Hounslow Animal Welfare Society is
committed to protecting and respecting
Under the Data Protection Act individuals and organisations that process personal information need to register with the Information Commissioner’s Office (ICO), unless they are exempt. Hounslow Animal Welfare Society is not registered with the Information Commissioner’s Office (ICO) and is exempt for the following reasons:
a) We do not use CCTV for the purposes of crime prevention;
b) We process personal information which means any of the following
- obtaining it;
- recording it;
- storing it;
- updating it; and
- sharing it.
‘Personal information’ means any detail about a living individual that can be used on its own, or with other data, to identify them.
c) We process the information electronically including call logging and storage
d) We are responsible for deciding how the information is processed
e) We don’t only process information for one of the following purposes:
- Judicial functions;
- domestic or recreational reasons (ie information relating to a hobby); or
- to maintain a public register (ie you are required by law to make the information publicly available).
f) We are a non-profit organisation that qualifies for exemption.
g) Our organisation was established for not-for-profit making purposes. If it makes a profit this is used to further the aims of the charity and to rescue more animals. We:
- only process information necessary to establish or maintain membership or support;
- only process information necessary to provide or administer activities for people who are members of the organisation or have regular contact with it;
- only share the information with people and organisations necessary to carry out the organisation’s activities. Important – if individuals give you permission to share their information, this is OK (you can still answer ‘yes’); and
- only keep the information while the individual is a member or supporter or as long as necessary for member/supporter administration.
This privacy notice was last updated on 22 May 2018.
This policy (together with any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting haws-animals.org.uk you are accepting and consenting to the practices described in this policy.
Our nominated person for data protection can be contacted by email or by writing to Data Protection, Hounslow Animal Welfare Society, Boundary House, Boston Rd, London W7 2QE.
1. Purpose of this notice
This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).
Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
2. About us
Hounslow Animal Welfare Society was established in 1976. The Society rescues and rehomes hundreds of abandoned cats and other domestic animals each year.
Our registered office: Boundary House, Boston Rd, London W7 2QE.
Telephone: 020 8560 5443 (Urgent animal welfare and rehoming enquiries only).
Data Controller: email@example.com
For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.
The Society does not employ any paid ‘staff’ and relies totally on a core of dedicated ‘Trustees’ and other key volunteers to run the Society. This key group of Trustees and volunteers in turn relies on a much wider network of volunteers who assist them with the process of rescuing and rehoming animals, including carrying out home visits, transporting animals and fundraising etc for the Society. Throughout this document and for the purpose of distinguishing these Trustees and key volunteers from the wider group we will refer to the key group as ‘staff’. The Society takes your privacy very seriously and your information will not be shared with other organisations, nor divulged to the wider group of volunteers unless a specific task is necessary, in which case we will inform you directly.
3. How we may collect your personal data
We obtain personal data about you, for example, when:
- you make a donation to us;
- you purchase goods and services or register for an event;
- you volunteer with us;
- enquire about our activities;
- use our application form to adopt an animal from us;
- apply to rehome an animal;
- you engage with us to provide our services and also during the provision of those services; or
- you contact us by email, telephone, post (for example when you have a query about our services).
You may from time to time also supply us with personal information indirectly for example when you use our website, and engage with our social media.
We may also receive information about you from third parties such as vet practices and other animal welfare organisations with whom we work to rehome companion animals.
4. The kind of information we hold about you
The information we hold about you may include the following:
- your personal details (such as your name and/or address);
- details of contact we have had with you in relation to the provision, or the proposed provision, of our services;
- details of any services you have received from us;
- our correspondence and communications with you;
- information about any complaints and enquiries you make to us;
- details of animals adopted by you.
- details about your home captured from your adoption form.
5. How we use personal data we hold about you
We want to ensure that your personal information is accurate and up to date. If any of the information that you have provided us with changes, for example if you change your email address, name, payment details, or if you wish to cancel your registration, please let us know by going to Contact us.
We do not usually collect “sensitive personal data” about our supporters, clients or volunteers unless there is a clear reason for doing so which we will provide at the time of collecting this data, such as health data for participation in a fundraising event or challenge or where you’d like to volunteer for us. In addition it may be necessary to record (where we have been formally notified) of a health issue where we have a valid legal reason to do so. We need this information to ensure that we provide appropriate facilities or support.
Situations in which we will use your personal data
We may use your personal data in order to:
- process applications for animal adoption, volunteering or memberships;
- keep records enabling us to link up and keep track of our animals’ rehoming process: previous owners, veterinary practices used, medical notes, microchip details and history, Hounslow Animal Welfare foster homes, home visitors, and ultimately the animals’ adopters;
- process registration of microchips;
- promote the aims of the Charity;
- provide you with services, products or information you have requested or which we feel may be of interest to you (by post, text, email or by phone) where you have consented to being contacted or it is within our legitimate interests to contact you, where no overriding prejudice exists to you;
- provide you with information about our work, activities, future events and products and services we think may be of interest to you, including third party events, products and services;
- notify you about changes to our services; as part of our efforts to keep our site safe and secure; and to ensure that content from our site is presented in the most effective manner for you and for your computer;
- process donations generously received from you;
- process gift aid declarations;
- fundraise within the permissions and preferences indicated by yourself;
- fulfil and process sales of goods and to share your information with our staff to enable us to fulfil your order
- ensure all internal administrative functions are carried out in accordance with current legislation;
- for internal record keeping, including the management of any feedback or complaints;
- offer you a suitable volunteering role and support you whilst you volunteer with us;
- where relevant to analyse and improve our services offered on our sites to make it as user friendly as possible;
- where it is required or authorised by law i.e. we may need to comply with requests by law enforcement agencies to provide personal data for the prevention and detection of crime;
- enable us (where required) to visit our rehomed animals to check on their welfare;
- enable us to enquire about animals that we have rehomed and provide guidance and support where required.
In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.
If you refuse to provide us with certain information when requested, we may not be able to perform the contract we have entered into with you. Alternatively, we may be unable to comply with our legal or regulatory obligations.
We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.
Your information will be held online on central databases, computer files, in email records, or as paper records. Our website is secure.
We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.
When assessing what retention period is appropriate for your personal data, we take into consideration:
- the requirements of our business and the services provided;
- any statutory or legal obligations;
- the purposes for which we originally collected the personal data;
- the lawful grounds on which we based our processing;
- the types of personal data we have collected;
- the amount and categories of your personal data;
- whether the purpose of the processing could reasonably be fulfilled by other means;
- whether you are adopting or have applied to adopt to adopt an animal from us; and
- whether you are volunteering for us.
Change of purpose
Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is compatible with the original purpose.
Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.
6. Data sharing
We do not share, sell or swap your personal information to any third parties or organisations.
We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.
Which third-party service providers process my personal data?
“Third parties” includes third-party service providers. The following activities are carried out by third-party service providers:
- IT services and banking services
- Registration of animal microchips
All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.
Our site may, from time to time, contain links to and from the websites of our affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
7. Transferring personal data outside the European Economic Area (EEA)
We will not transfer the personal data we collect about you outside of the EEA.
8. Data security
If you use your credit or debit card to donate to us or buy something online, over the phone or via the post, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. We do not store your credit or debit card details. Following the completion of your transaction, all card details and validation codes are securely destroyed once the payment or donation has been processed. Only staff authorised and trained to process payments will be able to see your card details.
We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used. However, you should be aware that the use of the Internet is not entirely secure and although we will do our best to protect your personal data we cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the Internet. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features such as encryption to try to prevent unauthorised access.
9. Rights of access, correction, erasure, and restriction
Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, using the contact details below.
Your rights in connection with personal data
Under certain circumstances, by law you have the right to:
- Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
- Request correction of the personal data that we hold about you.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.
If you want to exercise any of the above rights, please email our data protection point of contact: firstname.lastname@example.org
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
10. Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email our data protection point of contact at email@example.com
Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
11. Changes to this notice
12. Contact us
If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email our Data Controller at firstname.lastname@example.org..
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:
Information Commissioner’s Office
Telephone – 0303 123 1113 (local rate) or 01625 545 745
Website – https://ico.org.uk/concerns