Privacy Policy

LAST UPDATED ON: 16 Nov 2024

We – Podencos in Need (PINS) – regard your privacy as important. We collect your information only with your consent; we only collect the minimum amount of personal information that is necessary for administrative purposes; we will never sell it to third parties; and we only use it as this Privacy Statement describes.

This Privacy Notice applies to personal data we process of:

  • Individuals who access www.podencosinneed.org (the “website”);
  • Individuals who support us;
  • Individuals who foster or adopt dogs from us;
  • Any other individual who interacts with us.

Who we are

When we say 'we' or 'us' in this Privacy Notice we are referring to Podencos in Need (PINS) which is a registered charity in Scotland (Scottish Charity No. SC052622) with its registered address at Kyniarin, Carnwath, Lanark, ML11 8LJ.

Podencos in Need (PINS) is a "controller" of the personal data that you provide to us. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

What personal data do we collect?

Personal data you give us directly:

  • Information that we collect from you may include, but is not limited to, your name, address, email address, phone numbers, gender, date of birth, veterinary surgeon, emergency contact details and financial information.
  • You may give us such information directly by filling in forms on our website or forms provided to you by email, or by corresponding or speaking with us by phone, email, letter, our social media pages or otherwise. This includes information you provide when you access or otherwise use our website, apply to adopt or foster a dog, submit a query, make a donation, purchase a product, interact with our fundraising activities, provide us with feedback or when you report a problem with the website.

Personal data we collect about you:

  • We will assess your fostering or adoption application against any complaint and investigation information which we've collected about you to ensure you are suitable to foster or adopt our dogs.
  • Information received in connection with an investigation for the purposes of the prevention, investigation, detection or prosecution regarding the health or welfare of animals.
  • Information required for you to donate to us, including information to allow us to process your gift aid donation. When making a donation, the information we collect may include: contact and account information such as name, email address, postal address, and phone number.
  • Technical information, which may include standard web log entries containing your IP address, cookies, web beacons, page URL, and timestamp. You can find out more on our Cookies Policy.
  • Contact information, so that we can contact you about events or activities you have shown an interest in or want to participate in.
  • If you have previously been banned from having an animal, we will retain this data for your lifetime, to ensure that we don't rehome another dog to you.
  • We collect your full name and email address when you contact us via our website contact form.
  • Other information generated or received by us in connection with your application to rehome a dog.

Personal data we receive from other sources:

  • If a complaint or concern has been raised to us for the purposes of investigation, preventing or detecting unlawful acts, we may process a video or photograph which identifies you, or from which you are identifiable.
  • If you are fostering a dog: where you have provided details of your veterinary surgeon, we will contact, and request information from, your veterinary surgeon such as your name/details regarding the animal and the invoice.
  • From Local Authorities in relation to any licences or authorisation that you have been granted by a Local Authority. We may also receive information about you from members of the public.
  • Third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies); we may receive information about you from them.
  • If you are a politician or stakeholder, we may collect your name and contact details which are made available in the public domain so that we can contact you about animal welfare matters.
  • Where you have provided permission to other organisations to share it with us. Before providing permission to such third party organisations to share your personal data, you should check their privacy notices carefully.
  • Publicly available sources (where possible) to keep your information up to date, for example, from the Post Office's National Change of Address Database.
  • Third parties who we use to manage transport and care of our fostered and adopted dogs, including transporters, vets, microchipping services, and document signing companies.
  • Through fundraiser and donation websites, such as Just Giving, Go Fund Me and PayPal Giving Fund that you may use to fundraise or donate to us.

How we use your information

There are a number of lawful reasons for us to process your personal data. Most commonly, we will use your personal data in the following circumstances:

  • To perform the contract between us:
    • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Legitimate interests:
    • Where it is necessary for our legitimate interests (or those of a third party) where your interests and fundamental rights do not override those interests.
  • Legal obligation:
    • Where we need to comply with a legal obligation, or to establish and defend our legal rights, or to prevent and detect crimes such as fraud.
  • Consent:
    • Where you have given us your consent (for example, where you have agreed to receive email communications).

To perform the contract between us

  • To manage and administer our relationship with you.
  • To process any donations that you have made to us, carry out our obligations arising from any contracts entered into between you and us, for example, when you contribute to a fundraising activity, purchase products or merchandise or participate in our auctions, and to provide you with the information, products and services that you request from us.
  • To inform you of updates to the terms and conditions.
  • To contact and visit you to carry out home checks to ensure that you are suitable to foster or adopt our dogs.

Legitimate interests

'Legitimate interest' means that we can process your personal data if we have a necessary and legitimate reason; and we have balanced this legitimate interest against your rights, freedoms and interests and concluded that your interests do not override those legitimate interests. Our main goal is to rescue abandoned dogs, primarily from Spain, and find them loving new homes in the UK. Whenever we process your personal data for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection law.

  • To provide you with information about and allow you to sign up for or enquire about our activities and appeals.
  • To notify you about changes to our service.
  • To ensure that content from our website is presented in the most effective manner for you and for your device.
  • To administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
  • To allow you to participate in interactive features of our service, when you choose to do so as part of our efforts to keep our site safe and secure.
  • To keep our fosterer and adopter records up to date.
  • To allow us to investigate complaints regarding fostering, and report criminality, or suspected criminality, for the benefit of animal welfare and the wider benefit of society.
  • Personalising our service / communications offering to you.
  • To receive donations.
  • In your interests, for example, to ensure that our systems are secure.
  • Sometimes we will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).

Legal obligation

  • For the purposes of the establishment, exercise or defence of legal claims.
  • To allow us to investigate complaints regarding fostering or adoption, and report criminality, or suspected criminality, for the benefit of animal welfare and the wider benefit of society.
  • To respond to you in regards to a request to exercise your rights under data protection law (for example, if you ask us to provide you with a copy of your personal data which we process)

Consent

  • To send you information about our events and fundraising activities.
  • To deploy cookies as detailed within our Cookies Policy

Sensitive Personal Data

"Special categories" of particularly sensitive personal data, such as information about your health, race, ethnic origin, religious or philosophical belief, trade union membership, genetic or biometric data, sex life or sexual orientation require higher levels of protection. Criminal convictions and offence data also requires a higher level of protection. We will only process this more sensitive personal data where we have the legal basis for doing so, including:

  • Where processing is necessary for reasons of substantial public interests, such as for the purpose of safeguarding of children and individuals at risk or preventing or detecting unlawful acts or for equality of opportunity or treatment
  • Where you have given explicit written consent
  • Where processing is necessary for the establishment, exercise or defence of legal claims

Screening for Fostering and Adoption

We use manual screening methods to assess fostering and adoption applications. If you have applied to foster or adopt an animal we will check your details against our records in the event that you have applied to foster or adopt from us before. We may also contact organisations that you have fostered or adopted from in the past.

How long will we hold your information for?

We will hold your personal data on our systems for as long as is necessary for the relevant activity.

Therefore, some information may be kept for more or less time depending on how long we reasonably feel it is required for. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

We review our retention periods for personal data on a regular basis and have a record's retention policy in place.

Who we might share your information with

We will NOT sell your personal data to any third parties.

The selected third parties we share your data with are as follows:

  • When we use other companies to provide services on our behalf, e.g. processing, mailing or delivering orders, sending mail and emails.
  • Individuals who volunteer to provide home-checking services for prospective fosterers or adopters.
  • Business partners, suppliers and subcontractors for the performance of any contract we enter into with them or you.
  • Organisations that we engage for the purposes of co-ordinating donor appeals.
  • Law enforcement agencies and the Crown Office and Procurator Fiscal Services where it is for the prevention, detection, investigation and prosecution of criminal offences
  • We may provide references when requested to other rescue organisations that you apply to foster or adopt from.

The reasons for which we disclose your personal data to third parties are as follows:

  • Comply with any court order or other legal obligation or when data is requested by our regulators or by government agencies or law enforcement agencies.
  • Enforce or apply our terms of use and any other agreements.
  • Protect the rights, property, or safety of us, our volunteers, donors, or others. This may include exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
  • Allow the third party to provide us with business-critical services such as IT and other professional services including accounting and legal services.
  • We may also need to share your personal data with a regulator or to otherwise comply with the law.

Social Media

  • When you follow or interact with our Facebook, Instagram or other social media sites, we may contact you in order to provide you with information about our activities or appeals.

International transfers of personal data outside the United Kingdom

The following details the circumstances in which your personal data is transferred outside the UK, together with the transfer mechanism we use to safeguard the transfer:

We use Google Drive to store foster and adoption application data. They store their data across multiple data centres around the Globe, including outside of the United Kingdom.

Your rights

You have a number of rights. If you would like to exercise any of these rights, please contact us using the details set out below in the 'Contact Us' section. If you request to exercise any of these rights, we may ask for proof of identity and sufficient information about your interactions with us so that we can locate your personal information. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge except in exceptional circumstances.

You also have the right to lodge a complaint with the data protection regulator, the Information Commissioner's Office, if you have concerns about how we use your personal information. You can contact the Information Commissioner's Office at: https://ico.org.uk/global/contact-us/.

Your rights include:

  • transparency over how we use your data and to make a subject access request (right of access);
  • a right to have your personal data updated and corrected (right of correction / rectification);
  • a right to ask us to delete your information (right to be forgotten);
  • a right to ask us to stop processing your information (right to restriction);
  • a right to object to (i) processing based on our legitimate interests; (ii) processing of your information for direct marketing purposes; and (iii) automated decision making and profiling (right to object);
  • a right to receive a copy of your information, or have this sent to a third party (right to data portability); and
  • a right to claim compensation for material or non-material damage caused if we breach the data protection rules (right to compensation).

If you would like to find out more about your rights, you can visit the Information Commissioner's Office website (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr).

How you can access and update your information

We strive to maintain accurate, complete and relevant personal information for the purposes identified in this privacy statement. If any of the personal information we hold about you is inaccurate or out of date, you can ask us to correct it. It is important that the personal information we hold about you is accurate and current.

Security precautions in place to protect against the loss, misuse or alteration of your information

We have implemented reasonable measures designed to secure your personal information from accidental loss and from unauthorised access, use, alteration and disclosure. Details of these measures can be obtained on request.

Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Contact Us

If you have any questions regarding this Privacy Notice or about our privacy practices, wish to exercise any of your rights or wish to make a complaint, please contact our trustees at: trustees@podencosinneed.org