The Greyhound Trust – Privacy Statement
This website is operated by the Greyhound Trust (Registered Charity Numbers 269668 & SC04407). We are committed to maintaining the trust and confidence of visitors to our web site and of all those who choose to communicate with us through any channel. Here we’ve provided information on how, when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure. The Greyhound Trust and Greyhound Events Limited are registered as data controllers with the Information Commissioner’s Office under the EU General Data Protection Regulation. This notice applies to the processing of personal data by the Greyhound Trust and its subsidiary company, Greyhound Events Limited.
Access to your data
You are entitled to view, amend, or delete the personal information that we hold about you.
You may amend your contact preferences by visiting our consent portal at https://greyhoundtrust.accessconsent.com, by emailing firstname.lastname@example.org, calling 020 8335 3016 or writing to us at Greyhound Trust, Wings, Peeks Brook Lane, Horley, Surrey, RH6 9SX.
You may request that your personal data is amended or deleted if you contact us by email, telephone or letter using the contact details above. You may also visit https://greyhoundtrust.accessconsent.com
You may view all your personal data held by us by submitting a request to the above address. We will ensure your data request is handled in accordance with GDPR.
The information we collect
We collect information you intentionally provide to us such as your name, company name, address, email address or telephone number.
We collect personal information from you when you submit a form, register with the website, make a purchase, make a donation, enquire about homing a greyhound, or otherwise provide us with personal information. We may also receive information about you from third parties, for example from a friend who wants to tell you about the website or arrange a subscription for you or on your behalf.
Your rights as a data subject
Under the General Data Protection Regulation (GDPR) data subjects (you) have a number of rights:
1. The right to be informed about the collection and use of your personal data, including: our purposes for processing your personal data, our retention periods for that personal data, and who it will be shared with.
2. The right of access to your data and supplementary information. You have the right to be aware of and verify the lawfulness of data processing.
3. The right to have inaccurate personal data rectified, or completed if it is incomplete. You can make a request for rectification verbally or in writing.
4. The right to have personal data erased. This is also known as the ‘right to be forgotten’.
5. The right to restrict processing or suppress of your personal data. You can make a request for restriction verbally or in writing.
6. The right to data portability – you have the right to receive copies of the data we hold, in a machine readable format upon request, for your own purposes.
7. The right to object to processing based on legitimate interests or the performance of a task in the public interest, or direct marketing.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
In addition any third party links to social networking services throughout our website (Facebook, Twitter, Google+ & YouTube for example) only deploy third party cookies if you have already signed up to these services and are signed into these services.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
How we use personal information
We will not rent, swap or sell personal information to other organisations for them to use in their own marketing activities.
The legal basis that we rely on for processing personal data will depend upon the circumstances in which it is being collected and used, but will in most cases fall into one of the following categories:
- where consent has been provided to allow us to use your data in a certain way
- where the processing is necessary to carry out for the performance of a contract
- where the processing is necessary in order for us to comply with a legal obligation; or
- where it is in our legitimate interests to perform our functions, for example, processing donations, processing orders for products or sending administrative communications where our legitimate interest is to raise funds and/or to deliver our charitable purposes.
We may use service providers (such as fundraising agencies, direct mailing companies, mobile marketing providers and software platform providers).
We may give relevant persons within these service providers access to personal information, but only to allow them to perform their services for us. Some service providers may be based outside of the European Economic Area (EEA) however, we will endeavour to ensure that any data transfers outside of the EEA are carried out in compliance with relevant data protection legislation and that the processing of your data is subject to appropriate security measures.
We may disclose personal/sensitive personal information when required to by law, for example, to HMRC for tax purposes or to police forces for the prevention or detection of crime. Further, we safeguard the sharing of such information by using formalised information sharing agreements with organisations where appropriate, or on an ad hoc basis after ensuring the request and disclosure are legally compliant.
Data research and accuracy
On occasion we may also use personal information for research purposes so that we can improve our services and better meet the needs of our beneficiaries. This may include us contacting people to see if they would like to become involved in one of our research projects. We also feature case studies on our website and materials about the work that our supporters undertake for us. In both instances we will always obtain prior consent before using data in these ways.
We continually strive to improve the quality and accuracy of the information provided to us, such as contact details, by checking against external data lists such as the Post Office’s National Change of Address database & The National Deceased Register. This helps us ensure our records are fully up-to-date and to avoid mis-directing communications.
Types of Information Processed
The types of information processed and principal purposes of processing are set out below:
- Staff, volunteers and trustees.
- contact details, including emergency contact details
- appraisal, supervision and disciplinary records
- payroll information
- sickness / absence records
- bank account details
- details of any driving licence penalties and criminal offences
- conflicts or potential conflicts of interest
We collect this and any other information required for staff and volunteer administration, for the management of the charity and to fulfil the Trust’s obligations as an employer and/or as a charity.
2. Individuals within other organisations, such as suppliers, rescue organisations and authorities
- job role and/or title
- contact details
This data is processed to manage relationships or transactions between the Greyhound Trust and that organisation.
We may collect personal information from a member of the public when someone:
- asks about our activities
- registers with us for information
- signs up for publications or newsletters
- volunteers or fundraises for us
- pledges (e.g. a legacy) or makes a donation
- signs up for an event
- homes or fosters a greyhound from us or expresses an interest in homing or fostering,
- purchases an item from the online shop or mail order catalogue
- telephones, writes, contacts us online or texts us or otherwise provides us with their personal information.
This can include information such as:
- communication preferences
- email address
- postal address
- IP address
- telephone number (landline)
- mobile number
- date of birth
- bank account details
- greyhound homing data
For donors this data is required in order to process donations, or to know whether someone is a taxpayer to allow us to claim gift aid. In some cases we may also collect information from publicly available sources (see above, Data Research and Accuracy).
We also need this data when people wish to home a greyhound, along with more information relating to the household where it is proposed that the greyhound will live. This data is processed to deal with any queries relating to homing or proposed homing of a greyhound or for the purposes of ensuring the welfare of the greyhounds.
For branch or national event participants or attendees, people wishing to receive information or publications, volunteers or people wishing to fundraise for us, or people wishing to purchase something from our shop, we need this information to allow us to fulfil the request they have made or to support them in their chosen activities.
You can change your preferences at any time by visiting https://greyhoundtrust.accessconsent.com, calling 020 8335 3016, emailing email@example.com or writing to Greyhound Trust, Wings, Peeks Brook Lane, Horley, Surrey, RH6 9SX.
Data profiling and analysis
The Trust may also carry out analysis of the personal information we collect about individuals and add publicly available information to create a profile of interests, preferences and ability to support us, including the amount or level of potential donation or legacy someone may be able to give.
This is so we can contact people in the most appropriate way and with the most relevant information, which enables us to raise funds sooner and more cost-effectively.
This information is compiled from sources such as public registers (e.g. listed Directorships), the electoral roll, newspaper articles and social media posts.
Anyone who does not wish their data to be processed in this way can do so by contacting firstname.lastname@example.org, calling 0208 335 3016 or writing to Greyhound Trust, Wings, Peeks Brook Lane, Horley, Surrey, RH6 9SX
We use a secure server when you make a donation or purchase via our website. We also take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.
Destruction of personal data
Under GDPR personal data must not be held longer than necessary. When the data has been marked as ‘no longer necessary’ all care and appropriate measures should be taken to ensure that it cannot be reconstructed by any third parties.
Please send any enquiries to:
Data Protection Officer, Greyhound Trust, 'Wings', Peeks Brook Lane, Horley, Surrey, RH6 9SX
Telephone: 020 8335 3016
Click here to see our full data protection policy
For further information on other ways in which we may use your personal information see below
- Donors and supporters
- Online donations and payments
- Marketing communications
- Homing a greyhound
- Purchasing a product from our online shop or through mail order
- Volunteers and job applicants
- Visitors to our website
- Information Security
- Associated Websites
- Greyhound Trust Branches
Our donors and supporters
If you wish to support us by making (or pledging) a donation, registering to fundraise for us, joining our friends scheme or signing up to an event, we will collect your name and contact details as a minimum.
Where appropriate, we may also ask for your date of birth and your motivation or personal experience for supporting us. We will use the information you provide to give you the services, products or information you asked for, tailor communications to you, to administer your donation including processing gift aid, to send you a thank you letter, to support your fundraising or manage your communication preferences.
We may also send you administrative communications, for example confirming a direct debit instruction when you have made a donation to us or reminding you that a subscription is due for renewal.
Online donations and payments
To make a one-off online donation or purchase using a payment card, you will be directed to a payment gateway called Sage Pay which uses security features and encryption to ensure your data remains safe. Further information about the collection and use of your data is provided on that payment gateway.
To set up a direct debit online you will be asked to complete an online form on our website. This form is secure and visible only to yourself and to the Greyhound Trust. Payment data is then securely entered manually onto Sage Pay by authorized staff at the Greyhound Trust Head Office and your personal data records updated as appropriate.
Where you give us your consent, we will also use your personal data in order to send you marketing and fundraising communications in connection with the following marketing and fundraising activities and services:
- Supporter Magazines and updates – including our newsletter and any other publications informing you about our work
- Appeals and fundraising activities – including requests for donations, information about how you can leave us a gift in your will, how you can raise money on our behalf or attend or take part in a fundraising event, communications relating to our raffle and updates on the impact that your fundraising activities have had on our work
- Volunteering – information about how you can help support our work by giving up your time or using your influence to progress our aims, along with updates on the impact of your work
- Shop products and other services – including information about products offered by our online shop and catalogue and other services that may be of benefit to you, such as pet insurance and pet friendly holiday homes
- Homing services – information about how you can access this service, communications and updates about the homing process.
You decide how you want us to contact you, whether by mail, email or by phone or text message (SMS/MMS) and you can update your communication preferences at any time by telling us when things change. From time to time we will also send you a communication to update and refresh your communication preferences.
Homing a Greyhound
When you apply to home a greyhound from us, we’ll need to share personal information such as your name, address and telephone number, to enable a home visit by one of our branch volunteers.
We make sure that all animals are microchipped when they’re homed from us; this is a legal requirement in relation to dogs. We will share your personal information with a microchip company in case your animal goes missing. Depending on which microchip is used, this will be one of the following providers: PetTrac or Petlog.
If you home a dog from us, you will be offered the opportunity to apply for four weeks of free insurance cover with PetPlan. We do not share your data with them if you do not complete this form. However, if you do compete the form, we will share it with PetPlan, who will contact you about your policy.
Purchasing a product from our online shop or mail order
When you purchase an item or product from our online shop or mail order catalogue, we will collect certain information from you including your name, address, phone number, email address, gift aid status, marketing preferences and payment details, so that we can process your order or contact you if we have any queries regarding your order. Orders will be processed by Greyhound Events Ltd.
Where you have given us your consent, we may send you information about other products that may be of interest to you by post, email, SMS or contact you by phone.
When you provide Greyhound Events (the trading company that runs our online shop) with your data it will be held and processed by the Greyhound Trust. Depending upon the communication preferences you select when registering your details, the Greyhound Trust may then also contact you for fundraising and marketing purposes.
Greyhound Events will not use your personal data for any other purpose unless you explicitly instruct it to do so.
Volunteers and job applicants
If you apply for a job with us or volunteer, we’ll hold the personal information you provide to process your application.
We may undertake monitoring of recruitment statistics, in line with employment and data protection law. If we need to disclose information to a third party, we will not do so without asking you beforehand unless the disclosure is required by law. For example if we need to take up a reference, or obtain “disclosure” from the Disclosure & Barring Service.
If you apply to work with us we’ll only hold your data for the purposes of that application. We won’t hold your personal information for any longer than is necessary for the purposes of that application.
Our Branches also share volunteer information with us, for the purposes of keeping a register of current volunteers. Further, your personal information will be held and processed so that we can contact you about future volunteering opportunities. We’ll only hold information relating to the nature of your voluntary work and we’ll delete it in accordance with our retention policies.
Visitors to our website
When someone visits www.greyhoundtrust.org.uk or associated websites, we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.
We do this to find out things such as how our website was accessed, and the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google Analytics to make, any attempt to find out the identities of those visiting our website. If we do want to collect personal information through our website, we will make this clear and explain what we will do with it.
We also use click through and open mail tracking when sending emails so that we can check whether the recipient has opened an email, unsubscribed, or clicked on a link to our website. This enables us to assess the effectiveness of our email campaigns.
Where we have given you (or where you have chosen) a password which enables you to access certain parts our website, you are responsible for keeping the password confidential. You agree not to share that password with anyone else
We ensure your data is kept secure by using up-to-date security features and procedures and we respect the privacy of all visitors to our website.
Our website may also include links to other websites, not owned, associated or managed by the Greyhound Trust. Whilst we try our best to only link to reputable websites we cannot be held responsible for the privacy of information collected by sites not managed by us, nor can we accept responsibility or liability for them. For this reason you should consult the privacy notice on any external website you link to before you submit any personal information to those websites.
Greyhound Trust Branches
All local branches of the Greyhound Trust are part of the Greyhound Trust national charity. Any data shared with a local branch is therefore shared with the national organisation. Your consent preferences will be respected whether the data is provided locally or nationally. For example, if you have made an enquiry about homing a greyhound from your local branch, you may receive generic information about greyhound homing from the national organisation as well as specific information about greyhounds available for homing from your local branch. Any request to change data or delete data provided locally can be made directly to the Greyhound Trust head office.