Privacy Notice

The purpose of this policy is to be as transparent as possible with regards to the data we collect and hold about you and how we may use it and how we keep it safe.

RSPCA Woodside are a separately registered charity using a governing document approved by the national RSPCA. We will respect your privacy and are committed to protecting your personal data. Please read this privacy notice together with any other information that we may provide on specific occasions when we ask to collect or process your personal data so that you are fully aware of how and why we are using it.

The identity of the Branch is clear from its name and charity number which will be on its website and public information. See ‘your local RSPCA’. The Branch is an unincorporated charity, acting through its committee of trustees as registered with the Charity Commission, and are the data controller and responsible for your personal data. If you have questions about how we handle your information, please contact us using our online form via our contact page.

This privacy notice supplements any other specific notices provided by the Branch and is not intended to override them. Our website is hosted by us, Charity Number 222621, certain technical data will be processed by us and the National Charity as Joint Data Controllers – please see the RSPCA National Society Privacy Policy.

1. Personal data that we process

The following explains the types of data we collect and the legal basis for processing it under current data protection legislation.

If you enquire about us and our work, or wish to make a complaint, we will take your name, telephone contact number, email or postal address and a message. The legal basis for this may be to fulfil a contract with you (e.g. to be considered for adoption of an animal) or legitimate interest (it is necessary for us to read and store your message so that we can respond in the way you would expect). We may have a legitimate interest in sharing some of your personal data with the National Society, who support branches in governance and administration, including complaint handling.

If you wish to receive updates by email or post about our work, including fundraising updates
We will take your name, email or postal address and a contact number. The legal basis for this is consent – you will need to have given us your active consent to be contacted in this way about the subject selected and can rescind this at any time. Further information will be given at the point we collect your data.

If you make a donation to us, we will request your name, email address and postal address. If we take payments over the phone where we ask for your credit or debit card details we will not keep your financial information but process immediately. We prefer you to donate through your bank or via a third-party processor (e.g PayPal or JustGiving) who are data controllers in their own right. We may thank you for your donation on the basis of legitimate interest – this is necessary for us to fulfil your intention of receiving your donation and your expectation of receiving an acknowledgement.

If you enter a raffle, draw or competition we will process your information to administer the raffle, draw or competition. There will be an option to give your consent to receive additional marketing messages. Ticket stubs and entry forms will be destroyed after the event has been completed.

If you enter our lottery your information will be processed by a third party external lottery manager (ELM) Woodside Lottery is jointly provided by us (the Promoter) and Gatherwell Ltd (‘Gatherwell’) .

The Promoter and Gatherwell are both classed as a data controller, which means that both organisations decide what information is needed from you to provide the Lottery.

Woodside Lottery, promoted by RSPCA Woodside, a Small Society Lottery licensed by Leicester City Council
Leicester City Council Registration No: LEISSL0315

This website is administered by Gatherwell, an External Lottery Manager licensed and regulated in Great Britain by the Gambling Commission under Account No 36893.

Text to Donate – When using our text donation service, the following terms apply:

Texts are charged at your chosen donation amount plus your standard network rate.
For pay-as-you-go phones, the donation amount is deducted from your credit immediately. For contract phones, the amount is added to your next bill.
You can donate multiple times by texting again.
A confirmation message will be sent for each donation.

If you ask us to claim gift aid on your donation, we will collect the information that is required by HMRC because we have a legal obligation to obtain and process gift aid forms. This applies to both monetary donations and donations made through our charity shops.

Social media – Whilst we try our best to only link to reputable social media platforms, we cannot be held responsible for the privacy of information collected by sites not managed by us, nor can we accept responsibility or liability for them. For this reason, you should consult the privacy policy on any external platform you link to before you submit any personal information to those sites.

Contact Forms – Our website may request personally identifiable information through contact forms. When completing these forms, you will be asked to consent to our data processing policy as outlined in this document.
Generally once submitted, your information will be processed and forwarded to us via a single email generated by the website application.

If you sign up as a member the National RSPCA will take your name, address, email address and payment information. The legal basis for this is fulfilling a contract – by paying your membership fees and being accepted as a member, you have entered into a contractual relationship with the National RSPCA, governed by our Rules. If you consent to applying for membership, your details will be passed to us, and your application/membership are governed by our governing document (Branch rules).

If you ask us to rehome your animal we will take your name, address, email and contact numbers and any history relevant to the animal’s welfare and behaviours, including veterinary information. The legal basis for this is performance of a contract with you to acquire the full legal title of the animal and to seek to rehome it. We may seek your consent to contact your previous vet to obtain a veterinary history.

To register you as a potential adopter or to place an animal into your home for adoption or fostering we will ask you for your name, address, email and telephone numbers along with information about your family, home and lifestyle. The legal basis for this is performance of a contract with you (the adoption agreement or the fostering agreement). As part of our adoption/fostering process we may carry out a home visit to help match you with the right animal, and a part of this process may involve us using a Google map search. This home visit may be carried out by a volunteer or one of our employees, or another charity within the RSPCA network, who will be acting for us for these purposes. In processing your application, we may collect special category data, in particular about your health, and we will only process this information on the basis of your explicit consent and specifically for the purpose of ensuring a suitable match between you and the animal available for adoption/fostering (e.g. fur allergy).

To process your request for financial help towards veterinary costs we will take your name, address, contact number and email and ask to see proof of means tested benefits and identification. The legal basis for this is performance of a contract with you and so we can ensure you are eligible for our charitable services and that we deliver public benefit. We will issue you with a voucher or unique reference number for use by a vet in treating your animal and invoicing us.

If you report an animal as lost or found we will not take your details directly but refer you to Animal Search UK.

If we register or amend microchip details on an animal belonging to you, we will ask you for your name, address, email and contact numbers in order to pass to the relevant microchip database company (principally Identibase, Anibase, Petlog). The legal basis for this is performance of a contract between you and the microchip company so that if your pet is missing, you can be reunited. For cats and dogs microchipping is also a legal obligation.

If we scan a stray animal and locate a microchip, we will contact the microchip database company and follow their process to contact you to let you know we’ve found your pet. The legal basis for this is our legitimate interest as an animal welfare organisation in matching stray animals with owners. If, after taking all reasonable steps to trace an owner, we are unable to make contact, we will seek to rehome the animal and re-register the microchip accordingly.

To register your interest in volunteering or applying for a job with us we will collect your name, address, email and contact telephone numbers and ask you for details regarding your application. Sometimes, criminal records and other checks may be required in line with our safeguarding and legal obligations. In processing your application, we may collect special category data, in particular about any disability, and we will only process this information on the basis of your explicit consent and specifically for the purpose of ensuring we meet our legal obligations (e.g. to make reasonable adjustments). We may also seek references who will need to consent to being contacted by us. Next of kin details will also be requested if your application is successful, as part of our legal responsibility for your safety whilst with us. Occasionally we need to contact a third party if concerned about your vital interests (e.g. in a medical emergency). We may also have a legitimate interest in sharing some of your personal data with the National RSPCA, who support us in governance and administration, including recruitment of employees and volunteers.

We have installed CCTV systems at some of our premises and at our rehoming centre based in Leicester we have installed CCTV on the outside of our buildings for the purposes of our legitimate interest in crime prevention and detection. CCTV is installed on the outside of any block associated with rehoming a pet for the purpose of monitoring the security of our people and property. Images captured by CCTV will not be kept for longer than necessary however, on occasions, there may be a reason to keep images for longer (e.g. if a crime is being investigated). You have the right to access CCTV images of yourself. Signage advising of CCTV equipment will give notice of areas covered by CCTV

We may use images of you and/or your pet in relation to promoting our charitable activities or fundraising. Please note that we (or our authorised partners) may film or photograph participants, volunteers and spectators attending or taking part in our events and use such footage or photographs. We do this in order to publicise our work in advertising, publications, marketing material, social media, personalised direct mail and other media that may be made available to the public.

No personal details (including names) of any under 16-year-olds will be used in any publicity materials without their written consent or that of their parent or legal guardian (depending on their age), but we may use images where children are incidentally included (for example, images of mass participation) but will give older children, or their parents/guardians, the opportunity to opt out.

We would ideally like to obtain your explicit consent before processing any images that would identify you directly (such as photos of you in a small group) but in mass participation events where this is not practical, we would ask you to contact us or our photographers, who should be easy to identify, in order to opt out.

Some individuals who adopted through us choose to share their experiences to support and promote our work. We will only share such stories if we have obtained explicit and informed consent from the individual or, if they are under 18, from their parent or guardian. These stories may be featured publicly at events, in materials promoting our campaigns and fundraising efforts, or in documents such as our annual report.

Providing your personal information is entirely voluntary; there is no legal or contractual obligation to do so. However, we require the information mentioned above to engage with you effectively as a patient or supporter.

We do display images of animals that have been adopted and in the majority of cases this will not be considered as personal data. However, as an adopter of an animal, you can always request at adoption that their image is not used, or that it is removed from Our channels at any time.

If you participate in a fundraising event that we have organised such as annual fundraising event, dog show, raffle, competition or prize draw etc we may take your name and contact telephone number in order to administer the event. The legal basis for this is performance of a contract with you.

If you use a veterinary clinic that is run by us for subsidising treatment of your animal, we rely on our veterinary surgeons to process personal data in accordance with RCVS guidelines.

If you use our website, your website activity will be collected through cookies, in line with our cookie policy. Further details about our use of cookies are detailed below in section 6.

Accidents – If you have an accident at the centre, or at any of our charity shops, we will need to collect your name, address and telephone number as part of our accident recording and reporting procedure.
We may share your details with the emergency services, if they are called. The Health and Safety Executive (HSE) government department if your accident falls under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013). Please visit http://www.hse.gov.uk/privacy.htm for details on how HSE handles your data.

2. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the information at the top of this policy. For example, we may use your personal information to:

To contact you in response to your enquiry, or to address questions, suggestions, issues, or complaints you’ve raised.
Handle donations or other transactions that you initiate, including processing Gift Aid or issuing refunds.
To provide you with our products and services
To comply with charity law and other legal regulations
Where you have specifically agreed to this, send you marketing communications by email or post relating to our work which we think may be of interest to you.
If you are a Member, we will send you an invitation to our Annual General Meeting (AGM) once a year by post, or email if we have your email address, and possible information updates about the charity you are a member of.

Under the legitimate interests legal basis, we may use your data to:

Personalise your shopping experience, such as recommending products based on your previous purchases or enquiries.
Conduct statistical analysis and gather feedback on our products, services, and activities. For instance, we may invite you to review a product or service you’ve used. Trusted research and feedback providers may assist us with this process.
Support our security measures, ensuring you can access our website and mobile apps safely.
Better understand your preferences as a customer, allowing us to improve the products and services we provide.
Inform you about the impact of your support and seek further financial or non-financial assistance.
Deliver tailored online advertising and promotions.
Analyse and segment data to identify trends, preferences, and relevant information for our supporters, allowing us to target communications effectively.

Any analysis or profiling is conducted internally or through trusted suppliers under strict contracts. We may also enhance data quality to optimise its use.
If you prefer not to be included in analysis or profiling activities, or if you would like more information about these processes, please contact us.

3. When we share your data

We will never sell your personal data to a third party. We will only pass your data to third parties in the following circumstances:

You have provided your explicit consent for us to pass data to a named third-party.
We are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third-party data processors; or
We are required by law to share your data.
If you participate in an event hosted by another organisation, your details may need to be shared. In such cases, we will inform you before sharing your information.
We may also have a legitimate interest in sharing some of your personal data with third-parties, in particular the National RSPCA, who as the umbrella charity supports us in governance and administration.
We may share your information across RSPCA Woodside and its subsidiary companies like our trading company, all of which are separately registered with the ICO as data controllers. The sharing of data between us and each subsidiary is subject to a written data sharing agreement.

In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.

4. How long we keep your data

We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
Where data is collected on the basis of consent, we will seek renewal of consent at least every three years.

5. Rights you have over your data

You have a range of rights over your data, which include the following:

Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
You have the right to ask for rectification and/or deletion of your information.
You have the right of access to your information.
Right to Stop or Limit the Processing of Your Data – You have the right to object to our processing of your personal information if we no longer have the right to use it. You can also request the deletion or restriction of your data in certain circumstances.
Right to Restrict Processing – You can ask us to restrict the processing of your personal information if there is a dispute about its accuracy or legitimate use.
Right to Object – You have the right to object to the processing of your personal data in the following cases:
○ If we are processing your data based on legitimate interest.
○ If we are using your data for direct marketing.
○ If we are using your data for statistical purposes.
You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.

A full summary of your legal rights over your data can be found on the Information Commissioner’s website.

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us via the ‘Contact Us’ section of our website.

Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.

Telling us when things change
You can help us keep our records up to date by telling us when your contact details and other personal information changes. You can also ask us to stop contacting you altogether

Please contact reception and they will make the changes for you: call them on 0116 233 6677 or email frontofhouse@rspcawoodside.org.uk

Write to Data Protection, 0116 233 667 RSPCA Woodside, 190 Scudamore Road, Leicester, LE3 1UQ RSPCA Woodside , Woodside Animal Centre, 190 Scudamore Road, Leicester, LE3 1UQ

If you tell us that you no longer want to receive further contact from us and you are on our supporter database, it may take a short while before our communications stop altogether as selection of supporter information for some of our appeals is done a few weeks in advance of mailing. If you request to receive no further contact from us, we will securely dispose of your data and will not contact you any further.

6. Cookies & usage tracking

A cookie is a small file of letters and numbers that is downloaded onto your computer when you visit a website. Cookies are used by many websites and can do a number of things (e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website). The branch does not use cookies or data analytics, but as our website is hosted by us, please see our Cookie Policy.

7. Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and are affected.

8. Contacts

You can contact us at any time to update your details, change your communication preferences, opt out of any marketing, change your consent, object to processing, make a subject access request or make a complaint.

By phone: 0116 233 6677
By email: frontofhouse@rspcawoodside.org.uk
By post: RSPCA Woodside, Woodside Animal Centre, 190 Scudamore Road, Leicester, LE3 1UQ

Complaints:
If you are unhappy with how we have processed your personal information, please contact the Data Protection Officer. Our Data Protection Officer is Raichel Phipps. You can contact her via raichel.phipps@rspcawoodside.org.uk or our postal address.

Please mark the envelope ‘Data Protection Officer’.
If you are still unhappy you many contact the following:
Information Commissioner’s Office
Wycliffe House Water Lane Wilmslow Cheshire, SK9 5AF
Helpline: 0303 123 1113 (local rate) or +44 1625 545 745

9. Monitoring and Reviewing

This policy replaces and overrides any previous Privacy policies. In the event of any inconsistencies, this version takes precedence.

This policy will be reviewed in line with the Policy Review Schedule, or sooner if there are significant changes in legislation, operations, or after a serious incident. Audits and spot checks will be conducted to ensure compliance.