WHO ARE WE
Rocky Road Rescue UK Ltd (also referred to here as “we”, “us”, “our”, and “the charity”) is a UK registered limited company and charity with number 1198638. Any reference to the charity includes but it is not limited to any of its trustees, volunteers, and suppliers which the charity has appointed to provide services. 

Our mission is: TO PROMOTE HUMANE BEHAVIOUR TOWARDS ANIMALS. BY PROVIDING APPROPRIATE PROTECTION, TREATMENT AND SECURITY FOR ANIMALS WHICH ARE IN NEED OF CARE AND ATTENTION. THIS BY REASON OF SICKNESS, MALTREATMENT, POOR CIRCUMSTANCES OR ILL-USAGE. ADDITIONALLY, TO EDUCATE THE PUBLIC IN MATTERS PERTAINING TO DOG WELFARE IN ROMANIA, AND TO FACILITATE THE PREVENTION OF ANIMAL CRUELTY AND SUFFERING. WHERE POSSIBLE TO ACTIVELY SEEK NEW HOMES.

To facilitate this, we gather personal information from you via an application for adoption through the form available on rockyroadrescue.co.uk. This data is then stored on a number of secure commercial platforms to which we subscribe for management services. A list of service providers can be supplied if requested.

In order to comply with the General Data Protection Regulation (also referred to here as “GDPR” and “Data Protection Law”) effective 25 May 2018, this Privacy Policy illustrates what personal data we collect, how we store and process your personal data, how long we hold your personal data for, your rights over your personal data we collect and process, and how to make an inquiry or complaint in relation to our use of your personal data.

WHAT DATA DO WE COLLECT
When you contact us, we may ask you for any or all of the following:

• Your full name,

• Your date of birth,

• Your full or partial address,

• Your postcode,

• Your phone number,

• Your email address,

• Any details about the property you own or reside at that are relevant to rehoming a dog or cat.

• On the occasion of having to make a refunded payment we temporarily hold your bank or PayPal account details

 

We do not collect any special categories of personal data, as defined in the GDPR. Our services are not aimed at children.
 

HOW DO WE COLLECT YOUR DATA
We collect your personal data when:

• you complete a contact form on this website,

• when you contact us on social media,

• when you make a donation to the charity,

• when you purchase anything from the charity or its volunteers for the purpose of donating to the charity,

• when you send us an email inquiry

• when you complete a Gift Aid declaration

• when you call us by phone or other messaging service 

• or when we make a refund to you

 

No automated decision making, as defined in the GDPR, is applied by us to your inquiry. Our skilled and trained volunteers, process your personal data and decide on the suitability of applicants for adoption and foster of our dogs or cats using this data.
 

WHAT DO WE USE YOUR DATA FOR
Below is a list of the purposes your personal data is collected and processed for and the legal basis for processing as defined in the GDPR:

• To respond to an inquiry or request for services and/or to administer our services – our legitimate interest balances with your interests.

• To maintain records of prospective, current and past adopters and foster carers of our dogs, our suppliers, our donors – our legitimate interest balances with your interests.

• To regularly communicate with current and past adopters and foster carers of our dogs – for the performance of a contract or agreement.

 

HOW LONG DO WE HOLD YOUR DATA FOR
We will only retain personal data for as long as it is necessary to fulfil the purposes, we are using it for. How long we retain personal data will vary depending on the purposes it is used for:

• Your data pertaining to you and a successful adoption will be held indefinitely, or until we are advised that the cat or dog has passed away, in order for us to provide lifelong Rescue Back Up as outlined in your adoption booklet.

• Data pertaining to failed adoptions will be held for up to 1 year to ensure the management process can be completed.

• Data collected to support gift aid declarations are kept for the tax year in which the declarations are made, to support repeat declarations.

• You can withdraw consent to us holding your personal data at any time and we will erase all your data within a month from receipt of a request from you to do so. 




HOW DO WE KEEP YOUR DATA SAFE
We take the protection of your personal data very seriously and we take all possible measures to ensure that access is granted to as few people as possible throughout the adoption or donation process. 
 

We only share your personal data via password protected applications and where possible store it on encrypted databases. Where we do not store your personal data ourselves, we only use services and applications that have internationally recognised GDRP procedures in place. Where we use “Cloud” based service providers we endeavour to ensure that your data is stored within the EEA. 
 

WHAT RIGHTS DO YOU HAVE
As per GDPR, you have the following rights with regards to your personal data:

• Access: You have the right to request from us a copy the personal data we may hold about you and the purposes for which we are using it in a digital format. We may ask for proof of your identity prior to completing such a request. We will endeavour to respond to you as soon as possible, at most within one calendar month. Where we need additional time to complete your request we will inform you within one calendar month of receipt of the request.

• Rectification: You have the right to request that we amend any personal data which is incorrect or out of date.

• Erasure: You have the right to request that we delete any personal information pertaining to you. We will assess any deletion request and determine that either:

  • personal data is no longer necessary for the purpose which it was originally collected. Then we will erase it within 1 month of receiving your request,

  • personal data is still necessary for the purpose which it was originally collected, and we have the right to retain it. Then we will inform you of this.

  • you object to the processing of your data, and there is no overriding legitimate interest. Then we will erase it within 1 month of receiving your request.

  • we must erase it to comply with the Data Protection Law or any other law.

 

HOW CAN YOU ASK QUESTIONS AND MAKE COMPLAINTS
If you feel like you may want to ask us any questions about the personal data we hold for you, our processing and storing practices, or make a request for access, rectification or erasure you can contact us by email at admin@rockyroadrescue.co.uk We will endeavour to respond to your inquiry as soon as possible or within the timelines indicated elsewhere in this Privacy Policy.
 

May you wish to make a complaint on our personal data processing practices and policy in relation to the use and storage of your personal data, you can do so by email to admin@rockyroadrescue.co.uk stating that you are intending to make a formal complaint. Your complaint will be passed on to a senior volunteer within the charity and/or escalated to a trustee where applicable and we will aim to respond to you within a month.
 

If you are not satisfied with the way we handled your complaint you have the right to contact the Information Commissioner’s Office.
 

WHO DO WE SHARE YOUR PERSONAL DATA WITH
We will not share your personal data with any third parties, other than those providing a direct service to us, and then only for the purpose of providing that service. 
 

We may share your personal data with authorities such as DEFRA (Department of the Environment, Fisheries and Rural Affairs) and APHA (Animal & Plant Health Agency) for all purposes required by the law when you foster or adopt one of our dogs or cats.
 

We may share your personal details with Animal Tracker (microchip database) in order to register you as the owner of a dog or cat you have adopted or taken in foster from us.
 

HOW DO WE COMMUNICATE UPDATES TO THIS PRIVACY POLICY TO YOU
We may review and update this Privacy Policy from time to time to reflect changes in our personal data processing practices and to comply with regulatory changes. We encourage you to review this Privacy Policy when providing any personal data to the charity, so that you can be informed as to the approach we take to protecting your data.
 

Version 1
 

Date 26 August 2024