Registered Charity Number: 1152792 LOVE UNDERDOGS
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[email protected]
This document explains how we use your personal data.
We are committed to ensuring the privacy of our adopters, supporters, donors, volunteers and other website visitors. In this policy we explain how we hold, process and retain your personal data.
We are Love Underdogs, a charity registered in England and Wales under registered charity number 1152792.
2.1 This section provides you with information about:
2.1.1 what personal data we hold and process;
2.1.2 the purposes for which we may process your personal data; and
2.1.3 the legal grounds on which we process your data.
2.2 Contact data. We may process information that you provide to us ("contact data"). This contact data may include your name, address, telephone number and email address and may be provided through our website. We may use this data to provide you with further details about our work and for processing your application to adopt a dog, make a donation or become a volunteer. The contact data may be processed in this way for the purposes of performing our contract with you, or in taking steps at your request prior to entering into a contract.
Where you wish to become a volunteer, the legal basis for this processing is our legitimate interest, namely allowing us to provide our services and for verifying your identity.
Where you have provided your consent for us to do so, we may contact you regarding information and updates on our work, and send you newsletters.
2.3 Identification data. Where you wish to support our activities by becoming a volunteer with us to walk and care for the dogs while they are in kennels, we will request evidence of your identity, a copy of which we will retain. The legal basis for this processing is our legitimate interest, namely allowing us to identify the people who support us and care for the dogs.
2.4 Website data. We may process data about your use of our website and services ("website data"). The website data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the website data is our analytics tracking system. This website data may be processed for the purposes of analysing the use of the website and services.
The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.
2.5 Enquiry data. We may process information contained in any enquiry you submit to us regarding our aims and activities ("enquiry data"). The enquiry data may be processed for the purposes of providing information you have requested to you.
The legal basis for this processing is our legitimate interests in ensuring the proper administration and running of our website and services.
2.6 Correspondence data. We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping.
The legal basis for this processing is our legitimate interests, namely the proper administration of our website and our charity and communications with users and supporters.
2.7 Payment data. If you are a financial supporter of Love Underdogs by donating to us, we will ask for information that enables us to administer your donation. This will normally include information such as your name, contact details such as address, email address and telephone number and your payment details and Gift Aid status. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract, and our legitimate interests, namely our interest in the proper administration of your donation and any Gift Aid element.
Other processing activities. In addition to the specific purposes for which we may process your personal data set out above, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
Please do not supply any other person's personal data to us, unless we prompt you to do so or have entered into a written data processing agreement with you.
3.1 To our partner service providers. We may also disclose your personal data to our IT service provider, who provides data storage services to us.
3.2 Our insurers/professional advisers. We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
3.3 To pet microchipping registration providers. Where you adopt a dog we may disclose your personal data to AVID plc or another pet microchipping registration provider insofar as reasonably necessary to enable you to be registered as the keeper of the dog.
3.4 To HMRC. Where you make a donation with Gift Aid we may disclose your personal data to HMRC to enable us to claim the Gift Aid element of the donation on your behalf.
3.5 To comply with legal obligations. In addition to the specific disclosures of personal data detailed above, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation we have to comply with, or in order to protect your vital interests or the vital interests of another individual.
Where your personal data is transferred outside of the EEA, we will ensure that either (a) The European Commission has made an "adequacy decision" with respect to the data protection laws of the country to which it is transferred, or (b) we have entered into a suitable data processing agreement with the third party situated in that country to ensure the adequate protection of your data. In all cases, transfers outside of the EEA will be protected by appropriate safeguards.
5.1 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
5.2 Unless we contact you and obtain your consent for us to retain your personal data for a longer period, we will retain and delete your personal data as follows:
5.2.1 Contact data relating to dog adopters. Where you have adopted a dog with Love Underdogs we are dual registered with you for the purposes of microchipping registration for the life of the dog. We also think you and the dog you have adopted from us would like to remain in contact with us throughout their lifetime. For these reasons we will keep your personal information for the lifetime of the dog.
5.2.2 Contact data relating to volunteers and any individuals other than dog adopters will be retained for 3 years following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.
5.2.3 Identification data will be retained for 3 years following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.
5.2.4 Website data will be retained for 3 years following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.
5.2.5 Enquiry data. Where you have demonstrated an interest in our organisation by contacting us for more information your personal data will be retained for 3 years following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.
5.2.6 Correspondence data will be retained for 3 years following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.
5.2.7 Payment data will be retained for 3 years following the date of our last contact or dealing with you relating to the relevant payment, at the end of which period it will be deleted from our systems.
5.2.8 We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject (e.g. we are required by law to keep records of gifts that are given to us with Gift Aid for 6 years), or in order to protect your vital interests or the vital interests of another natural person.
6.1 We may update this policy from time to time by publishing a new version on our website.
6.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
6.3 We may notify you of changes to this policy by email.
7.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
7.1.1 your request not being found to be unfounded or excessive, in which case a charge may apply; and
7.1.2 the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).
7.2 We may withhold personal information that you request to the extent permitted by law.
7.3 You may instruct us at any time not to process your personal information for marketing purposes.
7.4 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
7.5 The rights you have under data protection law are:
7.5.1 the right to access;
7.5.2 the right to rectification;
7.5.3 the right to erasure;
7.5.4 the right to restrict processing;
7.5.5 the right to object to processing;
7.5.6 the right to data portability;
7.5.7 the right to complain to a supervisory authority; and
7.5.8 the right to withdraw consent.
7.6 Your right to access your data. You have the right to ask us to confirm whether or not we process your personal data and, to have access to the personal data, and any additional information. That additional information includes the purposes for which we process your data, the categories of personal data we hold and the recipients of that personal data. You may request a copy of your personal data. The first copy will be provided free of charge, but we may charge a reasonable fee for additional copies.
7.7 Your right to rectification. If we hold any inaccurate personal data about you, you have the right to have these inaccuracies rectified. Where necessary for the purposes of the processing, you also have the right to have any incomplete personal data about you completed.
7.8 Your right to erasure. In certain circumstances you have the right to have personal data that we hold about you erased. This will be done without undue delay. These circumstances include the following: it is no longer necessary for us to hold those personal data in relation to the purposes for which they were originally collected or otherwise processed; you withdraw your consent to any processing which requires consent; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are certain general exclusions of the right to erasure, including where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for establishing, exercising or defending legal claims.
7.9 Your right to restrict processing. In certain circumstances you have the right for the processing of your personal data to be restricted. This is the case where: you do not think that the personal data we hold about you is accurate; your data is being processed unlawfully, but you do not want your data to be erased; it is no longer necessary for us to hold your personal data for the purposes of our processing, but you still require that personal data in relation to a legal claim; and you have objected to processing, and are waiting for that objection to be verified. Where processing has been restricted for one of these reasons, we may continue to store your personal data. However, we will only process it for other reasons: with your consent; in relation to a legal claim; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
7.10 Your right to object to processing. You can object to us processing your personal data on grounds relating to your particular situation, but only as far as our legal basis for the processing is that it is necessary for: the performance of a task carried out in the public interest, or in the exercise of any official authority vested in us; or the purposes of our legitimate interests or those of a third party. If you make an objection, we will stop processing your personal information unless we are able to: demonstrate compelling legitimate grounds for the processing, and that these legitimate grounds override your interests, rights and freedoms; or the processing is in relation to a legal claim.
7.11 Your right to object to direct marketing. You can object to us processing your personal data for direct marketing purposes. If you make an objection, we will stop processing your personal data for this purpose.
7.12 Your right to object for statistical purposes. You can object to us processing your personal data for statistical purposes on grounds relating to your particular situation, unless the processing is necessary for performing a task carried out for reasons of public interest.
7.13 Automated data processing. To the extent that the legal basis we are relying on for processing your personal data is consent, and where the processing is automated, you are entitled to receive your personal data from us in a structured, commonly used and machine-readable format. However, you may not have this right if it would adversely affect the rights and freedoms of others. 7.14 Complaining to a supervisory authority. If you think that our processing of your personal data infringes data protection laws, you can lodge a complaint with a supervisory authority responsible for data protection. You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
7.15 Right to withdraw consent. To the extent that the legal basis we are relying on for processing your personal data is consent, you are entitled to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
7.16 Exercising your rights. You may exercise any of your rights in relation to your personal data by written notice to us in addition to the other methods specified above.
8.1 This website is owned and operated by Love Underdogs.
8.2 We are a charity registered in England and Wales under registered charity number 1152792.
8.3 You can contact us:
8.3.1 by post, by writing to 6 Parrotts Grove, Coventry CV2 1NQ;
8.3.2 by telephone, on 02476 644 494 or as otherwise shown on our website from time to time; or
8.3.3 by email, using the email address [email protected] or such other email address published on our website from time to time.