These policies explain how and why we collect, use and store any details you share with us. We know that this is a long, detailed area of the website and if you have any questions or you would like help understanding it, please contact us and we will assist in a any way we can. Email: dataprotection@raystede.org or write to us at: Raystede Centre for Animal Welfare | The Broyle | Ringmer | BN8 5AJ
Your support is critical in helping us achieve our mission to give animals a second chance in life and we want to be able to contact you with updates, news and occasional requests for financial support so that we can continue to do our vital work
Our commitment to keeping your personal information safe means we will never give away or sell your details to other organisations to use for their own purposes. All data you share with us will only be used as explained in this privacy policy.
These policies will be reviewed twice a year and updated as necessary when regulations change. We will advise you when this happens through our website, by email and in our magazine.
As well as our commitment to you to keep your details safe, you are also protected by the law. This law says that we can only use your personal information if we have a lawful reason to do so. If you give us your data, the lawful reasons we can use it to contact you are:
1. To fulfill a contract we have with you
2. When we have a legal obligation
3. When it is in our legitimate interest to do so
Legitimate interest is when we have a business reason to use your information: for example, when Raystede provides a service to you, we will use your information in order to deliver that service effectively. However, even then we must take into consideration what is right for you. When we rely on our legitimate interest we will tell you.
4. When you consent to it
This is usually for emails related to fundraising and promoting the charity and we will ask you specifically if you agree to us contacting you. The information which follows lists all the ways that we may use your personal information and which of the reasons we rely on to do so.
The following policies detail the reasons why Raystede asks you to share your personal information, how the data is used, how long we store it, the legal basis for using your data and the ways in which you can ask for this information to be changed or removed. Simply select the reason below depending on how you have shared data with us. Remember you may have shared your data with us for a number of different purposes.
You have used Peaceways services
To fulfil our requested service to you and to communicate, as necessary, about the cremation and a memorial for your pet.
Contractual.
Name, address, telephone number, mobile number, email address. Records of your correspondence with us. Records of your financial transactions with us.
To correspond about the cremation of your pet and any memorial you require. We may use your data to better understand how people use our pet cremation service and to learn how Peaceways customers use other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We will retain your details for seven years as there has been a financial transaction between us and we are bound to keep this information for that time. If you use other Raystede services in addition to Peaceways, for example adopting a pet or making a donation to the charity, we will retain the information on your record about Peaceways for the active life of your relationship with us so we can understand the various services that you have used.
Your data will not be shared with any third parties.
You foster a pet.
To fulfil the commitment between you and Raystede to foster an animal.To contact you about potentially suitable animals for fostering and to maintain communication before, during and after the fostering period to communicate necessary information.
Contractual.
Name, contact details – address, telephone number(s), mobile number, email address, social media addresses. Records of the animals you foster. Family /household members, ages, details about your home and garden, occupation of you and your partner and details about other pets you have, so that we can place the right animal with you. Records of correspondence between us. Records of any financial transactions with us regarding the fostering.
To correspond about the fostering of an animal. To make an informed selection of the right animal for you and your family/household's circumstances. We may use your data to better understand our fostering service and how fosterers engage with other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We will retain your data for 16 years from signing your final foster carer agreement to foster a pet for Raystede to retain a record of the history of the animal for its lifetime so that we can answer any questions from future owners about the animal's history. 16 years is based on the average life of a dog. Dogs are the animals we foster/adopt most frequently so we have used this as the basis for calculation.
If you use other Raystede services after fostering, for example adopting a pet or making a donation to the charity, we will retain the information on your record about fostering for the active life of your relationship with us so we can understand all the various services that you have used.
Your data will not be shared with any third parties.
You are considering adopting a pet.
To help match you with the most appropriate pet for your needs and circumstances. To correspond with you about animals which meet your criteria.
Legitimate interest.
Name, contact details – address, telephone number, mobile number, email address, social media addresses. Family / household members currently living in the house, their ages, details about your house and garden and ownership status and details of other animals in your home so we can place the right animal with you. Records of your correspondence with us.
To correspond about the potential adoption of a pet. To make an informed selection of the right animal for you and your family/household's circumstances.
We may use your data to better understand our adoption service and how potential adopters engage with other Raystede services so we an improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
Your data will be held for two years after which we will assume you have changed your mind and do not wish to adopt a pet. If you interact with Raystede in other ways after considering adopting a pet from us, for example making a donation to the charity, we will retain the information on your record about considering adoption for the active life of your relationship with us so we can understand the various services that you have used or considered.
Your data will not be shared with any third parties.
You have reported a pet lost or found.
To help you reunite an animal with its owner or be reunited with your pet.
Legitimate interest.
Name address, email address and telephone number. Details of the animal you have lost or found.
To have necessary communication about reuniting the animal with its owner.
We will retain your data until the animal is reunited with its owner, or in the event of the animal not being found your data will be held for two years.
If you use other Raystede services after surrendering an animal, for example adopting an animal or making a donation to the charity, we will retain the information on your record about surrendering for the active life of your relationship with us so we can understand the various services that you have used.
If you have lost your pet and it is reported found to Raystede, you will be asked for your consent to share your details with the person who has found your pet before we share them. We may also share your details with the local authority, the RSPCA, the police and relevant microchipping companies.
You have surrendered an animal to Raystede.
To enter into a contractual agreement with Raystede to relinquish ownership of an animal to us, either for rehoming or for sanctuary. To facilitate any correspondence that this surrender necessitates.
Contractual.
Name address and telephone number. Details of the animal you are surrendering.
To form a contract and for any necessary communication about the animal you have surrendered during and after they come into the care of Raystede.
We may use your data to better understand surrendering and how people who surrender animals to us engage with other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We will retain your data for the appropriate length of time relevant to the lifespan of the animal you have surrendered in order to maintain a record of the history of the animal for their lifetime. This means we can answer any questions from future owners about the animal's history.
If you use other Raystede services after surrendering an animal, for example adopting an animal or making a donation to the charity, we will retain the information on your record about surrendering for the active life of your relationship with us so we can understand the various services that you have used.
Your data will not be shared with any third parties, including anyone who adopts the animal you have surrendered.
Your pet is fostered as part of the Break Away scheme.
To enable us to take your pet into foster care for as long as necessary and to contact you about this during the arrangement as and when required.
Contractual.
Name, address, telephone number, email address, pet details, reason for fostering request. Details about the pet you wish to have temporarily fostered.
To correspond about the Break Away fostering of your pet. We may use your anonymous data to better understand how people use our Break Away service and to learn how Break Away users engage with other Raystede services so we can improve our delivery.
We will retain your data for seven years from signing the Break Away foster agreement to retain a record of the history of you and your pet in case we are called on to give information about the service we have provided you with.
Your data will not be shared with any third parties.
Your child is taking part in one of our education sessions.
To enrol your child on an educational event at Raystede. To ensure the correct service and food is delivered to your child whilst they are at Raystede and to have emergency contact information so we can get in touch with you if we need to while your child is in our care.
Contractual.
Sensitive personal data may be collected about children attending events including special dietary requirements, any special health needs and the date of birth of your child/children. We will collect names of parents and/or teachers and your child. Address, telephone number, mobile number and email address. Records of the events you book with us and areas of interest.
To correspond about the session that has been booked for your child and if necessary on the day if we have need to. We may use your data to better understand how people use our education services and to learn how they use other Raystede services so we can improve our delivery. Dietary and health related data for your child/children is collected to ensure that we provide the correct support for them during their visit.
Contact details of adults will be stored for seven years where a financial transaction has taken place. Details about children will be stored for 12 months or until they are 16 whichever is soonest, at which point their records will be deleted. Data is retained so that we can administer any further educational bookings. The health and dietary information will be stored confidentially and not used for any other purpose than delivery of the event the child/children are attending.
Your data will not be shared with any third parties.
You volunteer for Raystede.
To correspond with volunteers or potential volunteers about all aspects of their relationship or prospective relationship with Raystede.
Contractual.
Name, address, telephone numbers, mobile numbers. Details of previous employment/volunteering roles. DBS check certificates. Next of kin. Expenses. Disciplinary details.
To administer our relationship with you and provide you with the support you need as a volunteer for Raystede.
We will retain your data for seven years from when you stop volunteering at Raystede. We will keep this data in order to be able to respond to a potential future employer for references, and for our own records.
If you use other Raystede services as well as volunteering, for example, adopting a pet or making a donation to the charity, we will retain the information on your record for the active life of your relationship with us so we can understand the various services that you have used.
Potential future employers for references.
You donate to Raystede and receive emails and / or phone calls from us about this.
To administer your donation. To correspond via email, sms and phone with donors, friends and Raystede supporters for the purpose of generating fundraising income for the charity.
Consent.
Name, address, telephone number, email address, mobile number, transaction details and any correspondence. Your Gift Aid status/declaration. Any consent information you provide. Any areas of interest you share with us.
To correspond as necessary about the donation you have made and to administer that donation. To keep you informed about our work and how your donation has helped the animals in our care and to ask you for donations in the future. We may use your data to better understand people who make donations to us and to learn how they use other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We hope to develop a lifelong relationship with our donors as we rely on your support to be able to continue to care for the animals at Raystede. We need to let you know about the various ways you can support us and if in the future you decide you don't want to hear from us we need to be able to honour those wishes by keeping minimum details so we don't contact you by accident.
Trusted companies who help us deliver our communications to you – printers, data processors, email delivery service providers.
In order to administer your gift in your Will.
Consent.
Your name, address, email, telephone number, mobile number, bank details, witness details and any correspondence.
To correspond as necessary about the gift you have pledged and also to rehome your pet in the event of your death if you have signed up to "Lifetime of Love" scheme. To keep you informed about our work and how your gift will help the animals in our care. We may use your data to better understand people who make donations to us and to learn how they use other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
Your gift allows Raystede to support many more animals. We would like to show our appreciation by continuing to update you on the work that we do and how your support is vital in achieving our aim of giving animals a better life. If in the future you decide you don't want to hear from us we need to be able to honour those wishes by keeping minimum contact details on a list so we don't contact you by accident.
Third party data processors, printers and email broadcasters solely for the purpose of sending communications
You receive our fundraising appeals and updates by post.
To correspond via the post with donors, Friends and Raystede supporters for the purpose of generating income for the charity and telling people about how their support has helped the animals here.
Legitimate interest.
Name, address, telephone number, email address, mobile number, transaction details and any correspondence. Gift Aid status declared by you to us. Any consent information you provide. Any areas of interest you share with us.
To correspond as necessary about the donation you have made and to administer that donation. To keep you informed about our work and how your donation has helped the animals in our care and to ask you for donations in the future. We may use your data to better understand people who make donations to us and to learn how they use other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We hope to develop a lifelong relationship with our donors as we rely on your support to be able to continue to care for the animals at Raystede. We need to let you know about the various ways you can support us and if in the future you decide you don't want to hear from us we need to be able to honour those wishes by keeping minimum contact details so we don't contact you by accident.
Trusted companies who help us deliver our communications to you – printers, data processors, email delivery service providers.
You are a Friend of Raystede.
In order to deliver your membership programme.
Contractual.
Your name, address, email, telephone number, mobile number, bank details, your regular gift to Raystede, your gift aid status, any correspondence.
To correspond with you about the benefits of being a Friend of Raystede and to send you correspondence as detailed in the application form:
We may use your data to better understand our Friends programme and to learn how Friends use other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We hope to develop a lifelong relationship with our donors as we rely on your support to be able to continue to care for the animals at Raystede. We need to let you know about the various ways you can support us and if in the future you decide you don't want to hear from us we need to be able to honour those wishes by keeping minimum contact details on a list so we don't contact you by accident.
Bank, HMRC, Third party data processors, printers and email broadcasters solely for the purpose of fulfilling your benefits.
You have Gift Aided a donation to Raystede.
To claim Gift Aid income from HMRC on any donations you make to Raystede including to the shop.
Legal obligation.
Gift Aid declaration. The value of your transaction(s). Your name, address, email address, telephone number, mobile number. Any correspondence.
To claim Gift Aid on your donation. To correspond about the Gift Aid claim as necessary. We may use your data to better understand who Gift Aids donations to us and to learn how they use other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We are bound to keep Gift Aid declarations for six years and records of financial transactions for seven years.
If you use other Raystede services after having given us your Gift Aid declaration, for example adopting a pet, we will retain the information on your record about Gift Aid for the active life of your relationship with us so we can understand the various services that you have used.
HMRC.
You've sponsored someone to do an event for Raystede.
To enable us to collect sponsorship money you have donated, to claim Gift Aid from HMRC on your donation.
Legal obligation.
Your Gift Aid declaration. The value of your sponsorship. Your name, address, email address, telephone number, mobile number. Any correspondence.
To claim Gift Aid on your sponsorship. To correspond about the Gift Aid claim as necessary. We may contact you in the future to help us with surveys to improve our charity and service.
We will retain your details for seven years as there has been a financial transaction between us and we are bound to keep this information for
that time.
If you use other Raystede services in addition to sponsoring someone, for example adopting a pet or making a donation to the charity, we will retain the information on your record about sponsorship for the active life of your relationship with us so we can understand the various services that you have used.
HMRC. Your data will be provided to us via Just Giving.
You've signed up for a challenge event for Raystede.
To enable us to liaise with you about the details of the event and your participation in it.
Contractual.
Sensitive personal data may be collected about you should it be relevant to the event including special dietary requirements, any special health needs and date of birth. We will also collect your name, address, telephone number, mobile number, email address, payment details, and records of the events you book with us and areas of interest.
To correspond as necessary about the event you have signed up to participate in. To keep you informed about our work and how the money you have raised has helped the animals in our care and to ask you for donations in the future. We may use your data to better understand people who take part in challenge events for us and to learn how they use other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We hope to develop a lifelong relationship with our donors as we rely on your support to be able to continue to care for the animals at Raystede. We need to let you know about the various ways you can support us and if in the future you decide you don't want to hear from us we need to be able to honour those wishes by keeping minimum contact details on a list so we don't contact you by accident.
We will retain your details for seven years as there has been a financial transaction between us and we are bound to keep this information for that time.
If you use other Raystede services in addition to participating in a challenge event, for example adopting a pet or making a donation to the charity, we will retain the information on your record about your challenge event participation for the active life of your relationship with us so we can understand the various services that you have used.
Your contact details and sensitive personal data will be shared with carefully selected event providers as necessary to facilitate the event. These providers are vetted to ensure their commitment to the protection of your data.
You sponsor an animal.
To enable us to administer your sponsorship and to send you updates about your sponsored animal.
Contractual.
Your name, address, email, telephone number, mobile number, bank details, your sponsorship to Raystede, your gift aid status, any correspondence.
To adminster your sponsorship and to send you updates about your sponsored animal. To keep you informed about our work and how your sponsorship has helped the animals in our care and to ask you for donations in the future. We may use your data to better understand people who sponsor an animal and to learn how they use other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We hope to develop a lifelong relationship with our donors as we rely on your support to be able to continue to care for the animals at Raystede. We need to let you know about the various ways you can support us and if in the future you decide you don't want to hear from us we need to be able to honour those wishes by keeping minimum contact details on a list so we don't contact you by accident.
We will retain your details for seven years as there has been a financial transaction between us and we are bound to keep this information for that time.
If you use other Raystede services in addition to sponsoring an animal, for example adopting a pet or making a donation to the charity, we will retain the information on your record about your sponsorship of an animal for the active life of your relationship with us so we can understand the various services that you have used..
Bank, HMRC, Third party data processors, printers and email broadcasters solely for the purpose of fulfilling your benefits.
You've entered our raffle.
To enable us to administer your raffle entry.
Legal obligation.
Name, address, telephone number and email address.
To administer your entry to the Raystede raffle.
We will retain your details for seven years as we are bound to keep this information for that time.
If you use other Raystede services in addition to sponsoring someone, for example adopting a pet or making a donation to the charity, we will retain the information on your record about sponsorship for the active life of your relationship with us so we can understand the various services that you have used.
Trusted companies who help us deliver our communications to you – printers, data processors, email delivery service providers.
You've signed to receive Raystede's newsletters by email.
So that we can send you our latest newsletters.
Legitimate Interest.
Name and email address only.
To send you our newsletter.
We hope to develop a lifelong relationship with our supporters as we rely on you to be able to continue our great work to help animals. We need to let you know about the various ways you can support our work and if in the future you decide you don't want to hear from us, or you haven't opened an email from us within the last 2 years, we need to be able to honour those wishes by keeping minimum contact details so we don't contact you by accident.
Email delivery service providers.
You've booked a stall at a Raystede commercial event.
So that we can adminster your stall booking.
Contractual.
Company Name, address, telephone number, mobile number and email address.
To correspond about your stall booking and attendance at our event. We may use your data to better understand how stall holders use other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We will retain your details for seven years as there has been a financial transaction between us and we are bound to keep this information for
that time.
Your data will not be shared with any third parties.
You've registered a dog to participate in our Fun Dog Show.
So that we can administer your registration.
Contractual.
Name, address, telephone number, mobile number and email address.
To correspond about your participation in our Fun Dog Show. We may use your data to better understand how dog owners use other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We will retain your details for seven years as there has been a financial transaction between us and we are bound to keep this information for that time.
Your data will not be shared with any third parties.
You've booked our Meeting Place.
So that we can adminster your room booking & catering if required.
Contractual.
Company Name, address, telephone number, mobile number, email address and dietary requirements.
For children's parties we collect your name and your child's name.
To correspond about your room booking. We may use your data to better understand how room hires use other Raystede services so we can improve our delivery. We may contact you in the future to help us with surveys to improve our charity and service.
We will retain your details for seven years as there has been a financial transaction between us and we are bound to keep this information for that time.
Your data will not be shared with any third parties
You can ask to see the personal information we hold about you by contacting us; there is no charge for this and we will reply to you within 30 days. If you make repeated requests to see this information we can charge you an administration fee.
You have the right to question any information we have about you that you think is wrong. Please contact us to let us know the problems.
You have the right to ask us not to use your data for any research or profiling we may wish to do in order to improve the services that we provide at Raystede. Please contact us to let us know that you do not wish us to use your data in this way.
In certain circumstances, we may ask for your consent to communicate with you, usually about promoting the charity or fundraising. If you have told us you want to receive such communications and by which media – email, phone and/or post – you can change your mind at any time. Please contact us to let us know what you want to change or to withdraw consent.
You have the right to ask us to change how we use your information or to stop using it altogether. This is known as your right to be forgotten. If you want to object to how we use your data, ask us to delete it, or restrict how we use it, please contact us.
Please let us know if you are unhappy with how we have used your personal information. You also have the right to complain to the Information Commissioner's Office. Details can be found on their website https://ico.org.uk/concerns/.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
Where a third party payment portal is used, for example, PayPal, Just Giving, or Stripe (when you make a donation on our website), the data you share will be subject to that provider's data privacy policy. When information is passed on to Raystede, that information will be subject to our privacy policy as detailed in this document.
Cookies are used by nearly all websites to improve your experience when you visit. A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful. A cookie in no way gives us access to your computer or any information about you, other than data about how you use our website.
You can choose to accept or decline cookies.
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.
You should exercise caution and look at the privacy statement applicable to the website in question.
If you would like further detail on data protection legislation please visit:
When Topsy arrived with us, he was severely underweight and needed a lot of care. We couldn't help the amount of animals we do without your support. Please donate to help more animals get the care they deserve.
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