23 Jul

Privacy Policy

ROLDA UK believes strongly in protecting the integrity and privacy of personal information gathered from our members and visitors to our websites. Since the protection of your privacy is of great importance to us, we have created this privacy policy to communicate our practices regarding the collection and dissemination of personal information that can be linked to a specific individual, such as a name, address, phone number or e-mail address or any other information provided to us by our members and website visitors.

These policies do not extend to external sites linked from our sites or other non-ROLDA UK website content. Please check with these companies and sites for their policies regarding data privacy, including the use of “cookies”.

Your Information – what we collect and how we use it
ROLDA UK collects information from the public in a number of different ways. For example, we ask for contact and other information when members of the public rehome or adopt a dog, sign up to our shared adoption scheme or engage with one of our campaigns. This may include information such as your name, date of birth and contact information. We use this information to help us provide and improve our services as a charity and to keep a record of our communications with you.

If you are a financial supporter of ROLDA UK, by becoming a member, sponsoring a dog or donating to us we will ask for information that enables us to administer your donation. This will normally include information such as your name, contact details such as address, email or telephone number and your payment details and Gift Aid status.
If you have given us your consent, we will contact you with information and updates on our work, products (such as hand made items), and how you can support us, (such as fundraising). This may be by post, email or telephone, depending on your preferences. We will also continue to ask about your marketing preferences, to ensure that you are still happy to be contacted by us and by which means.

What the Law says about protection of personal information

The Law on Data Protection is derived from various pieces of legislation (can be found in a number of places). These include the Data Protection Act and the incoming General Data Protection Regulation (the ‘GDPR’) which became enforceable in May 2018. The GDPR states that personal data (information relating to a person that can be individually identified) can only be processed if there is a legal ground to do so. Activities like collecting, storing and using personal information would fall into the GDPR’s definition of processing. The GDPR provides six legal grounds (reasons) under which personal information can be processed (used) in a way that is lawful. For the processing to be permitted by law (lawful), at least one of the legal grounds must apply.
The four legal grounds that are most relevant to ROLDA UK’s use of your personal information are:
1.Consent
2.Legitimate Interest
3.Contract
4.Legal Obligation

How the law applies to ROLDA UK’s use of personal information
ROLDA UK will only process (use) your personal information if we have:
– asked you and have a record of your express and recent consent for us to do so;
– a ‘Legitimate Interest’ to do so in order to support our charitable purposes. Our use will be fair and balanced and never unduly have an impact on your rights.;
– a contract with you that we can only fulfil by using your personal information, e.g. a dog adoption contract or a contract 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 4 years; and we are compelled to disclose information relating to incidents involving dangerous dogs for insurance purposes under the Dangerous Dogs Act.

We will not unduly prioritize our interests as a charity over your interests as an individual. We will always balance our interests with your rights. We will only use personal information in a way and for a purpose that you would reasonably expect in accordance with this Policy.

ROLDA UK will not rent, swap or sell your personal information to other organisations for them to use in their own marketing activities.

1. Consent
ROLDA UK will always ask for your consent before we communicate with you for certain purposes. For example, we will only email or phone you about our fundraising activities if we have an accurate record of your recent and freely given consent to do so.

You can withdraw your consent at any time by phoning 07470549402 or emailing roldauk@rolda.org
There are times when it is not practical to obtain and record consent. At those times, we will only process personal information if that processing would meet another legal ground e.g. Legitimate Interests, in which case we would only process in accordance with the law’s strict rules on legitimate interest processing.

2. What is Legitimate Interest
This legal ground for processing means that organisations can process your personal information if they 1. Have a genuine and legitimate reason for doing so and 2. That use does not harm any of your rights and interests as an individual.

ROLDA UK’s Legitimate Interest
We do not unduly prioritise our legitimate business interests as a charity over your interests as an individual. We always respect your rights. Which is why we carry out a balancing exercise of the rights of the charity with the rights of our supporters.

We believe that the best way to look after the interests of our supporters is to consider their unique interests and expectations. As a result, we have established the following categories of ROLDA UK supporter. This provides us with an additional method for assessing that we use your personal information in a way that matches your relationship with us; your interests; and your expectations about your rights.

The four groups for our data protection supporter needs assessments are, supporters that have:
a)pledged their Lifetime interest
b)rehomed a dog with us
c)provided financial donations
d)demonstrated an interest in our cause by contacting us for more information, e.g. to find out more about one of our products, services or campaigns.

What we have a Legitimate Interest to do

We believe that ROLDA UK supporters are connected to our mission and want to know how they can continue to help us to achieve our charitable aims. Unless you tell us not to, we think you are content for us to process (keep and use) your personal information for the following lengths of time. As of May 2018, we promise not to keep your personal information for longer than we specify below. This is not the length of time that we will continue to contact you – this could be a shorter period of time.

Lifetime Interest in ROLDA UK

For supporters who have indicated a Lifetime interest in ROLDA UK by pledging to leave us a gift in your will – we need to keep your information to ensure that your wishes are fulfilled.

ROLDA UK Adopter

These are supporters that rehomed a dog from ROLDA UK and on average a dog in the UK lives to the age of 16 years old. We think that you and the dog you rehomed from us would like to remain in contact with us throughout their lifetime and we will therefore keep your personal information to allow for this.

Financial Supporters of ROLDA UK

These are supporters that help or have helped us with financial gifts. A supporter’s pattern of giving can often change over time. We have found that our financial supporter’s cycle of giving is on average 6½ years. That means the supporter may, for this period of time, stop providing financial support e.g. stop regular-giving through Sponsor A Dog. This can be for a wide number of reasons, including because they choose to support us in a different way. Irrespective of their financial circumstances, these supporters still hold the same principles and values; and continue to be connected to ROLDA UK and our mission. This is evidenced by the fact that many of this group of supporters restart regular-giving, and other financial support, within 6½ years from their last donation. We believe that supporters of our mission never stop believing in the importance of improving the lives of dogs, but we do stop using the personal information of these supporters after 6½ years from the time of the last donation.

Demonstrated an interest in ROLDA UK via an enquiry

These are supporters of our mission, who have demonstrated an interest in our cause by contacting us for more information, e.g. to find out more about one of our products, services or campaigns.

We think someone that has reached out to us to find out more about ROLDA UK and what we do, would like us to provide that information; perhaps a little more information; and even some support in fulfilling their initial query or request. To support this, we keep your personal information for a period of 2 years.

Supporters demonstrate their support in a number of ways and so could be in more than one, or even all, of the above categories. We will review and refresh these categories and the timescales on a rolling basis to ensure that as times and needs change we continue to do the very best by our supporters.

It is always your choice. If you don’t think this is quite right for you, you can tell us to change your communication preferences and our use of your information. You can do this at any time by phoning 07470549402 or emailing roldauk@rolda.org.

Legitimate Interest to send you direct mail

Unless you tell us not to, we will rely on our Legitimate Interest ground (explained above) for sending you direct mail. From time to time, we would like to post you exciting updates about our work, products, services and how you can support us, including fundraising activities and research. Unless you have requested that we do not send you some, or all of this, our direct mailings do include marketing and fundraising asks which further the aims and objectives of ROLDA UK.

We are always mindful of trying to only send you what you are interested in and only as often as is appropriate. If we do not appear to be sending communications that are of interest, we will review this and will endeavor to reduce and then stop these types of communications in a much shorter time than the above defined period of Legitimate Interest e.g. if you donated three years ago and do not seem to have been interested since then we are likely to reduce these communications, even though we have a legitimate interest to process for 6 ½ years. The average length of time required for us to be able to properly assess and reflect on your pattern of response is about two years. But you’re in control so if you want to ensure that we do not send this type of communication anymore, you can update your preferences at any time by phoning 07470549402 or emailing us at roldauk@rolda.org

Legitimate Interest to process your information

We aim to be clear about what information we collect, to enable you to make meaningful choices about how it is used.
When it is necessary we will contact you for administrative purposes, e.g. to contact you regarding a payment. We will also hold the minimum personal information required to support our ability to respect your preferences for communication with us.

To help you to understand when and why ROLDA UK would use Legitimate Interest to process your personal information we provide the following examples:

  • To send postal communications (as explained above).
  • To enhance, modify, personalize and improve our services and communications for the benefit of our supporters.
  • To improve security of our websites and systems.
  • To prevent fraud when transacting on our website.
  • To process your donations.
  • To fulfil online transactions; process and deliver your order(s). To take payment and arrange delivery, we need to collect personal information, including your payment details, your full name, delivery address and contact details.
  • To analyse your personal information to ensure that our communications are relevant to you.

The above list of examples are on the basis that the processing will not be done if it harms your rights and interests as an individual, or if you tell us that you’d like us to stop. You can do this at any time by phoning 07470549402 or emailing roldauk@rolda.org

Cookies are small pieces of information in the form of text files that are sent to your browser from our web server and are stored on your computer.
Cookies are essential to using the rolda.org.uk website, as they gather information on the type of platform you’re using to view our website e.g. Windows, IPhone, PS3. We use this information to optimise our website for your particular platform, so that you have the best experience no matter which platform you use.

  1. Essential to Site function cookies – these cookies allow you to browse the site, search for products and add items to the basket.
  2. Helpful, non intrusive cookies – these help improve your experience on the site, for example by recognising your location therefore displaying appropriate delivery options in a banner, and reminding you of your recently viewed items.
  3. Third Party Cookies – to help us record customer experience and to allow us to test new services, to help us improve the customer journey on the website.

Third Party Cookies

Google Analytics

Google use session and persistent cookies across their advertising products, and cookies are used by Google partners across their third party advertising network.
Google uses cookies to serve you relevant advertisements based on your recent searches. Anyone can opt out of this and Google also offers a number of options to permanently save your opt-out settings in your browser. Clarks use Google cookies to track on-site conversions.
Google Adwords, MSN/Bing & Yahoo

Google Adwords, MSN/Bing, and Yahoo use cookies to track our own paid advertising activity. We use the information collected by these cookies to help us determine where our ads will be most effective online. Each individual advertiser uses its own tracking cookies and the data taken is not confidential data or interchangeable.

Facebook
Cookies and pixels are used to understand and deliver ads and make them more relevant to you. We may also use a cookie to learn whether someone who saw an ad on Facebook later visited our website.
Facebook website and mobile Custom Audiences use code that we place on our site to deliver targeted ads through Facebook Custom Audiences. Visit Facebook to find out more about Facebook custom audiences.

How do I disable cookies?

(Please be aware the e-commerce functionality of the site requires cookies to be turned on)

If you want to disable cookies you need to change your website browser settings to reject cookies. How to do this will depend on the browser you use and we provide further detail below on how to disable cookies for the most popular browsers:-
For Microsoft Internet Explorer:
1. Choose the menu “tools” then “Internet Options”
2 Click on the “privacy” tab
3 Select the setting the appropriate setting
For Mozilla firefox:
1. Choose the menu “tools” then “Options”
2 Click on the icon “privacy”
3 Find the menu “cookie” and select the relevant options
For Opera 6.0 and further:
1. Choose the menu Files”> “Preferences”
2 Privacy

Why does ROLDA UK ask for my information?

In order to participate in some activities, you might be asked to provide some personal information. This could be in connection with any one or a combination of the following:

Making or renewing a donation online


Sending personalised e-mail messages when participating in action alerts


Registration for ROLDA UK’s activist networks


Participation in contests, surveys, petitions, information-pack requests and giveaways


Subscription to ROLDA UK e-news lists

 

What information does ROLDA UK collect?

We do not collect personal information from our visitors other than what is supplied to us on a voluntary basis. We do not store credit card details or share customer payment details with any third parties.

How does ROLDA UK use the information gathered from the above-mentioned sources?

We use your information to provide you with details about our campaigns, events, activities, local volunteer opportunities, alerts, and membership and renewal appeals.

ROLDA UK also uses information gathered via our websites to improve our web-based campaigns.

How does ROLDA UK use materials I submit?

All photos, text and other content or information submitted by you to ROLDA UK shall become the property of ROLDA UK, and ROLDA UK shall have no obligation to preserve, return or otherwise make available to you or other people any photos or information so submitted.
You understand that because ROLDA UK becomes the owner of all photos, text and other content or information submitted by you, ROLDA UK and its officers, directors, employees, successors and assigns may use, reproduce, edit, display, transmit, modify, publish, prepare derivative works of and otherwise make use of the submitted photos, text and other content or information in any and all media – whether now known or hereinafter created – throughout the world and for any purpose, without compensation to you of any kind.
By submitting any photo, text or other content or information to ROLDA UK, you hereby represent and warrant that the submitted photo, text or other content or information does not infringe on any copyright or trademark, any rights of privacy or publicity of any person or any other right of any third party. You hereby represent and warrant that you have the right to transfer the photo, text or other content or information to ROLDA UK free and clear of any claims or encumbrances.
You acknowledge and agree that ROLDA UK shall have no obligation to post, display or otherwise make publicly available any photo, text or content or other information submitted by you.
You further understand and intend that any photo, text and other content or information submitted by you to ROLDA UK may be available for viewing, rating, reviewing and commenting by the public. You understand that comments or ratings that you disagree with or are unhappy about may be published or otherwise become associated with any photo, text or other content or information that you submit to ROLDA UK. By submitting any photo, text or other content or information to ROLDA UK, you hereby waive any privacy expectations that you may have with respect to any such photo, text or other content or information submitted by you to ROLDA UK.
You hereby agree to hold ROLDA UK and its officers, directors, employees, successors and assigns harmless from and against – and hereby waive any right to pursue – any claims of any nature arising in connection with ROLDA UK’s use of the photos, text or other content or information submitted by you to ROLDA UK and used in any manner in ROLDA UK’s sole and absolute discretion.

How is information used in ROLDA UK e-news?

You will only receive e-mail newsletters (e-news) from us if you have expressly signed up for e-news on a ROLDA UK website. The information we gather from subscribers to our e-news lists (including e-mail addresses) is not shared with other organisations or companies not affiliated with ROLDA UK. From time to time, we may send out e-mail messages that might include information about these like-minded organisations and companies, but we do not provide them with access to any personal information you have provided. If you live outside the United Kingdom and provide us with your contact details, we may share them with ROLDA UK’s international affiliates in order to keep you apprised of developments in your part of the world. If you don’t want your information to be given to ROLDA UK’s international affiliates, please contact us at roldauk@rolda.org

All e-mail messages sent to e-mail newsletter subscribers contain a link to unsubscribe or to modify your profile. You may subscribe or unsubscribe to any e-news or e-mail communication from ROLDA UK at any time.

If you have any questions about ROLDA UK e-news, please e-mail roldauk@rolda.org

How does ROLDA UK protect your information?

ROLDA UK is extremely protective of the information gathered through its membership and website. Our website has security measures in place to protect against the loss, misuse or alteration of the information under our control. Our web server is located in a locked, secure environment.

Does ROLDA UK rent, sell or trade my information?

ROLDA UK occasionally makes the names and contact details of members who have consented to the sharing of this information available to reputable advocacy and non-profit organisations and commercial companies.

If you would like ROLDA UK and other ROLDA entities to contact you to keep you updated on our campaigns and future activities, please e-mail us your preferred contact details.

The easiest method for correcting and/or changing other information regarding your membership is to e-mail us.

Do you have additional questions?

If you have any questions about our privacy policy, the information we have collected from you online, the practices of this site or your interaction with this website, e-mail us at roldauk@rolda.org