- Who are we?
- Our commitment to your privacy
- Why do we collect your personal data?
- What kind of personal data do we collect? How do we collect it?
- How do we store your data?
- Your rights
- Making a complaint
- Leaving our website
- Get in touch
1.Who are we?
Who are Healing Hooves Devon?
We are a non-profit organisation who exclusively rescue or are donated ponies in need of a safe forever home.
We also provide assistance/ therapy ponies which are used in a variety of settings, these include: children in hospitals and hospices, disabled children, foster homes and schools, children who have witnessed an event such as bereavement, abuse, trafficking, refugees and so many more!
They can be used with adults who have addiction issues, learning difficulties, disabilities, live in deprived areas, the long term unemployed, female refugees, homeless shelters and people with PTSD.
Elderly people also benefit from visits to residential nursing homes and hospitals.
2. Our commitment to your privacy
We are committed to keeping the personal details of our donors, supporters and loaners safe. This policy explains how and why we use your personal data, to ensure that you remain informed and in control of your information.
Any references to Healing Hooves Devon or to ‘we’ or ‘us’ refer to:
- Healing Hooves Devon. We are a registered charity in England and Wales, and our registered charity number is 1172922.
We use three key definitions to describe people mentioned in this policy. These are definitions used by the Information Commissioner’s Office (ICO), the UK’s independent body set up to uphold information rights (www.ico.org.uk)
- ‘Data subject’: this is you, one of our loyal donors, supporters or loaners. As the data subject, we respect your right to control your data.
- ‘Data controller’: this is us, the Healing Hooves Devon. With your permission, we determine why and how your personal data is used (as outlined in this policy).
- ‘Data processor’: this is a person, or organisation, who processes your data on ourbehalf, with your permission. For example, this might be a mailing house who sends out our literature to you, on our behalf (due to the size of our organisation, it might be more cost-effective to outsource ad-hoc and large-scale tasks like this).
The third parties we work with at no point ‘own’ your data, so you will never hear from them independently and they will always delete your data from their systems when they have completed the task in hand. We always send your data to partner organisations securely, to minimise the risk of it being intercepted by unknown individuals and/or organisations.
We will never sell your personal data.
- Lucy Culverhouse
4, The Square, Moretonhampstead,Newton Abbot,TQ13 8NF
Our office hours are Monday – Friday, 9am – 5.30pm.
3. Why do we collect your personal data?
We use your personal data to keep in touch with you.
We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The ICO refers to this as a ‘lawful basis’. Further information about why we collect your personal data is outlined below.
- a) To administer your Healing Hooves Devon donations and loan agreements
We collect your personal data to administer your donations and loan agreements, which may involve:
- Sending you a donor/supporter letter
- Storing loan agreements
- Processing your Direct Debit subscription payments, if you have set this donation process up with us
- Getting in touch should there ever be any issues processing your subscription payment or with any loan agreements.
The ICO define the lawful basis for processing your data for these purposes as ‘contractual’.
- b) To send you information about our work and ask for your opinion
We also collect your personal data so that we can send you information about our work that we feel will be of interest to you. This includes fundraising appeals, events, campaigning opportunities, membership, services, products, newsletter requests, feedback, competitions and other activities, as well as information about other carefully selected organisations that we work in partnership with (such as Corporate Sponsors) From time to time, we may also use your personal data to ask for your opinion about our work.
This information is in addition to that outlined in section a)and is defined as ‘direct marketing’ by the ICO.
Your personal data also helps us to get to know you better and to develop a ‘profile’ of you on our secure supporter database. This ‘profile’ enables us to send you the information listed above in a timely and relevant way, to suit you. For example, keeping track of the donations you make to our organisation helps us to send you information about fundraising appeals that we feel you would like to hear about. Likewise, keeping a record of our loan ponies may enable us to inform you of goods and services that may be relevant to you.
As defined by the ICO, we use two different lawful bases for processing your data for ‘direct marketing’ purposes:
- a) Legitimate interest
This is where we have identified a genuine and legitimate reason for contacting you, which crucially does not override your rights or interests
We use legitimate interest to send you the information listed above by post or telephone (if you are not registered with the Telephone Preference Service, and you have given us your telephone number).
- b) Opt-in consent
This is where you have given us express permission to contact you by particular communication channels.
We use opt-in consent to send you the information listed above by email, text message (SMS) or telephone (if you are registered with the Telephone Preference Service)
We respect your right to update the way we get in touch with you about our work at any time.
- c) To enable you to volunteer with us
If you are a Healing Hooves Devon volunteer, we collect your personal data so that we can keep in touch with you about, for example:
- changes to planned volunteer work programmes that you may be taking part in
- the positive impact you have on our work
- dedicated volunteer thank-you communication
As defined by the ICO, the lawful basis for processing your data for these purposes is ‘contractual’ (where administering your volunteer record) and ‘legitimate interest’ (when sending you information about our work).
4. What kind of personal data do we collect? How do we collect it?
- a) Basic information
We will usually collect basic information about you, including your name, postal address, telephone number, email address and your bank details – if you are supporting us financially.
Most of the time, we collect this data from you directly. Sometimes this is in person; other timesit is over the telephone, in writing or through an email. Occasionally we obtain information, such as your telephone number or other contact details, from external sources (only where you have given permission for such information to be shared).
- b) Getting to know you better
We also collect information about you that helps us to get to know you better. This may include:
- records of donations you’ve made towards fundraising appeals
- your preferences of how you would like us to contact you
- ways you’ve helped us through volunteering your time
- records of events you’ve attended, or campaigns or activities that you’ve been involved in
Sometimes we will collect other information about you such as your year of birth and dates of birth for children. When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission.
Once again, most of the time we collect this data from you directly.
Other ways in which we collect personal data to get to know you better include:
Our website uses ‘cookies’ to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.
Our cookies help us:
- Make our website work as you’d expect
- Remember your settings during and between visits
- Improve the speed/security of the site
- Allow you to share pages with social networks like Facebook
- Continuously improve our website for you
- c) Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about donors and supporters. However, there are some situations where this will occur.
When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission. In these situations, we collect the data from you directly.
If you are a volunteer then we may collect extra information about you, for example:
- criminal records checks
- details of emergency contacts
- medical conditions
We may also collect sensitive personal data if you have an accident whilst volunteering for us. This information will be retained for legal reasons, for safeguarding purposes and to protect us (including in the event of an insurance or legal claim). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
- d) Children and young people
In line with data protection law, we will not collect, store or process your personal details if you are under 13 years of age; unless we have the express permission from your parent or guardian to do so.
5.How do we store your data?
- a) Security
All of the personal data we process is processed by our staff in the UK. However, for the purposes of IT hosting and maintaining your information may be situated outside of the European Economic Area (EEA). This will be done in accordance with guidance issued by the Information Commissioner’s Office.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which personnel are required to follow when handling personal data.
- b) Payment security
If you use a credit card to pay for items or donate, we will pass your credit card details securely to our payment provider (Barclays). Other payment methods (e.g. ApplePay) are handled in a similar manner.
Healing Hooves Devon complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Counciland will never store card details.
We cannot guarantee the security of your home computer or the internet if you donate online and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
- c) CCTV
Some of our premises have CCTV and you may be recorded when you visit them. CCTV is there to help provide security and to protect both you and Healing Hooves Devon. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review CCTV will be recorded over.
Healing Hooves Devon complies with the Information Commissioner’s Office CCTV Code of Practice, and we put up notices, so you know when CCTV is in use.
- d) Data retention policy
6. Your rights
We respect your right to control your data. Your rights include:
- a) The right to be informed
This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us.
- b) The right of access
If you wish to obtain a record of the personal data we hold about you, through a Subject Access Request, we will respond within one month.
- c) The right to rectification
If we have captured information about you that is inaccurate or incomplete, we will update it.
- d) The right to erase
You can ask us to remove or randomise your personal details from our records.
- e) The right to restrict processing
You can ask us to stop using your personal data.
- f) The right to data portability
You can ask to obtain your personal data from us for your own purposes.
- g) The right to object
You can ask to be excluded from marketing activity.
- h) Rights in relation to automated decision making and profiling
We respect your right not to be subject to a decision that is based on automated processing.
For more information on your individual rights, please see the Information Commissioner’s Office.
7. Making a complaint
Healing Hooves Devon want to exceed your expectation in everything we do. However, we know that there may be times when we do not meet our own high standards. When this happens, we want to hear about it, in order to deal with the situation as quickly as possible and put measures in place to stop it happening again.
We take complaints very seriously and we treat them as an opportunity to develop our approach. This is why we are always very grateful to hear from people who are willing to take the time to help us improve.
Our policy is:
- To provide a fair complaints procedure that is clear and easy to use for anyone wishing to make a complaint.
- To publicise the existence of our complaints procedure so that people know how to contact us to make a complaint.
- To make sure everyone in our organisation knows what to do if a complaint is received.
- To make sure all complaints are investigated fairly and in a timely way.
- To make sure that complaints are, wherever possible, resolved and that relationships are repaired.
- To learn from complaints and feedback to help us to improve what we do.
All complaint information will be handled sensitively, in line with relevant data protection requirements.
Overall responsibility for this policy and its implementation lies with the Chief Executive.
For further information on how to make a complaint, please click here.
Information Commissioner’s Office
For further assistance with complaints regarding your data, please contact the Information Commissioner’s Office, whose remit covers the UK.
- Information Commissioner’s Office
Telephone: 0303 123 1113
8. Leaving our website
We are not responsible for the privacy practices or the content of any other websites linked to our website. If you have followed a link from this website to another website you may be supplying information to a third party.
9. Get in touch
- Lucy Culverhouse
4, The Square, Moretonhampstead,Newton Abbot,TQ13 8NF
Our office hours are Monday – Friday, 9am – 5.30pm.
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Healing Hooves Devon.
Registered UK Charity Number 1172922