Privacy - Greyhounds in Need

GREYHOUNDS IN NEED CIO PRIVACY POLICY

Introduction

This privacy policy sets out how Greyhounds in Need CIO uses and protects your personal data. This privacy policy is provided in a layered format so you can click through to the specific areas set out below. Alternatively, you can view the full version of the privacy policy here www.greyhoundsinneed.co.uk/privacy.

IMPORTANT INFORMATION AND WHO WE ARE (paragraph 1)
TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU (paragraph 2)
HOW IS YOUR PERSONAL DATA COLLECTED? (paragraph 3)
HOW WE USE YOUR PERSONAL DATA (paragraph 4)
DISCLOSURES OF YOUR PERSONAL DATA (paragraph 5)
INTERNATIONAL TRANSFERS (paragraph 6)
DATA SECURITY (paragraph 7)
DATA RETENTION (paragraph 8)
YOUR LEGAL RIGHTS (paragraph 9)
CONTACT DETAILS (paragraph 10)
COMPLAINTS (paragraph 11)
CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES (paragraph 12)
THIRD PARTY LINKS (paragraph 13)

1. Important information and who we are

Privacy policy

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, or that we obtain about you will be processed by us. It will also inform you of your privacy rights and how the law protects you.

This privacy policy gives you information about how Greyhounds in Need CIO collects and uses your personal data it processes about you – for example information you provide or we collect: through your use of this website www.greyhoundsinneed.co.uk (“Website”) (including any data you may provide when you register with us via our website), when you make an enquiry via our website, in person or over the phone, when you sign up to our newsletter or, take part in a competition, when you donate to our charity, when you become a member, when you sponsor an animal, when you sponsor or adopt an animal, when you use our educational resources or information library, or where interact with us in any other way.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

By providing your personal data you are accepting and consenting to the practices described in this policy.

If you have any questions about our privacy policy or how we use personal data, please contact our data protection compliance manager using the details set out in paragraph 14 below.

This website is not intended for children and we do not knowingly collect data relating to children.

Controller

Greyhounds in Need CIO is the controller and responsible for your personal data (collectively referred to as “Greyhounds in Need”, “we“, “us” or “our” in this privacy policy).

Greyhounds in Need CIO is a charity registered in England & Wales. Our company registration number is CE010834 and charity number 1174351. Our registered address is Unit 5A, 80 High Street, Egham, TW20 9HE.

You can contact us by telephoning us on 01784 483206 or writing to us at info@greyhoundsinneed.co.uk or at our registered address above.

If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 9), please contact us using the information set out in the contact details section (paragraph 10).

2. The types of personal data we collect about you

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth and gender.
Contact Data includes billing address, delivery and contact address, email address and telephone numbers.
Financial Data includes bank account information and information about payments and donations you make to us. We do not collect any payment card details ourselves – these are collected directly by our payment service providers.
Transaction Data includes details about types, variety, and use of products ordered, about payments to and from you and other details of products and services you have purchased from us.
Technical Data includes internet protocol (IP) address, device information, your login data, browser type and version, time zone setting and location, browser and plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access our Website.
Quotation / order data includes information related to quotations requested by you or orders placed by you via telephone, webpage and email.
Household data includes information about whether you live with anyone and whether you have any pets, the type of job you have and the days and hours you typically work.
Profile Data includes your username and password, purchases or orders made by you, your interests, preferences and feedback.
Usage Data includes information about how you interact with and use our Website, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our Website to help improve the Website and our service offering.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email, social media or otherwise. This includes personal data you provide when you:
apply for our products or services – for example when you interact with us regarding memberships, sponsorships or animal adoptions;
create an account on our Website;
you purchasing goods or services from us;
subscribe to our service or publications;
make donations to us;
sponsor an animal;
use our educational resources;
use our information library;
adopt an animal;
request marketing to be sent to you;
enter a competition, promotion or survey; or
give us feedback or contact us.
Automated technologies or interactions. As you interact with our Website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy contained in our terms and conditions at www.greyhoundsinneed.co.uk for further details.
Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources including for example:
- Facebook
- X (Twitter)
- eBay for Charity
- Instagram
- Suppliers (for example, suppliers of animals, suppliers assisting us with our Website, IT infrastructure, hosting or software, communications and digital marketing).
- Service providers (for example card processing service providers, software as a service providers used in connection with our organisation (for example products and services we use in connection with fundraising and raffles).
- Business contacts
- Referees
Technical Data may be collected from the following parties:
- analytics providers.
Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services.

4. How we use your personal data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience, or to make arrangements with suppliers, to develop business relationships with business contacts, processing membership and sponsorship requests and to review any applications you have made to adopt an animal and to administer and review such applications and arrangements both pre and post placement. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Use

Type of data

Legal basis

To register you as a new customer or adopter

(a) Identity

(b) Contact

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (e.g. to provide services and/ or products to you

To process and deliver your order including:

(a) Manage payments, fees and charges

(b) Collect and recover money owed to us

(d) Providing services

(e) processing and administering adoption applications, both pre and post placement

(f) processing sponsorship requests

(a) Identity

(b) Contact

(d) Transaction

(e) Quotation / Order

(f) Household

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to recover debts due to us)

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Dealing with your requests, complaints and queries

(a) Identity

(b) Contact

(d) Marketing and Communications

(e) Quotation / Order

(f) Household

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

To enable you to partake in a prize draw or competition

(a) Identity

(b) Contact

(d) Usage

(e) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)

To administer and protect our business and our Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(d) Household

(e) Usage

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To use data analytics to improve our Website, products/services, customer relationships and experiences

(a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our Website updated and relevant, to develop our business and to inform our marketing strategy)

To send you marketing communications

(a) Identity

(b) Contact

Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business)

Consent, having obtained your prior consent to receiving direct marketing communications

For marketing purposes to promote our organisation, including through social media platforms

(a) Identity

(b) Contact

Consent, having obtained your prior consent before posting photographs on our social media platform accounts

Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business)

To procure services or interact with suppliers, contractors and business contacts

(a) Identity

(b) Contact

(d) Quotation / Order

Necessary for our legitimate interests (to facilitate business between you / your organisation and us)

Necessary for our legitimate interests (to carry out direct marketing, keep you informed about our services and grow our business)

To transfer to third party service providers

(a) Identity

(b) Contact

(d) Transaction

(e) Technical

(f) Usage

(g) Profile

(h) Quotation / Order

(i) Household

(j) Marketing and Communications

Necessary for our legitimate interests (to outsource for effectiveness and efficiency)

To transfer to any law enforcement bodies and regulators.

To transfer to organisations involved in adopting, rehoming and protection of animals.

(a) Identity

(b) Contact

(d) Transaction

(e) Technical

(f) Usage

(g) Profile

(h) Quotation / Order

(i) Household

Necessary for our legitimate interests or to comply with a legal obligation

Direct marketing

If you indicate that you would like to opt in to such communications, you will receive marketing communications from us. You may opt out of marketing communications at any time.

Third-party marketing

Save for where we sell or transfer our business as set out in paragraph 5 we will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting out of marketing

You can ask us to stop sending you marketing communications at any time by contacting us using the details displayed on our website www.greyhoundsinneed.co.uk or by following the opt-out links in any marketing communication sent to you.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to order confirmations for a product/service warranty registration, appointment reminders, updates to our Terms and Conditions, checking that your contact details are correct.

Cookies

For more information about the cookies we use and how to change your cookie preferences, please see our terms and conditions at www.greyhoundsinneed.co.uk/ terms-conditions-privacy-policy/ and the cookies banner displayed on our website.

5. Disclosures of your personal data

We may share your personal data where necessary with the parties set out below for the purposes set out in the table Purposes for which we will use your personal data above.

Internal Third Parties as set out below:
- Trustees,
- Employees,
- Volunteers.
External Third Parties as set out below:
- Service providers. For example, people and organisations who provide us with IT and technology solutions and IT and system administration services. For example, email service providers and website hosting providers.
- Business contacts such as professional advisers including lawyers, bankers, auditors, accountants and insurers who provide consultancy, banking, legal, insurance, auditing and accounting services.
- IT systems and applications providers that we use to provide systems and functions for our business. For example payment service providers who provide us with services in order to process credit and debit card transactions.
- Security assessment and maintenance companies engaged to monitor, test, and safeguard the integrity of our technology environment.
Other suppliers who provide us with goods and services to enable us to offer, maintain and grow our business.
Service providers (for example card processing service providers, software as a service providers used in connection with our organisation (for example products and services we use in connection with fundraising and raffles), and accounts service providers.
For example, contractors appointed by us to deliver the Services to you or suppliers providing services to us to enable us to perform the Services or to assist our organisation.
Law enforcement bodies and regulators.
Organisations involved in the protection or rehoming of animals.
Third parties to whom we may choose to sell, transfer or merge parts of our organisation or our assets. Alternatively, we may seek to acquire other organisations, businesses or merge with them. If a change happens to our organisation, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International transfers

We may transfer your personal data outside the UK in connection with the purposes and uses described in this privacy policy.

Whenever we transfer your personal data out of the UK to countries which have laws that do not provide the same level of data protection as the UK law, we always ensure that a similar degree of protection is afforded to it by ensuring that the appropriate safeguards are implemented. For example, transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data (for example, Spain) or we may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK – for example the International Data Transfer Agreement or the International Data Transfer Addendum to the European Commission’s standard contractual clauses for international data transfers.

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, trustees, volunteers, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see paragraph 9 below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9. Your legal rights

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see OPTING OUT OF MARKETING in paragraph 4 for details of how to object to receiving direct marketing communications).
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
- If you want us to establish the data’s accuracy;
- Where our use of the data is unlawful but you do not want us to erase it;
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us using the contact details set out in paragraph 10 below.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. Contact details

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:

Email address:info@greyhoundsinneed.co.uk
Postal address: Data Protection Compliance Manager, Greyhounds in Need CIO, Unit 5A, 80 High Street, Egham, TW20 9HE
Telephone number: 01784 483206

11. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

The ICO address is as follows:

Information Commissioners Office

Water Lane

Wilmslow

Cheshire

SK9 5AF

Phone: 0303 123 1113

12. Changes to the privacy policy and your duty to inform us of changes

Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy policy. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your Personal data changes for example a new address or email address.

13. Third-party links

This Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy policy of every website you visit.

Greyhounds in Need CIO

Version 1.1, implemented 17th September 2025