Our commitment to care doesn’t stop at our dogs. We care about your personal data and ensuring you’re informed about how we use it. DGCRC promises to protect your data, and to manage any information you share with us in line with data protection laws.
Please read this policy carefully to understand how we collect, use and store your personal information.
If you have any questions about how DGCRC processes your information, please get touch using the details in the “Contact us” section below.
Depending on your interaction with DGCRC, we’ll collect the following types of information about you:
Under data protection law, certain categories of personal information are recognised as sensitive, including health information, race, religious beliefs. DGCRC will sometimes collect sensitive personal data in connection with our rehoming services (for example that the right animal is rehomed with you), or where you volunteer or apply for a job with us. In these cases we will obtain your consent to process this data, or alternatively ensure that we have a valid legal basis for doing so, such as when it is in the substantial public interest.
Taking in dogs
Reporting lost or found dogs
Marketing and Fundraising
Media & PR
Retail trading and online purchases
Most personal data we process is given to us directly by our supporters, customers and volunteers in the course of their interactions with us.
We may also receive your personal information when you donate to DGCRC through third-party services such as Virgin Money Giving.
In some situations, we may update our supporters’, customers’ and volunteers’ personal information using information from public registers or other agencies. For example, we might do this to check we have a valid and deliverable postal address for you, or to check if you are on Telephone Preference Service (TPS) or Fundraising Preference Service (FPS).
In simple terms, your personal data may be used to help us effectively deliver our charitable services or to help us raise funds for those charitable services.
We have summarised below the different reasons why we do this (these are often referred to as ‘purposes’). How we use your data for these purposes will depend on the nature of our relationship with you.
When you adopt one of our dogs we ask you to provide us with information about your home, personal circumstances, and in some cases health or mobility requirements so that we are better able to match you with an animal that is going to best meet its, and you or your family’s needs.
When you ask us to find a new home for your dog, we will ask for certain information about your animal and you (including the reason or circumstances that led to you needing to rehome your pet, and any information about your pet's behaviour towards yourself and others in the household that will help us with their care or onward rehoming).
We also ask for this information so that we can comply with the relevant legal requirements when rehoming an animal such as establishing the legal ownership of animals or updating microchip details.
Volunteers provide invaluable support across all aspects of DGCRC. Where you have provided us with your information to volunteer, we process this in order to recruit volunteers and foster carers (for example, by reviewing volunteering applications), support/train volunteers and communicate with you generally about the work we do to ensure that you are kept well informed about DGCRC, your own volunteering and how you can get more involved.
As mentioned, in some cases we may collect sensitive data about you so that we can ensure that you are matched with the most appropriate animal (where you are fostering a dog), meet any access, health or dietary needs you may have and to monitor equality and diversity.
DGCRC’s marketing activity helps to find more dogs permanent and loving homes, and helps us to raise the income we need which enables us to do this. Our marketing activity also helps us to provide help to dogs beyond our gates, such as through community engagement work, educational and campaigning activity.
DGCRC may seek your consent to send you marketing via email, phone or text message (SMS). If you choose to hear from us in this way, you’ll receive behind the scenes news, updates about our animals, general information about rehoming, volunteering and various ways you can support DGCRC, including fundraising, events and campaigning. Examples emails inviting you to events, and email updates on our campaigning activity
DGCRC will rely on legitimate interests to send you marketing and fundraising communications by post, if you have provided a postal address. Unless you tell us not to, we’ll contact you by post with communications we believe you’ll be interested in. If you would like to opt out of these communications, you can let us know by writing to or emailing us.
When you register to attend or take part in one of our fundraising or challenge events we will use your information to process the registration fees (if any), administer your participation in the event and provide you with information about the event.
We will never rent, swap or sell your details for marketing purposes.
You’re free to change your contact preferences at any time, just let us know.
If you donate to us, or buy something from us, we’ll process your debit or credit card details. We will also pass your card details securely to our payment-processing partner as part of the payment process. We do this in accordance with the Payment Card Industry Security Standard and don’t store the details on our website or databases.
If you have kindly added Gift Aid to your donation to DGCRC we must record the fact that you are a UK taxpayer and we have to maintain a record of the amount of Gift Aid we have claimed.
When you purchase an item from our centre or one of our shops, we will collect certain information from you including your name, address, phone number, email address and payment details, so that we can process and send you your item or contact you if we have any queries regarding your purchase.
We are required under law to make sure that we have a valid ground for processing your data. The law sets out six different grounds for when personal data can be processed (plus additional ones where sensitive data is used) The four legal grounds that are most relevant to DGCRC’s use of your personal information are:
DGCRC will only process your personal information if any of the following apply:
To allow us to provide the best possible care for every dog
To raise the fundraising income to allow us to be here for every dog
For administration purposes
To conduct research
To recruit and manage volunteers
In some cases we will rely on consent, for example, to send you or make marketing and fundraising emails, phone calls and text messages. In addition, if you register as a DGCRC volunteer it can be very helpful if you share information on any medical conditions that may affect your ability to perform your voluntary work. You can withdraw consent for these channels and activities by contacting us.
This legal ground for processing means that we can process your personal information if we have a genuine and legitimate reason for doing so, and that reason is not overridden by your rights and interests as an individual.
Examples of the legitimate interests processing activities we undertake are:
We have considered and balanced our legitimate interests against individuals’ privacy rights in these scenarios and we do not believe that any adversely affect our supporters’ rights or interests. If you would like to find out more or ask us to stop processing your data in these ways, you can do this at any time by contacting us.
In some cases, we will be under a contractual obligation to provide you with goods and services, which means that we have to process your data in order to fulfil those obligations. Some examples of this include if you are a Member, or if you are rehoming a from us, or purchasing something from our shop.
A legal obligation
Sometimes we may have a legal obligation to process information about you – for example we are obliged to keep financial records including Gift Aid for six years. We’re required to notify the local dog wardens about strays that come into our care, and we’re also required to keep a record of your communication preferences, in accordance with the General Data Protection Regulation.
We’ll retain personal information for different periods of time depending on your relationship with DGCRC.
For example, if you donate to us, we’ll keep your financial information for up to seven years after your last interaction with us. If you rehome an animal, we’ll keep details relating to your rehoming circumstances for 15 years (the average lifetime of the dog).
We will keep some data indefinitely (for example, your name and giving history). It’s important for us to retain this information as a majority of DGCRC’s legacy income comes from people we weren’t aware would leave us a gift in their will. Sometimes this legacy is left decades after the supporter’s last interaction with DGCRC. Knowing that the individual was a supporter in the past is important for us to know in case that will is contested.
In these cases, we’ll only retain data that is necessary for these purposes, and we will delete or anonymise other parts of the record.
If you decide you no longer wish to hear from us, we’ll need to keep a note of that on our suppression list indefinitely.
DGCRC’s operations are based in the UK and we currently store our data within the UK
Some organisations which provide services to us may transfer personal data outside the EEA for processing purposes, but we’ll only allow them to do so if your data is adequately protected (for example, the insurance company which provides 4 weeks cover post adoption).
DGCRC will not exchange or sell your personal information to another organisation for their own marketing purposes.
However, there are some situations where we may have to share your personal information with other organisations. An example could be sharing your details to reunite you with a lost animal via a Local Authority Dog Warden, or to update microchipping databases. In some cases, we may have to share data about you when requested to do so by statutory agencies, such as the police.
We may also share your data with our contracted suppliers, and external service providers, such as our veterinary surgeon or our email service providers.
In these situations, the relationship between DGCRC and the third-party will be governed by a contract and strict security requirements will be in place to protect your personal information.
DGCRC’s website only uses one type of essential site cookie (SSESS) in order to recognise users as they move from page to page within our website and remember any information they may have entered such as a Homefinder application. This is only in use whilst you are on our website.
When DGCRC is using your personal information on the basis of your consent, you have the right to withdraw that consent at any time. You also have the right to ask DGCRC to stop using your personal information for direct marketing purposes. Simply contact us and we will amend your contact preferences.
Presuming that these rights are not overridden by our legal obligations, or where our legitimate interests are not overridden by your rights and interests as an individual, you have the following data protection rights:
If you want to exercise any of these rights, please contact us.
Please note that DGCRC (or our authorised service providers) may film or photograph participants, volunteers and spectators attending or taking part in events and use such footage or photographs.
We do this in order to publicise the event for commercial and/or fundraising purposes including, but not limited to: television broadcasts, advertising, publications, marketing material, merchandising, social media, personalised direct mail and other media that may be made available to the public.
No personal details (including names) of any under 16-year-old participants will be used in any publicity materials without the written consent of their parent or legal guardian, but we may use images where children are incidentally included (for example, images of mass participation in our Fun Day Dog Show, or sponsored walks.
In the first instance, please talk to us directly so we can help resolve any problem or query.
You can also register with the fundraising preference service (FPS). This service is run by the Fundraising Regulator and allows you to stop email, telephone, addressed post, and/or text messages from a selected charity or charities by using the online service at www.fundraisingpreference.org.uk or by calling 0300 303 3517. Once you have made a request through the FPS, we will ensure that your new preferences take effect within 28 days.
You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about Data Protection using their help line 0303 123 1113 or at www.ico.org.uk
If you have any questions about this Policy, or about how DGCRC manages your data, please contact us
Phone: 01387 770210 (between 12 and 4)
Post: GDPR, Dumfries and Galloway Canine Rescue Centre, Dovecotewells, by Glencaple, Dumfries DG1 4RH.