Privacy Policy

The General Data Protection Regulation (GDPR) came into effect in the UK on 25th May 2018. This replaced the existing Data Protection Act and introduce new legal requirements for charities, business and other organisations when processing individuals personal data.

East Sussex WRAS has always been concerned about Data Protection, protecting and respecting people's privacy.

If you wish to review our Volunteer Privacy Notice please click here

If you wish to be removed from our Mailing List:

Please call 01825-873003 quoting your name and address as written on any mailings we have sent you.  Alternatively please e-mail admin@eastsussexwras.org.uk with your name, address, postcode and any ID number, if present, and we will remove you too.

Please be aware that e-mail on this account is not checked daily so may take up to 2 weeks to be processed.

What and When Does WRAS Collect Personal Data?

WRAS currently only collects personal data for the following reasons:

1) When rescuing a casualty.

2) When processing a donation, either over the phone, through the post or via a 3rd party online platform like Just Giving or Facebook.

3) When a person asks to be added to WRAS mailing list.

4) When dealing with enquiries about volunteering and student work placements.

5) When dealing with advice and guidance calls.

6) When dealing with reports of wildlife crimes. 

WRAS has a database which records volunteers, staff, donors, rescues and supporters information. WRAS records only the essential personal data:

  • Name
  • Address, Town, Post Code
  • Phone Numbers
  • E-mail Address when given.
  • Reason for contact.

WRAS also records information on:

  • Donations received - date, amount, the reason for donation and Gift Aid Notification.
  • Casualties - including species, date, the person who found the casualty, location where found, general assessment of the casualty and other relevant information relating to the Casualty and but not the finder.
  • Volunteering interest.

Does WRAS Share, Buy or Sell Personal Information?

WRAS has always stated that it does not sell personal data to any other organisation nor has it ever purchased lists of personal data from other charities or agencies.

Occasionally casualties need to be passed to other organisations due to their specialist knowledge, facilities or equipment.  It is necessary to pass over the finders contact details  purely on animal welfare grounds to ensure casualties are treated and released correctly.

For example:

A tawny owl was found in the middle of a large wood. The finder took the owl home before contacting WRAS. The owl was collected from the finders home and admitted to WRAS. Due to a problematic fractured wing the bird was sent to another rescue centre  further afield for a specialist vet to operate on the wing. Once recovered the owl needed to be returned to the exact location where found to ensure it was safely back in the birds home range.  This required the finder showing rescuers exactly where the bird had been found, therefore the other rescue centre contact the finder direct.

WRAS is in the process of writing to all such organisations pointing out their responsibility to be compliant under the GDPR and the need for such information to be treated correctly.

These organisations are:

Folly Wildlife Rescue - Near Tunbridge Wells. RSPCA Mallydams Wood - Fairlight Hastings. Vale Wildlife Rescue, - Gloucestershire. Badger Trust Sussex - East Grinstead. Sussex Bat Group and the Sussex Bat Hospital at various locations. Swan Sanctuary - Sheperton. Bird Aid at Hailsham. Wildlife Aid - Leatherhead.

Where a criminal offence has occurred it may be necessary to pass on personal information to the relevant authorities giving details of any witnesses or persons involved.

What Does WRAS Use Personal Data for?

WRAS’s Database is used for three key areas:

  1. To met the requirements and recommendation (and sometimes legal requirements) of the Veterinary Medicines Directive, Royal College of Veterinary Surgeon, British Wildlife Rehabilitation Council and various animal welfare legislation relating to the rescue of wild animals and birds for veterinary treatment, their safe rehabilitation and return to the wild.
  2. To met the requirements and recommendations of the Charities Commission and HMRC in the processing of donations with or without Gift Aid.
  3. To keep people who use our service informed of the work the charity undertakes and for encouraging support of our charity and its aims and objectives.
  4. To record volunteer  and or student work placement interest. 
  5. For emergency contacts for our volunteers and staff.
  6. To analyse safe locations for the release of casualties back to the wild.

WRAS also uses its database for statistical analysis of casualty data but all addresses are used in an anonymous manner.

WRAS's supporter data is stored on a cloud based system called Access ThankQ which complies with all GDPR and HMRC requirements.  

What is WRAS’s Current Policy on Direct Marketing?

Fundraising comes within the term “Direct Marketing” as set out by the GDPR.

WRAS sends out 3-4 newsletters a year and 1-2 appeals or information letters a year.

WRAS does not buy in personal data for marketing/fundraising purposes.

WRAS does not sell on personal data for any purpose.

When a rescue call is received the name and address is added to WRAS’s Casualty Database.  At the rescue a leaflet is handed out  to the key person involved with the casualty,  giving further information as well as WRAS’s Contacted details. 

Positive Opt In Communication.

East Sussex WRAS is proud to state that as of Easter 2022, it will moving to a positive opt in policy for mailings and communication in order to comply with the highest levels of the GDPR. 

Where we have suitable and accurate contact details after a rescue, we will write to each person an acknowledgement their use of our service, ask for feedback, as well as confirmation of the level of communication and by which methods a person wants to hear from our charity. 

Administrative communication like confirmation of receipt of a donations are classed as "Legitimate Interest". 

If a person does not want to be sent any direct marketing / communication then their status on the database is changed to reflect this. However their personal data is kept where it is a requirement of the casualty record,  patient care or Gift Aid/HMRC purposes.

Refreshing & Updating Data.

The Fundraising Regulator requires charities to review and refresh consent as appropriate stating that “The core question that organisations should consider in establishing their timescale for refreshing consent is not what the organisation would consider ‘reasonable’ for its own purposes, but for how long would the individual consider it reasonable to be contacted before they were asked to renew consent?”

The ICO and Fundraising Regulator suggests that a 24 month period may well be appropriate to renew consent as best practice.

We will assume that supporters wish to continue hearing from our charity if we receive a donation or other communication from them unless the communications requests removal or a change in their communication status.

Removal from Newsletter Mailing List:

If you receive a newsletter or other mailing from us and want to be removed from our mailing list please give us a call on 01825-873003 and we will be happy to remove it. 

 

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