Privacy notice

Redwings Horse Sanctuary Privacy notice for supporters, Guardians and all other “data subjects”

This Privacy Notice sets out the data processing practices carried out by Redwings Horse Sanctuary (Registered Charity 1068911 / SC045070 and including Redwings Enterprises Limited) in relation to supporters, guardians and anyone else whose data we process.

Please note that all data captured will be used and held in accordance with the requirements of the UK General Data Protection Regulation (UK GDPR).

Information we collect

We collect information and personal data in the following circumstances:

When you sign-up to receive our newsletters, fundraising updates and emails;
When you purchase an adoption or gift for yourself or someone else; and conversely, when someone purchases an adoption or gift for you;
When you make a donation;
When you fundraise for or donate to Redwings via a third party giving website;
When you book tickets online via a third-party app to visit us;
When you book tickets at a visitor centre or via a phone call to visit us;
When you are listed as a Trust fund contact;
When you request information such as fundraising or legacy packs, or when you pledge a legacy to us directly or via a third party will writer;
When you are the executor of a will and Redwings is a named beneficiary;
When you order items from our gift shop;
When you apply for a job or apprenticeship with us;
When you apply for a work experience placement or voluntary role with us;
When you apply to become a Guardian;
When you participate in communications for fundraising, campaigning or information gathering purposes;
When you request campaigning information / literature;
When we take your photo or film for promotional or campaigning purposes, or when you send images to Redwings;
When you enter a competition;
When you make a complaint;
When you get in touch via the ‘Contact us’ page on our website or via any other means;
When you call our welfare helpline to ask for advice or report a welfare concern;
When we give your horse a home and you join our ex-owner scheme;
When you participate in a Redwings event / activity such as a passporting and microchipping event;
When you stay at Redwings owned accommodation and/or book an event at one of our centres either direct with Redwings or through a third party;
When we contact you for business related purposes; and
When we have acquired your personal data as the result of a charity merger or acquisition.

We also collect information about the transactions you undertake through our website, over the telephone and in our visitor centres including details of payment cards used. Where wifi is made available to you at one of our visitor centres, events or in our accommodation we will also collect information about you and your activities online to comply with our legal obligations.

In addition to the above, we collect information automatically about your visit to our website. Please see our Cookies Section below for more details.

Use of personal information

We process personal information collected for the purposes of:

Providing information about products and services, where you have agreed to receive such;
Providing and personalising our services;
Dealing with your enquiries, complaints and requests;
Administering orders and accounts relating to our suppliers or customers;
Administering supporter records;
Fundraising;
Campaigning;
Advertising;
Providing reservation or booking services;
To administer our recruitment processes;
To administer the rehoming process and determine your suitability to rehome one of our equines;
To assist in the provision of equine passports, placement of microchips and equine traceability;
To administer the ex-owner scheme and maintain a record of past ownership;
To fulfil our legal obligations; and
To undertake business transactions.

We ensure that personal data is only processed in line with the purpose for which it was originally intended.

Data capture information

Supporters

We will send you information according to the consent preferences you submitted via our ‘We’d love to keep in touch’ opt-in preferences when you place an order or make a donation; when you subscribed to our email newsletter; or according to the preferences you indicate when contacting us through a contact us page or by email for more information about a specific area of our work. If you would like to change these preferences at any point, please email us at info@redwings.co.uk, call us on 01508 481000, write to us at Supporter Services, Redwings Horse Sanctuary, Hapton, Norfolk, NR15 1SP, or log into your online account. You can also click ‘unsubscribe’ at any time (located at the bottom of our email newsletters) to stop receiving email communications from us.

Visitors

We will record your details on a third-party online booking system for the purposes of processing your ticket booking to visit us. When booking online you will enter your personal details, including your name and a contact telephone number or email address. If you wish to book by telephone or in person, we will enter your details onto the third-party system or onto a paper form. If you are an existing supporter, we will update our supporter database to show that you have visited us and to enable us to claim Gift Aid on any donation you have made with your ticket booking. If you do not pre-book a visit we will take your name and contact details on a paper form upon arrival. In line with Government guidelines, from April 2021, all visitors aged 16 and over will be required to log their visit using the NHS test and Trace QR code, or by providing their name and contact details to the visitor centre team which will be recorded on a paper form.

Employment and Volunteer applicants

For people applying for a job or voluntary role at Redwings, privacy information is provided on the application forms. We process your data in readiness for interview and to complete pre-employment checks such as the right to work in the U.K. If you are successful at interview we will process your data in readiness to enter into a contract of employment or volunteer agreement with us.

Guardian applicants

For people applying to become a Redwings Guardian to rehome one of our equines, your privacy information is provided on the online application form. The data we collect will be processed to administer the application process to determine suitability for one of our horses. If you are successful in your application we will process your data in readiness for entering into a Guardianship agreement with you.

Contacting us

When contacting our welfare helpline for advice or to report a concern we will record your name and preferred contact details for the purposes of logging your call and making contact again if we need to, or at your request. If you are reporting a welfare concern which may need to be investigated we may pass your contact details on to another equine welfare charity who may be better geographically placed to perform the check, however we will always ask your permission before sharing your personal data.

Making an enquiry or complaint

When making a complaint or an enquiry at Redwings we will log your comments on your individual supporter record (if you have one). For cases when you are not a supporter, a new complaint or enquiry record will be created. This is to ensure we can respond to your comments and improve your experience for next time. Your record will be securely and confidentially held on our supporter database, with restricted access. As a charity we are required to annually report on our complaints, however the information provided to the relevant bodies is anonymised.

Film and photography

It is Redwings’ policy to obtain consent from the appropriate person for all photos and film where we are planning to use the image for materials in the public domain. For adults aged 18 and over consent must be obtained from the subject of the photography or film. For children under the age of 18 consent must be obtained from the parent or legal guardian of the child.

Consent can be changed or withdrawn at any time. In these circumstances we will not use the image in any future publications; however we will not be able to withdraw images already published, or prevent them from being used by third party social media, TV or print publications.

Children

Redwings requires parental or legal guardian consent for anyone under the age of 16 wishing to use our online account services (including our online Adoption Scheme area). We will ask for this consent at the point of sign-up and send a confirmation email to the parent/legal guardian. We also require parental or legal guardian consent for anyone under 16 wishing to receive direct postal mail communications from us, such as Mini Reds or Young Reds. Parents/legal guardians of children under the age of 16 will also be asked for their consent for photography and film purposes.

Data is held securely on our supporter database and only used for the purposes for which it was originally given to us. If at any point the child, parent or guardian decides they no longer want to hear from Redwings, contact preferences can be amended by logging onto the online account, by calling 01508 481000, emailing info@redwings.co.uk, or writing to Supporter Services, Redwings Horse Sanctuary, Hapton, Norfolk, NR15 1SP.

To read our Children's Privacy Notice here.

Retention

Redwings holds data retention schedules for the data it processes. Our criteria for retaining data is that we will retain data to process in line with the original purpose. After that point Redwings will consider if there are other reasons we may need to retain data for a defined period of time i.e. legal, compliancy or operational reasons or for archiving or statistical purposes. If there is no reason for Redwings to retain the data it will be confidentially destroyed.

For more information on specific retention periods at Redwings please email dataprotection@redwings.co.uk or write to Data Protection, Redwings Horse Sanctuary, Hapton, Norwich, NR15 1SP.

Marketing

Please note that your information may be used to send you details of those products or services that we offer that we have identified as likely to be of interest to you. This will be in accordance with the preferences that you indicated when you completed the ‘We’d love to keep in touch’ opt-in preferences before completing your transaction, when subscribing to our e-newsletter or when you contacted us through a contact us page or by email for more information about a specific area of our work.

If at any point you would like to opt-out of receiving communications from us, or would like to change the communications channels (such as email or post) that we use to contact you, please call 01508 481000, email info@redwings.co.uk, or write to Supporter Services, Redwings Horse Sanctuary, Hapton, Norfolk, NR15 1SP.

Automated profiling

Redwings will process personal data of supporters for analysis purposes to help us provide the best possible customer service and Adoption Scheme. This includes analysing the location of our supporters, frequency of payments, age and other demographics that will help us better understand our supporter base so that we can provide an appropriate and effective customer service.

We do not undertake any wealth or demographic profiling or use third party profilers.

Data will be screened and cleaned in order to ensure that our records are accurate and up to date, especially in regard to deceased supporters. Data will also be screened for ‘gone aways’ (supporters who have moved house) in order to minimise the cost of contacting supporters who have moved house without informing us. Redwings will only use services for screening from trusted organisations, using data sources that require opt-ins or use publicly available information such as Smee & Ford (which uses probate information) and Royal Mail’s National Change of Address system (NCOA). From time to time Redwings may review the service providers and information sources used in order to ensure that we meet our legal obligations and minimise the cost to the charity of contacting supporters who may be deceased or who have moved house.

CCTV

Some of our sites have CCTV (audio and visual) in place to help protect our employees, our equines, our visitors, and our stock. Signage is in place to inform people that they are in a surveillance zone. Access to our recorded CCTV footage is strictly limited to those with the appropriate training and security clearance.

Data sharing

We will only disclose data when obliged to disclose personal data by law, or the disclosure is ‘necessary’ for purposes of national security, taxation and criminal investigation, or we have your consent. Redwings may also share your data with the following authorised third parties:

Suppliers who process data on our behalf for the purposes of deduping our records so that your personal details are not held more than once, and identifying if you have moved house, or passed away - we have a legal duty to ensure our data is kept accurate and up to date;
Our third party direct debit processing provider;
Accommodation management services;
Event management companies;
Print and Mailing companies for our supporter communications;
The NHS in support of the Government's test and trace system;
Our web and database developers for the purposes of managing our systems and fixing account issues;
Postal agencies such as the Royal Mail’s Click & Drop service;
Successors in title to our business; and
Sharing data with fellow members of the National Equine Welfare Council (NEWC) in the public interest who may be able to perform welfare checks on our behalf for the purposes of preventing or addressing equine welfare issues.

When we pass on personal data to a third party we will make sure suitable data protection processing or sharing agreements are in place.

On the whole, Redwings does not transfer data outside of the EU. However in a web-based world we acknowledge that there may be instances where data could be processed outside of the EU. When this happens we ensure:

It has been determined by the Information Commissioner’s Office (ICO) that the third country, the territory or one or more specific sectors in the third country, or the international organisation ensures an adequate level of protection; and
The organisation receiving the personal data has provided adequate safeguards by agreeing to standard data protection clauses adopted by, or approved by, the ICO.

In circumstances where the above safeguards are not in place, a transfer outside of the EU may still take place where it is:

made with the individual’s informed consent;
necessary for the performance of a contract between the individual and the organisation or for pre-contractual steps taken at the individual’s request;
necessary for the performance of a contract made in the interests of the individual between the controller and another person;
necessary for important reasons of public interest;
necessary for the establishment, exercise or defence of legal claims;
necessary to protect the vital interests of the data subject or other persons, where the data subject is physically or legally incapable of giving consent; or
made from a register which under UK or EU law is intended to provide information to the public (and which is open to consultation by either the public in general or those able to show a legitimate interest in inspecting the register).

Other websites

Our website and social media pages may contain links to other websites that are outside our control and are not covered by this Privacy Notice. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.

Your data rights

You have the right to access the personal data Redwings holds on you. To make a subject access request write to Data Protection, Redwings Horse Sanctuary, Hapton, Norfolk, NR15 1SP or email dataprotection@redwings.co.uk. Alternatively, complete our Subject Access Request form here.

You also have the right to request data rectification, erasure, restriction, portability, to not be subject to automated decision making and to object to processing in some circumstances. You also have the right to be informed about how Redwings uses your personal data and this information is contained within this Privacy Notice.

For more information on your data rights, and when these rights apply, visit www.ico.org.uk, alternatively email dataprotection@redwings.co.uk. Where Redwings becomes aware of a personal data breach which places you at high risk, we will contact you as soon as possible to alert you to the breach, and help you take steps to ensure your data security going forward.

Use of cookies

A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser. Find out more about cookies on www.allaboutcookies.org.

We use cookies to identify you when you visit this website and to keep track of your browsing patterns and build up a demographic profile.

Our use of cookies also allows registered users to be presented with a personalised version of the site, carry out transactions and have access to information about their account.

Most browsers will allow you to turn off cookies. If you want to know how to do this please look at the menu on your browser, or look at the instruction on www.allaboutcookies.org. Please note however that turning off cookies will restrict your use of our website.

By continuing to use this site you are agreeing to the use of cookies as detailed below.

Cookie Name	Expiration time	Description
Google.com
_ga	2 years	Used to distinguish users and general tracking.
_gid	24 hours	Used to distinguish users and general tracking.
_gat	1 minute	Used to throttle request rate.

Redwings.org.uk
cookie_agreed	130 days	Used to show opt in cookies request
has_js	End of session	Used to monitor javascript availability
Session	End of session	Session information which stores, checkout, basket and logged in states

Facebook.com
fr	130 days	Google Tag Manager (.facebook.com) – this cookie is used to track specific sessions for marketing purposes

reg_ext_ref	When the browsing session ends	Cookie only placed when the user is referred from an external site such as a search engine.

reg_fb_gate	When the browsing session ends	Captures URL of the first visited Facebook page

reg_fb_ref	When the browsing session ends	Captures URL of the last visited Facebook page

_uetsid	30 minutes	Google Tag Manager – this cookie is used to track specific sessions for marketing purposes.

wd	End of session	When you create or login to an account on Facebook cookies are stored on your computer in order for you to remain logged in when revisiting Facebook. The Facebook like button on our website is hosted by Facebook and your browser will send this cookie data to Facebook when creating the button inside your browser. This data is used by Facebook to associate the Facebook like button with your Facebook account. This data is not accessible to us, and is not sent to us by Facebook. More information can be found at Facebook’s privacy policy.

datr	2 years

lu	2 years

dpr	9 days

Amendments

Please note that this Privacy Notice is subject to change from time to time. This Notice was reviewed and amended on 15th April 2021.

Find out more

We care about your data security and want to ensure you are happy with how we are looking after it. To find out more about data protection at Redwings email dataprotection@redwings.co.uk or write to us at Data Protection, Redwings Horse Sanctuary, Hapton, Norwich, NR15 1SP. Alternatively you can find out more by visiting www.ico.org.uk.

You also have the right to lodge a complaint about how we have handled your data by contacting the Information Commissioner’s Office (ICO), however we always welcome approaching us directly in the first instance to allow us to quickly address your concerns.