Privacy Policy

East Sussex Wildlife Rescue & Ambulance Service (East Sussex WRAS) takes privacy seriously. We are committed to protecting your privacy and will only use the information that we collect about you lawfully. This policy is intended to give you an understanding of how and why we use the information you give us.

Our Charity:

East Sussex WRAS (the data controller) is committed to protecting your personal data, whether you are a supporter, volunteer, employee or user of our service. Please read this policy carefully.

East Sussex WRAS is a incorporated in England and Wales as a ‘not for profit’ company, limited by guarantee (Company No. 5107163). We are a registered charity in England and Wales (Charity No. 1108880). The processing of your personal data is carried out by East Sussex WRAS, which is registered with the Office of the Information Commissioner.

If you have any questions, our Data Protection Officer can be contacted via:

E-mail: admin@eastsussexwras.org.uk

Post: East Sussex WRAS, Unit 2, The Shaw Barn, A22, Whitesmith, East Sussex, BN8 6JD.

Notification of change of privacy policy

We reserve the right to amend this privacy statement at any time without notice to you. Its is advisable to revisit this website periodically to keep up to date with the changes in our privacy policy.

When and how do we collect information?

We may collect information about you whenever you interact with us in the following ways:

• when you contact us regarding our activities and services;
• when you contact us regarding our news or appeals;
• when you register to receive our mailings;
• when you engage with our social media;
• when you make or pledge to make a donation to us;
• when you contact us in relation to becoming a volunteer or volunteer for us;
• when you contact us in relation to becoming a fundraiser or fundraise for us, take part in or attend an event;
• when you purchase something from our shop;
• when you apply for a job with us or become an employee or provide services via an agency or provide consultancy services directly to us;

In addition, we collect aggregated or anonymous information about the services you use and how you use them, such as when you watch our videos on YouTube, visit our website or view and interact with our ads and content.

We may also receive information about you from other parties: for example, when you’ve given permission to share your data or when we gather information from publicly available sources as explained below.

Information we receive from other sources

Your information may be shared with us by fundraising sites. The primary sites used are Just Giving, Facebook, Paypal Giving Fund, Give As You Live and other similar sites. They will do so pursuant to their own policies on data protection and privacy. Please check their privacy policy when you provide your information to them to understand how they deal with your data and how they may share it with others.

To provide our supporters with the best service, where possible, we may use publicly available sources to keep your records up to date (e.g. using the Post Office’s National Change of Address database and postcode validation) and check against deceased records.

What information do we collect?

We keep the least amount of information where necessary.

• names, addresses, email addresses, telephone numbers and other contact information (including details of your social media accounts /profiles);
• financial information such as bank account details (if you want to set up a direct debit with us)
• financial information such as debit and credit card details, which we do not store on our systems;
• information you enter onto our website;
• records of correspondence with us, if you have contacted us;
• details of your visit to our website, including your IP address.
• details of any transactions you carry out with us, such as; donations, pledges, events, fundraising activity and training.

We do not use cookies to collect this type of information. All online financial transactions are encrypted using SSL (Secure Sockets Layer).

How do we use your information?

East Sussex WRAS does not and has never rented, swapped or sold personal information to other organisations for them to use in their own marketing activities.

East Sussex WRAS will only process your personal information:

• when you have asked you, you have asked us or when we have a record of your recent consent for us to do so;
• a ‘legitimate interest’ to do so in order to support our charitable purposes or related to the rescue, rehabilitation and release of a casualty – please see below for further details;
• a contract with you that we can only fulfil by using your personal information, e.g. to send you an item that you have requested;
• a legal obligation to use or disclose information about you, e.g. we are required by law to keep records of gifts that are given to us with Gift Aid for 6 years.

East Sussex WRAS may use your information in a number of ways and for a number of purposes including:

• to provide you with information, products or services that you have requested from us;
• to provide you with information about our work or our activities where you have agreed to receive communications from us;
• to process donations that we receive from you;
• to fundraise in accordance with our internal policies and procedures;
• for administrative purposes (for example, we may contact you regarding an event for which you have registered, to provide information requested from us through Supporter Care or with a query regarding a donation you may have made to us);
• for internal record keeping relating to any donations, feedback or complaints;
• to invite you to participate in voluntary surveys or research;
• to contact you where you have been identified as a contact person for an organisation, such as a school or company (if we obtain your contact details in this way, we will only use them to contact you in your capacity as a representative of that organisation);
• to analyse and improve the operation of our website;
• to improve the quality and accuracy of the information you have provided such as your contact details by checking against external data lists. This helps us ensure our records are fully up-to-date and avoids misdirecting communications;
• To assess your personal information for the purposes of credit risk reduction or fraud prevention; and where it is required or authorised by law.

How long we keep your information

We will hold your personal information on our systems for as long as is necessary for the relevant activity, and meet any legal or regulatory requirement. This is so that we can provide the services, products or information you have requested, to administer your relationship with us, to ensure we don’t communicate with you if you’ve asked us not to and to comply with the law.

Unless you tell us not to, we consider that you are content for us to process (keep and use) your personal information for a period of 10 years from your last active interaction with East Sussex WRAS (for example making a gift or sending in an enquiry). This is not the length of time that we will continue to contact you – that could be a shorter period of time.

We may keep information relating to gifts in wills indefinitely so that we can administer these gifts and communicate appropriately with the families of those leaving East Sussex WRAS a legacy. This also helps us learn more about the reasons people leave us a gift in their will.

Consent

In most circumstances we will seek consent to process your data at the point we collect it; however, in some cases we may process data without consent where we are legally allowed to do so, and where we have legitimate reasons for doing so (e.g. to process a donation you have made), provided we respect your legal rights.

When a rescue occurs, we do not want to delay a rescue by asking for consent for future contact and mailings. We will assume consent is given for a subsequent contact and follow up unless clearly indicated otherwise on the casualty paperwork.

If we identify that there is a legitimate interest, as defined by the General Data Protection Regulation, we may use your personal information to contact you in order to fulfil this legitimate interest. This will always be balanced against your individual interests, rights and freedoms. We may contact you by post to provide information about IAR and ways in which you can help us except where you tell us that you do not want us to, which you can do at any time by contacting us.

We may also send you service communications via email or post, for example where you place an purchase items online or book on training course or events.

You can update or change any of your marketing preferences at any time (including telling us that you don’t want us to contact you for marketing purposes) by:

Indicating that you do not wish to receive our emails replying ‘unsubscribe’ to one of e-mails;

Contacting us by email at admin@eastsussexwras.org.uk or by telephone at 01825873003, or by writing to us at: East Sussex WRAS, Unit 2, The Shaw Barn, Whitesmith, East Sussex, BN8 6JD.

If you request to receive no further contact from us, we will keep some basic information in order to avoid sending unwanted materials in the future. If we did not retain this information then this could result in us contacting you again as we would no longer have a record of your request not to be contacted. If you would rather we didn’t keep any of your details – please contact us directly.

Can you gain access to your personal information?

You may request a copy of the personal information that International Animal Rescue holds relating to you by writing to us at: East Sussex WRAS, Unit 2 The Shaw Barn, Whitesmith, BN8 6JD.

Service providers

We use service providers (such as fundraising agencies and software platform providers) to help us provide you with our services.

We enter into contracts with all of these service providers that require them to comply with data protection laws and to ensure that they have appropriate controls in place to protect the security of your information.

We may give relevant persons within these service providers access to your personal information, but only to allow them to perform specific services for us.

We use MailChimp as our marketing automation platform. By opting in to email communications you acknowledge that the information you provide will be transferred to MailChimp for processing in accordance with their Privacy Policy and Terms.

How we protect your personal information

We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and up to date, and we only keep it as long as is reasonable and necessary.

Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We do our best to protect personal information, but we cannot guarantee the security of information transmitted to our website, so any transmission is at the user’s own risk. However, any payment card details (such as credit or debit cards) we receive on our website are passed securely to our payment processing provider according to the Payment Card Industry Security Standards.

Your credit or debit card information

If you use your credit or debit card to donate to us, buy something or make a booking online, we pass your card details securely to our payment processing partner (WorldPay, Pay Pal, Just Giving etc) as part of the payment process. We do this in accordance with the Payment Card Industry Security Standard, and do not store the card details on any of our own systems.

With regards to UK Standing Orders payments, we hold your bank account details on our secured systems and securely liaise with your bank direct over the establishment of your standing order.

Children’s data

When you register with us, you are stating that you are 18 years of age or over, or are a minor acting with parental consent. You agree that any information you provide to us about yourself upon registration or at any time is true.

Confidentiality

We cannot be held responsible for the privacy of data collected by websites not owned or managed by East Sussex WRAS, including those linked through our website.

Emails - terms of use

Emails are not always secure, and they may be intercepted or changed after they have been sent. East Sussex WRAS cannot accept liability if this happens. The contents of emails reflect the author’s views and are not necessarily the views of the charity.

Please do not send East Sussex WRAS any sensitive or financial data by email.

The information in emails is confidential; if you have received an email in error, please notify us immediately and delete it without copying, using or sharing its contents with anyone.

Your rights

You have many rights under data protection legislation. If you wish to use any of these rights or discuss them further please contact us using the details given at the top of this notice. Your main rights are:

• Transparency over how we use your personal information (right to be informed).
• This privacy notice, as well as any additional information that is provided to you either at the time you provided your details, or later, is intended to provide you with this information.
• Request a copy of the information we hold about you - this is sometimes called a data subject access or data subject request (right of access).
  We will supply any information you ask for that we hold about you as soon as possible, but this may take up to 60 days. We will not charge you for this other than in exceptional circumstances. You will normally be asked for proof of identity as we need to be sure we are only releasing your personal data to you.
• Update or amend the information we hold about you if it is wrong (right of rectification).
• Ask us to stop using your information (right to restrict processing).
  In certain situations, you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.
• Ask us to remove your personal information from our records (right to be ‘forgotten’)
  Note: where you have requested that we do not send you marketing materials, we will need to keep some limited information to ensure that you are not contacted in the future.
• Withdraw your consent
  Where we process your data based on your consent (for example, to send you marketing texts or emails), you can withdraw that consent at any time.
• Object to the processing of your information for marketing purposes (right to object)
  You also have a right to object to us processing data where we are relying on it being within our legitimate interests to do so (for example, to send you direct marketing by post).
• Obtain and reuse your personal data for your own purposes (right to data portability).
  Not be subject to a decision when it is based on automated processing (automated decision making and profiling).

If you do not think that we have processed your data in accordance with this notice or would like to make a complaint, please contact East Sussex WRAS in the first instance.

Making a complaint

We welcome feedback as it helps us to develop as a charity and gives us the valuable opportunity to monitor and improve our services. We set ourselves a high standard of customer care and if this is not met we want to hear about it.

If you would like to make a complaint or discuss any questions or problems, please contact us at:

East Sussex WRAS, Unit 2, The Shaw Barn, A22, Whitesmith, East Sussex, BN8 6JD.

Or email: admin@eastsussexwras.org.uk

The right to lodge a complaint with a supervisory authority

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you may wish to contact the Fundraising Regulator or the Information Commissioner’s Office (ICO):

Fundraising Regulator

2nd Floor, CAN Mezzanine Building

49-51 East Road

London

N1 6AH

Telephone: 0300 999 3407

Email: enquiries@fundraisingregulator.org.uk

Information Commissioners Office

Wycliffe House

Water Lane

Wilmslow

SK9 5AF

Telephone: 0303 123 1113

Website: https://ico.org.uk/concerns/

Employees / Volunteers – Applications, Current and Past.

If you apply to work at East Sussex WRAS, we will only use the information you give us to process your application and to monitor recruitment statistics. If we want to disclose information to someone outside East Sussex WRAS - for example, if we need a reference or plan to use an external supplier to run background checks - we will make sure we tell you beforehand, unless we are required to disclose this information by law.

If you are unsuccessful in your job application, we will hold your personal information for 6 months after we’ve finished recruiting for the post you applied for. After this date we will destroy or delete your information.

If you begin employment with us, we will put together a file about your employment. We keep the information in this file secure, and will only use it for matters that apply directly to your employment. We may store banking information on our systems for the purpose of making salary payments.

Once you stop working for us, we will keep this file according to legal requirements and our record retention guidelines.

You can contact us to find out more about this.

If you apply for a job or volunteering opportunity we will also collect information so we can assess your suitability for the role. Please click here to read or full Volunteer Privacy Notice.