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Introduction and contact information
Wildlife Vets International (referred to in this document as “WVI”, "we", “us”, or “our”) is committed to protecting and respecting your privacy.
This notice explains how and why we collect your personal information, what we do with your information, your rights and choices, and what we do to keep your information safe.
If you have any questions about this notice, or would like to change your preferences, you can contact us directly by:
Email: privacy@wildlifevetsinternational.org
Post: Wildlife Vets International, Station House,
Parkwood Street, Keighley,
West Yorkshire BD21 4NQ
Telephone: +44 (0)7508 801 099
Contents
Introduction and contact information
Who we are
What this Privacy Notice Covers
Information we collect
How we use your information
Sharing your data
How we keep your information safe
How long we keep your information
Your rights
Changes to our Privacy Notice
Who we are
Wildlife Vets International is a registered charity number 1109670 and a company limited by guarantee number 05186286 (England).
What this Privacy Notice Covers
This notice relates to personal data – this is any information that identifies you, or that can be identified as relating to you personally.
This notice only applies to our site www.wildlifevetsinternational.org. If you leave our site via a link or otherwise, you will be subject to the policy of that website provider. We have no control over policies or terms of other websites and you should check their policy before continuing to access their site.
Information we collect
Information you give us
We only collect and use your personal information in accordance with data protection laws. Our grounds for processing your personal information are: consent – if you have given us consent to collect and process your personal information; contractual obligations – to allow us to fulfil the terms of a contact we have entered into with you; legal obligations where we are required to submit information to a regulatory authority (such as HMRC for Gift Aid); or where we have sensible and legitimate business interests (“legitimate interests”) to collect and process your information.
The data you provide may include personal identifiers such as your name, address, telephone number, email address, transactional information about your interactions with us such as any donations you have made or events you have attended, and may also include data such as your taxpayer status for claiming Gift Aid.
You may provide information to us in the following ways:
• When filling in forms on our site www.wildlifevetsinternational.org (our site). This includes information provided if you give your consent to receive our email newsletter or use our online form to contact us.
• When you make a donation.
• When you purchase something from us.
• We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
• When you register for an event.
• If you contact us, by phone, email, in writing or via our online form.
If you are volunteering for us, we may ask you for additional information, such as emergency contact details or details so we can take up references, but we will always make you aware of the information we are collecting about you and the purposes we are using it for.
Information generated by your activities with www.wildlifevetsinternational.org
When you visit our website or interact with us, some of your data may be collected.
Examples of times your data may be generated by your activities with include:
• Your IP address will be logged when you visit our website. This is analysed using the Google Analytics service. This helps us to better understand how people are using our website. You can opt out of Google Analytics by downloading an add-on to your web browser, and you can read Google’s privacy policy here: https://policies.google.com/privacy.
• Your IP address is also logged when you sign up to our email newsletter. This information is recorded by MailChimp as part of our record of your consent to receive emails from us. You can read MailChimp’s privacy policy here: https://mailchimp.com/legal/privacy/.
• Our website uses cookie files to deliver a more personalised service. You can read our cookies policy here: https://www.wildlifevetsinternational.org/cookies-policy
• We may also use social media tools on our site, including embedded Twitter feeds. These social networks, such as Facebook and Twitter, also use cookies. You should check the respective privacy policies for these external services to help you understand what data these organisations hold about you and what they do with it.
Information we receive from third parties
We sometimes receive personal information about our supporters from third parties. Examples of when this might happen include when you donate through PayPal Giving Fund, PayPal, JustGiving or Virgin Money Giving. Where you have donated via one of these platforms, and with your consent, these platforms will share your identifying details (such as your name, address, email address), and transactional details relating to your donations.
We may also receive information where you have given your consent for your details to be shared with us, such as if you have attended a fundraising event for our benefit.
In all cases where your personal data is shared with us by third parties, you will be informed by the third party what information they are collecting and how it will be shared.
Special categories of personal data
We do not normally collect special categories of personal data, however there are some limited situations where this may occur. These include collecting data around your health, such as access requirements if you volunteer for us, or if we use or store photographs of you which may fall under the definition of biometric data.
How we use your information
Administration
To carry out the work of the charity, we may:
• Keep your personal data such as name and contact details along with a record of how you have been involved with WVI, so that we can work effectively and acknowledge your support (for legitimate business interests).
• Keep personal information to fulfil a contract we have with you, such as the sale of merchandise or to manage your attendance at an event.
• Keep records of your financial transactions with us, such as any donations you make, and Gift Aid instructions, for legitimate business interests and to comply with our legal obligations to HMRC. Wildlife Vets International never processes or stores card details.
• Contact you about an interaction you have made with us – such as a donation, or attendance at an event, so that, for our legitimate business.
interests, we can confirm receipt or let you know about the impact of your involvement.
• Keep information about you that ensures that we can respect your preferences and choices – so if you ask us not to contact you, we have a record of this for the future.
Marketing and third-party processing
It is important that we can keep in touch with our supporters to help us to raise funds and awareness to help us to continue our work. However, we want to ensure that we only do this in line with your preferences.
We rely on your consent to send marketing information by email, and so we will only send you this information if you have signed up to our email newsletter. Our newsletters contain information and news about the projects we are supporting, and how you can help. We use a third-party processor, MailChimp, to send our email newsletters, as this helps us to manage our mailing list. We have a Data Protection Agreement in place with MailChimp to ensure that they protect the security of your personal information when they are processing it on our behalf. You are encouraged to read MailChimp’s own Privacy Policy, and to note that they operate in the United States, outside the EU, under the EU-U.S. Privacy Shield Framework. You have the option to change your preferences or unsubscribe from our newsletters at any time – either by clicking on the link in the email, or by contacting us directly.
We may also send you mailed information in the post if we feel it is of interest to you and it is a legitimate business interest for our charity. You can opt out of receiving written marketing information by contacting us.
Research and analysis
We may use your data to make our communications with you more relevant. This might include looking at your previous interactions with us, or targeting local supporters if we are holding a regional event.
We may also analyse your data in other ways to support our fundraising work. For example, where we have identified that you may have the capacity or affinity to support us at a higher level, or to get involved in other activities, we many use the information we hold about you to identify connections to allow us to engage with you in a more personalised way.
Sharing your data
We will never sell your data.
We may disclose your personal information if we are required to do so by a regulator, or to comply with any other legal obligation. We may also pass on your data in the event that we merge with another organisation, in which case we may disclose your personal data to the new organisation; we would notify you in advance in this event, and you have the right to object to your data being shared.
How we keep your information safe
We will ensure that there are appropriate physical and technical security controls in place to protect your personal information. For example, paper records are securely stored, confidential waste is shredded and our computer network is protected and monitored. We use a Secure Sockets Layer (SSL) on our website, to establish an encrypted link between your browser and our web server to ensure the privacy of your data.
We do our best to keep the information you disclose to us secure. However, we can’t guarantee its security. By using our website, you accept the inherent risks of providing information online and will not hold us responsible for any breach of security.
We have a policy in place to ensure that your information is only accessible by the appropriate staff within our organisation. All staff and volunteers with access to personal data have received training in data protection, and this knowledge will be refreshed on an annual basis.
We have a duty to report certain types of data breaches to the relevant authority within 72 hours of becoming aware of the breach. If a breach is detected that is likely to result in a high risk of adversely affecting you, we will inform you as soon as possible.
How long we keep your information
Unless a longer retention period is required or permitted by law, we will only keep your personal information for as long the period necessary to fulfil the purposes outlined in this policy above, or until you request that it is deleted.
Your rights
The General Data Protection Regulation gives you certain rights and these are listed below for your convenience. Further clarification of your rights is available on the Information Commissioner’s website https://ico.org.uk/.
• You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.
• You have a right of access to your personal information. The right of access allows you to be aware of and verify the lawfulness of the processing of your personal information. You can request a copy of the information we hold on you by submitting a Data Subject Access request to us in writing. This information will be provided to you without charge, unless the request is found to be manifestly unfounded or excessive, in which case a reasonable fee may be charged or we may refuse to respond.
• You have a right in certain circumstances to have inaccurate personal information rectified or erased (right to be forgotten), destroyed or to restrict its processing.
• You have a right in certain circumstances to object to the processing of your personal information for such reasons as direct marketing, automated decision making and profiling (however no decisions are made about you by us using an automated process).
• You have a right in certain circumstances to data portability.
You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes. You can exercise your right to prevent such processing by leaving consent boxes on the forms we use to collect your data unchecked. You can also exercise the right at any time by contacting us by email to privacy@wildlifevetsinternational.org or writing to us at Wildlife Vets International, Station House, Parkwood Street, Keighley, West Yorkshire BD21 4NQ.
In certain circumstances, these rights may not apply. For example, if we are collecting and processing your information to fulfil a contract we have entered into with you, you will not have the right to object to us processing your information for those purposes.
If you have a concern about the way we are collecting or using your personal information, please raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/.
Changes to our Privacy Notice
Our privacy notice will be updated periodically to ensure it remains up to date and accurately reflects how we collect and use your data. The most recent version will always be available on our website.
