Privacy Policy

This page outlines our privacy notice - it tells you what we do with your personal information if you volunteer for us or provide a donation. It provides you with details on data processing activities associated with you, and that you are entitled to under Data Protection Act 2018 and UK General Data Protection Regulation (GDPR).

Elijah's Animal Sanctuary takes privacy and the protection of personal and sensitive information seriously, and we are committed to ensuring that your data is safely and securely processed in adherence to UK regulation.

What information do we collect?

• Name
• Address
• Date of Birth
• Phone number
• Email
• Credit card details for processing credit card payments
• Bank details for processing bank transfers
• Employer details for processing a payroll gift
• Taxpayer status for claiming Gift Aid

We may also collect and process information about your interactions with us, including details about our contacts with you through email, SMS, post, on the phone or in person (i.e., the date, time, and method of contact), details about donations you make to us, events or activities that you register for or attend and any other support you provide to us. We may also collect and record any other relevant information you share with us about yourself, including your next of kin, interests or your affiliations with other charities, community groups.

Under data protection law, certain categories of personal information are recognised as sensitive i.e. special category, including health information and information regarding race, religious beliefs, and political opinions. We currently do not collect this data from you. We would only collect special category personal data if there is a clear reason for doing so. Where this becomes the case, we will update our privacy notice and forms.

How do we collect the information?

When you volunteer for us and provide information via a paper form. This provides us with the required information to support your health and safety while at our sanctuary (e.g. being able to contact your next of kin) or asking you to volunteer again (e.g. your contact details).

When you contact us directly. You may provide information when contacting us regarding our activities, competitions, processing expenses, completing our donation forms or gift aid donations e.g. confirmation of your address so we can identify you as a current UK taxpayer or contacting you via Instagram when responding to one of our competitions.

When you donate via a third party e.g. pay pal or gift aid. We may, following your consent via the third party, contact you directly to donate via Gift Aid and/or collect this information for onward sharing to HMRC.

How do we use your information?

• To process donations, we may receive from you, including providing information to HMRC for gift aid
• For internal record keeping relating to any donations, feedback, or complaints
• To uphold your health and safety when volunteering on site (including being able to contact your next of kin)
• To contact you to take part in subsequent volunteering or discussing gift aid
• Where we are required by law to disclose or otherwise use your information
• To process any expenses made for activities while volunteering e.g. travel.

How long we keep your data

We only keep your information for as long as we need to, to manage your relationship with us and comply with legal and regulatory requirements. We ensure that data retention is regularly reviewed in adherence with the principles of data minimisation and to fulfil the purposes for which it was collated.

We only ever ask for and collate the minimal amount of data required for the purpose for which it is being processed and delete the data once no longer required. Our internal policies cover our records management approach, including records retention.

How we will share your data

We only share your data in the following circumstances:

• As required by law, for example, for the detection and prevention of crime.
• You have provided explicit consent for us to share your data with a third party e.g. HMRC for gift aid purposes, your next of kin for health and safety reasons or ongoing volunteer positions.

Why can we process this data

We process your data under the following laws:

• Data Protection Act 2018
• UK General Data Protection Regulation (GDPR)

In the main, we rely on the following legal basis to process your data:

• Where you have provided consent e.g. to contact you to continue to volunteer or processing a bank transfer.
• Where there is a contract in place e.g. to fulfil obligations under an agreement, such as paying expenses.
• Where there is a legal obligation to do so e.g. we may be required by law to share your personal information with a regulatory or HRMC.
• Where there is a legitimate interest to do so e.g. for safety reasons, we may share your data with your next of kin or contacting you regarding gift aid, following making a donation via pay pal Our legitimate interests are for providing animals with a safe haven who cannot be rehomed due to age, health, or behavioural issues. However, this will not override your rights including where you have explicitly told us not to contact you.

How we keep your personal data secure

We are committed to taking good care of your personal information and we have security measures in place to keep it protected. We limit access to your personal data to those who have a genuine need to access it.

We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Your rights

Based on the legal basis we rely upon to process your data as detailed above, you have the following rights over your data:

• Right to access your data.
• Right to ask for rectification of your data.
• Right to ask for erasure of your data.

In addition, you have the right to:

• Withdraw your consent at any time where consent has been relied upon for the processing of your data.
• Right to complain to the Information Commissioner.

A full overview of your rights can be found on the Information Commissioners website.

Marketing

We do not process your personal data for marketing purposes.

Cookies and usage tracking

Cookies are small pieces of information (letters or numbers) that are stored or downloaded by your device when you visit a website.

We use essential cookies only i.e. to ensure that the website functions effectively and not for marketing or any other non-essential reasons.

As we only use essential cookies for the functioning of the website, we have chosen not to display a cookier banner as these types of cookies do not require user consent. If we choose to use non-essential cookies in the future we will update this accordingly.

How to contact us

You can contact us about this privacy notice at: hello@elijahsanimalsanctuary.org