breed known as Boxers and boxer cross breeds by providing appropriate care, protection, treatment and security for animals which are in need of care and attention by reason of sickness, maltreatment, poor circumstances or ill usage and to educate the public in matters pertaining to dog welfare in general and the prevention of cruelty and suffering among dogs in Nottinghamshire and Yorkshire”.
In this policy “NAYBR”, “we”, “us” or “our” shall mean Notts and Yorkshire Boxer Rescue, registered charity No: 1152380. Registered address: 33 Cherry Tree Drive, Long Duckmanton, Chesterfield, Derbyshire, S44 5JL
In this policy “GDPR” shall mean The Data Protection Act 2018, the UK’s implementation of the General Data Protection Regulation.
Our organisational structure is as follows:
- Vice Chair
- Dog coordinators
- Kennel coordinators
- Fostering coordinators
- Fund Raising coordinators
Only trustees and coordinators have access to any data that we may collect while undertaking our activities.
We care about the Boxer dogs that are entrusted to us. We also care about the rights and privacy of the individuals we come into contact with, in particular our supporters, the people who adopt or foster the dogs in our care and those unfortunate people who have to have their dogs rehomed.
Please read this policy carefully in order to understand how we collect, use and store your personal information.
If you have any questions about how we process your information, please get touch using the details in the “Contact Us” section below.
This policy applies to all NAYBR trustees, coordinators and volunteers. Compliance with it is a condition of all the aforementioned personnel.
The policy applies to the processing of any personal information acquired while functioning as a representative of NAYBR.
How do we collect information from you?
We will only collect personal data that we believe to be relevant to the functioning of our charity.
We obtain information about you in the following ways:
- Information you give us directly. For example, when you apply to volunteer for us, take part in one of our events, make a donation or when you register to receive our newsletter;
- Information you give us indirectly. Information may be shared with us by third parties, which might include fundraising sites, event organisers or people working on our behalf;
- Social media. When you interact with us on social media platforms such as Facebook and Twitter we may obtain information about you (for example, when you publicly tag us in an event photo). The information we receive will depend on the privacy preferences you have set on those types of platforms;
- Public information. We may need to supplement our information on you from public registers, websites and other such sources.
- Event data. We may be requested by event organisers to obtain personal data in respect of participants. For example, we may manage the dog show section of a much larger event. In doing so, we may be requested to obtain your name, address, etc, prior to entering your dog in the show. We do not store or manage information obtained on behalf of the organisers. It is simply issued directly to the relevant event personnel. Any information obtained while acting as an agent of the event management, is subject to the data control policies of the event company.
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?
Our website is protected by the use of a security certificate purchased from our web hosting provider.
We do however, as part of our commitment to accessibility, retain information regarding your font preferences as “local storage” on your computer. The only data contained in this is your choice of font colour, height etc. This is primarily to assist in making our website more accesible to users with disabilities. The adjustments are classed as "user interface customisation" and is therefore exempt from the General Data Protection Regulations.
You can delete all the local storage settings by clicking the "reset" button on the accessibility dialog box.
Google Search Console does track how people find out about us and how our website is performing. The results from this are simply “click counts” and do not contain any personal information.
What about NAYBR’s social media accounts?
If you use Facebook, Twitter, etc to access our social media accounts then these platforms will set cookies on your computer. For details of how to remove these, please check the individual software settings.
You can find out more on disabling cookies at All About Cookies
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.
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.
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.
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.
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.
We currently rely on cash, cheque or BACS transactions. We do not use financial information to solicit further donations.
To process your payment and to enter you into the draw;
To verify you are over 18 and able to enter the draw.
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.
To process your donations;
To use your personal information for the recovery of Gift Aid (if applicable).
To enable us to fulfil orders for goods.
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.
To enable us to record, consider and reply to enquiries.
How do we keep your information safe?
When you give us personal information, we take steps to put in place appropriate technical and organisational controls in order to protect it.
Only NAYBR Trustees or Coordinators that have a designated data control function can access personnel data.
Information is generally retained in electronic form by the use of Microsoft Office 365 / Microsoft Teams. Paper copies may be retained for backup purposes. Electronic data in the Office 365 cloud is periodically backed up to a local computer.
Only NAYBR Trustees or Coordinators that have a designated data control function are provided with login name and password to be able to access Office 365. Where we have given users passwords which enable them to access Office 365 or the members' area of our website, they are responsible for keeping this password confidential.
We have a designated treasurer and we employ an external accountant. Accounts are submitted annually to the relevant authorities.
Non-sensitive information, such as your email address is transmitted normally over the internet, and this can never be guaranteed to be 100% secure. Any information you transmit to us via the internet is at your own risk.
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:
Seven years or otherwise as required by law.
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.
As other financial records
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.
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?
We take reasonable steps to see if your information is accurate and up to date. If any of your details change please let us know.
NAYBR Trustees and Coordinators are requested to advise us of any changes of contact details as soon as possible.
Do we analyse your personal information?
We do not undertake automatic analysis of personal data. We review data provided by applicants in order to make a judgement on their suitability to adopt or foster a particular rescue dog.
Does your information stay in the UK?
NAYBR’s operations are entirely UK based.
Currently we believe that our Microsoft Office 365 / Microsoft Teams server and our website server are both UK based. We believe that both these organisations are GDPR compliant.
It is possible that third party servers could be relocated without our knowledge. As the GDPR only applies to controllers and processors located in the European Economic Area (the EEA). If the new server locations are outside of the EEA there may be a risk that country will not have the same level of data protection. By submitting your personal data, you’re agreeing to this transfer, storing or processing.
Do we share your data?
NAYBR will never exchange or sell your personal information to another organisation for their own marketing purposes. However there are circumstances where we may share your personal information with other organisations. This may include statutory authorities, animal welfare organisations, and veterinary companies in order to update microchipping databases. It may also be necessary to report infringements of the Dangerous Dogs Act 1991.
Information provided by you will be stored on servers hosted by third party companies. Currently we use:
- Microsoft Office 365 / Microsoft Teams for all our computer based administration tasks;
- JustGiving, EasyFundRaising and ChariTable for fundraising tasks. The individual websites have their own security methods and data protection standards. You should check the individual website for their policies prior to making any donations;
- Ebay for any products we are currently selling;
Who is the data controller?
NAYBR is defined as the “data controller”.
Dog adoption, fostering and rehoming records are managed by specific Coordinators.
How old are you?
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
We would prefer that anyone who adopts a dog to be over 18.
How does the law apply to your personal 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:
Where you have provided specific consent to us using your personal information in a certain way, such as to send you email, text and/or telephone calls.
Our adoption and fostering terms and conditions include the right for us to make follow up calls to assess the ongoing welfare of a rehomed dog. This is only for this purpose and does not grant us the right to make marketing or other approaches to you.
Two weeks after a successful rehoming we do send out a form asking if you wish to join or mailing list for newsletters, etc. You will not be added to our mailing list until you have opted in.
You can withdraw this consent at any time by contacting us at the address shown at the end of this policy.
Where we enter into a contract with you, typically if you purchase any of our products;
Where we are required to comply with a legal obligation, for example the submission of our accounts to the Charity Commission;
Where it is necessary to protect someone’s health. This includes any medical reporting to emergency services;
Where processing is necessary for us to perform a task in the public interest or to enable us to undertake our official functions;
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.
To process your donations and Gift Aid where you have asked us to do so.
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.
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
You have the right to be told how we use your personal information. This policy document is intended to be a clear description of how your data may be used
The right of access
You have a right to request access to the personal data that we hold about you.
If you want to request a copy of the information we hold about you, please provide us with the following information:
- Your name;
- Proof of identity
- The date of your request;
- Your current contact details;
- A comprehensive list of the personal data you want us to send to you;
- Any details, relevant dates, or search criteria that will help us identify what you want;
- How you would like to receive the information (letter or email);
The request should be made by email to the address shown at the end of this policy.
The requested information will be provided within 30 days.
Where we believe a subject access request to be duplicate of an earlier request, excessive or manifestly unfounded, we can charge a “reasonable fee” to cover our administrative costs of complying with the request.
The right to rectification
You have the right to have inaccurate or incomplete information we hold about you corrected. If you believe any of the information we hold is inaccurate or out of date, please contact us via email at the address shown at the end of this policy.
The right to erasure
You have the right to be forgotten. This means that you may ask us to delete some or all of your personal information. We will do so as far as we are requested, however in many cases we will anonymise that information, rather than delete it. This will allow us maintain records such that would avoid us contacting you again. 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.
The right to restrict processing
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.
The right to data portability
You have the right to request that your information is passed to another service provider. These requests will be processed within 30 days, provided there is no undue burden and it does not compromise the privacy of other individuals.
The right to object
You have the right to stop the processing of your personal data where we are using your personal information for legitimate interests, direct marketing or statistical/research purposes.
Rights in relation to automated decision making and profiling.
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. NAYBR does not undertake such computer modelling.
How do you exercise your rights?
If you want to exercise any of the above rights, please email us at the address shown at the end of this policy. 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 Information Commissioner’s Office. Contact details for the ICO are shown at the end of this policy.
Is this policy up to date?
We keep this policy under regular review. Any changes we may make to it will be posted on this website so please check this page if you have any concerns.
What do you do if you’re not happy?
NAYBR is committed to maintaining good relations with all its clients and its volunteers. We always try to treat people with respect care, integrity and dignity.
If you have a problem or query, please feel free to contact us by email at the address shown at the end of this policy.
You can also contact the Information Commissioners Office if you have any concerns about data protection using their helpline
Information Commissioners Office
Telephone helpline: 0303 123 1113 or email at ico.org.uk/
If you have a problem or query, please feel free to contact us by email at Info@nayboxerrescue.co.uk
Approved: Matthew McDonnell (Chair)
Date: 8th July 2020
Reviewed: First issue