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This Privacy Notice sets out the data processing and privacy practices carried out by Redwings Horse Sanctuary (including Redwings Enterprises Limited) in relation to supporters, guardians, and anyone else whose data Redwings may process from time to time.
Redwings Horse Sanctuary is a national animal welfare charity based in the UK (registered charity number 1068911 for England and Wales and SC045070 for Scotland).
Please note that all data captured will be used and held in accordance with the requirements of the relevant UK privacy legislation including the UK General Data Protection Regulation (UK GDPR).
Click on the following sections to find the information you need... (If you are under 16 you can access our Children's Privacy Notice here)
How we collect personal data
We mainly collect personal data in the following circumstances:
How we use personal data
We actively encourage new supporters to Redwings to allow us to continue our important equine welfare work. For all new supporters wishing to join our postal and email mailing lists we seek and record consent. We will send you information according to the preferences you submit via our keeping in touch forms, when you place an order or donate, when you subscribe to our email newsletter, or according to the preferences you indicate when contacting us via any other means. From time to time, we may send you information we legitimately believe may be of interest to you in line with your communication preferences.
We will process supporter data to ensure we provide good supporter care, to administer our fundraising initiatives such as the adoption scheme and raffle, to ensure our database is maintained, and to fulfil our legal and regulatory obligations.
If you would like to change your communication preferences, please email us at firstname.lastname@example.org, call us on 01508 481000, write to us at Supporter Engagement, 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.
We operate a mail order gift shop under our trading company Redwings Enterprise Limited via our website and gift catalogue. Orders are processed online, over the telephone or post, and then packed and dispatched by us to administer your order. We may contact you with the details you provide to us to help us fulfil your order.
Privacy information is provided on all application forms. We process personal data in readiness for interview and to complete the requisite pre-employment checks such as the right to work in the U.K. If the applicant is successful at interview, we will process data in readiness to enter into a contract of employment or volunteer agreement. For some roles we may require a DBS check before an offer of employment is confirmed. For posts involving interactions with children and some financial roles a DBS/Disclosure Scotland check may be required. We require this information to help safeguard those we encounter during our work. Our lawful basis for processing information supplied because of a check is contractual and for Employment, Social Security and Social Protection purposes. A separate privacy notice is available for recruited employees and volunteers.
Data we collect from the guardian application process will be processed to determine suitability. Data may include any information the applicant submits in support of the application including photographs and film. If the applicant is successful, we will process data in readiness for entering a guardianship agreement and continue to process that data to ensure compliance with the agreement.
When contacting our welfare helpline for advice or to report a concern we will record your name and preferred contact details on our secure system for the purposes of logging the call and making contact again if we need to, or at your request. If a welfare concern is reported that may need to be investigated, we may pass contact details on to another equine welfare charity who may be better geographically placed to perform the check, however we will always ask permission before sharing your personal data.
Enquiries or complaints are logged on the individual’s record on our secure supporter database. Where a supporter record does not exist a record of the communication will be created to ensure we can respond and improve our service for the future. As a charity we are required to annually report on our complaints, however the information provided to the relevant bodies is anonymised.
At our visitor centres and events which we host and attend, we may take photographs or films for the purposes of promoting our work. Signage will be in place to inform visitors that photography/filming will be in place, and the attendees can notify us if they do not wish to be photographed/filmed. This method of notification is used at busy settings where it would be impractical to capture individual consent.
However, it is Redwings’ policy to obtain consent from the appropriate person for all photo and film of individuals where we are planning to specifically use their 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.
Legacies form a crucial part of our income, and we are extremely grateful to those who choose to remember Redwings in their will. To ensure we meet our legal obligations with regards to legacy administration under Charity Law we process the personal data of the deceased legator, their chosen executor, other named beneficiaries, and family members who we may correspond with during the administration.
Personal data is obtained from a copy of the will, the executor, solicitors, the deceased during their lifetime, a third party legacy notification services such as Smee and Ford, family or friends of the deceased, other named beneficiaries including charities who we may need to correspond with, and information already in the public domain.
The information we process will be purely to ensure Redwings lawfully processes its legacy entitlement and can demonstrate the steps taken during the administration for tax and accounting purposes. The personal data held will be held securely on our supporter database, with restricted access.
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 our Young Reds/Mini Reds magazines.
You can read our Children's Privacy Notice here
We will retain data to process in line with the original purpose and to fulfil our regulatory and legal obligations. After that point Redwings will consider if there are other legitimate reasons we may need to retain data for a defined period. If there is no reason for Redwings to retain the data, it will be confidentially destroyed.
For more information, please email email@example.com or write to Data Protection, Redwings Horse Sanctuary, Hapton, Norwich, NR15 1SP.
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 communication preferences that you previously indicated to us. When relying on legitimate interest to contact you we will ensure a legitimate interest assessment has been carried out.
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 firstname.lastname@example.org; or write to us via Supporter Engagement, Redwings Horse Sanctuary, Hapton, Norfolk, NR15 1SP.
Redwings will process personal data of supporters for analysis purposes to help us provide the best possible customer service and to administer our 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 to ensure that our records are accurate and up to date. Data will be screened periodically for deceased supporters to help ensure we do not inappropriately contact anyone and ‘gone aways’ (supporters who have moved house) 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 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.
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 limited to those with the appropriate training and security clearance.
How we might share your personal data
We will disclose personal data when obliged to do so by law, or the disclosure is 'necessary' for purposes of national security, taxation, and criminal investigation, or we have your consent. We will never sell or trade your personal data. We may legitimately share your data with:
When we pass on personal data to a third party, we will make sure suitable data protection processing or sharing agreements are in place as required.
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 adequate safeguards are in place.
In circumstances where the above safeguards are not in place, a transfer outside of the EU may still take place where it is:
Your data rights
You have several rights in relation to your personal data. These are:
We will usually provide personal data to the requesting data subject free of charge. However, a reasonable fee may be charged to cover administrative costs if the request is excessive, repetitive or manifestly unfounded. Where exemptions apply we may refuse to provide all or some of the data. We may also refuse to comply with a request if the request is manifestly unfounded or manifestly excessive.
To ensure we protect the data of all data subjects we may need to request specific information from you to prove your identity when we assist you in the exercise of your data rights. We may also ask you for additional information to help us handle your request.
Requests in relation to your data rights can usually be actioned within one month, unless we contact you to explain it will take longer due to the complexity of your request, or if you have made a number of requests to us.
For more information on your data rights, and when these rights apply, visit www.ico.org.uk, alternatively email email@example.com.
Personal Data Breaches
Where Redwings becomes aware of a personal data breach, we will report it to the ICO within 72 hours when we are required to do so by law. If that breach 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. Redwings has a personal data breach reporting process in place to help us respond to and handle any data related issues.
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 a small number of cookies to identify you when you visit our website and to keep track of your browsing patterns and build up a demographic profile. You will be asked to give consent to the storage of cookies on your device when you visit our website.
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.
Unknown Cookies for www.redwings.org.uk
Targeting Cookies for www.redwings.org.uk
Used by Facebook to deliver a series of advertisement products such as real time bidding from third party advertisers
This domain is owned by Trip Adviser. The main business activity is: Travel Information/Tracking/Advertising
This domain is owned by Doubleclick (Google). The main business activity is: Doubleclick is Googles real time bidding advertising exchange
YouTube is a Google owned platform for hosting and sharing videos. YouTube collects user data through videos embedded in websites, which is aggregated with profile data from other Google services in order to display targeted advertising to web visitors across a broad range of their own and other websites.
Contains browser and user unique ID combination, used for targeted advertising.
This domain is owned by Facebook, which is the world's largest social networking service. As a third party host provider, it mostly collects data on the interests of users via widgets such as the 'Like' button found on many websites. This is used to serve targeted advertising to its users when logged into its services. In 2014 it also started serving up behaviourally targeted advertising on other websites, similar to most dedicated online marketing companies.
This cookie is used as a unique identifier to track viewing of videos
Functionality Cookies for www.redwings.org.uk
This cookie is usually associated with the ShareThis social sharing widget placed in a site to enable sharing of content across various social networks. It counts clicks and shares of a page.
Performance Cookies for www.redwings.org.uk
Google conversion tracking cookie
This is a pattern type cookie set by Google Analytics, where the pattern element on the name contains the unique identity number of the account or website it relates to. It appears to be a variation of the _gat cookie which is used to limit the amount of data recorded by Google on high traffic volume websites.
This cookie name is associated with Google Universal Analytics - which is a significant update to Google's more commonly used analytics service. This cookie is used to distinguish unique users by assigning a randomly generated number as a client identifier. It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports. By default it is set to expire after 2 years, although this is customisable by website owners.
This cookie name is associated with Google Universal Analytics. This appears to be a new cookie and as of Spring 2017 no information is available from Google. It appears to store and update a unique value for each page visited.
Please note that this Privacy Notice is subject to change from time to time. This Notice was last reviewed and amended in July 2021.
How to find out more
We care about your data privacy and want to ensure you are happy with how we are looking after it. To find out more about data protection at Redwings email firstname.lastname@example.org 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 a direct approach to us in the first instance to allow us to quickly address your concerns.