Privacy noticeRedwings 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 General Data Protection Regulation (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 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 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 surveys for campaigning or information gathering purposes; When you request campaigning information / literature; When we take your photo or film for promotional or campaigning purposes; When you enter a competition; When you make a complaint; When you get in touch via the ‘Contact us’ page on our website; 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 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 collect your details when you email us with an enquiry; these will be used solely to record information about your enquiry. 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. 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; 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. 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. 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. 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 full Privacy Notice for children click 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 publically 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. Disclosures 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; Print and Mailing companies for our supporter communications; Our web developers for the purposes of managing our websites and fixing account issues; 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 agreements to process data on our behalf are in place. 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 Officer, Redwings Horse Sanctuary, Hapton, Norfolk, NR15 1SP or email dataprotection@redwings.co.uk. 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. Data transfers outside the European Union To ensure that data is processed in line with the appropriate safeguards in place under GDPR, restrictions are in place concerning the transfer of data outside the European Union, to third countries or international organisations. 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 (an example is the EU-US Privacy Shield framework between the United States and the EU); 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). 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 amended on 26th September 2018. 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 contact our Data Protection Officer Charlotte Oliver on 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.
