German Shepherd Rescue South (GSRS) is a registered charity based in Hampshire that rescues and rehomes unwanted, tray and abused German Shepherds. To carry out this work it needs to gather and use certain information about individuals.
These can include potential adopters, fosterers, suppliers, business contacts, volunteers and other people the organisation has a relationship with or may need to contact.
This policy describes how this personal data must be collected, handled and stored to meet the current legislation surrounding Data Protection including the General Data Protection Regulations which can into effect on 25th May 2018
This data protection policy ensures GSRS:
The Data Protection Act 1998 describes how organisations -including GSRS must collect, handle and store personal information.
These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the Law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.
The Data Protection Act is underpinned by eight important principles which state that personal data must:
This policy applies to:
It applies to all data that the charity holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:
This policy helps to protect GRS from some very real data security risks including:
Everyone who works on behalf of GSRS has a responsibility for ensuring data is collected, stored and handled appropriately.
All members of the admin team who handle personal data must ensure that it is handled and processed in line with this policy and data protection principles.
However, these people have key areas of responsibility:
Carol Middleton acts as Data Protection Officer as is responsible for:
Data Storage
These rules describe how and where data should be safely stored.
When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.
These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:
When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:
Data use
Personal data is of no value to GSRS unless the charity can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
Data accuracy
The law requires GSRS to take reasonable steps to ensure data is kept accurate and up to date.
It is the responsibility of all volunteers who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
Subject access requests
All individuals who are the subject of personal data held by GSRS are entitled to:
If an individual contacts the company requesting this information, this is called a subject access request.
Subject access requests from individuals should be made by email, addressed to the data controller at enquiries@gsrs.org.uk. The data controller can supply a standard request form, although individuals do not have to use this.
The data controller will aim to provide the relevant data within 14 days.
The data controller will always verify the identity of anyone making a subject access request before handing over any information.
Disclosing data for other reasons
In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies, without the consent of the data subject.
Under these circumstances, GSRS will disclose requested data. However, the data controller will ensure the request is legitimate, seeking legal advice where necessary.
Providing information
GSRS aims to ensure that individuals are aware that their data is being processed, and that they understand:
To these ends, the charity has a privacy statement, setting out how data relating to individuals is used by the charity.
A version of this statement is also available on the company’s website
Reporting breaches
All volunteers have an obligation to report actual or potential data protection compliance failures to the data controller Carol Middleton. This allows us to:
Investigate the failure and take remedial steps if necessary.
Monitoring
Everyone must observe this policy. Carol Middleton has overall responsibility for this policy. She will monitor it regularly to make sure it is being adhered to.
Consequences of failing to comply
We take compliance with this policy very seriously. Failure to comply puts both volunteers, and the charity at risk and may result in a volunteer being told that working with the charity is no longer possible.
Review of this Policy
We keep this Policy under regular review. This statement was last updated in June 2018.
At GSRS, we are committed to protecting and respecting your privacy.
This Statement explains when and why we collect personal information about people, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
Who are we?
We are GSRS. We rescue and re-home stray, unwanted and abused German Shepherd across the UK.
How do we collect information from you?
We obtain information about you when you express an interest to adopt or foster one of our dogs or when you make a payment to our charity either in the form of a donation, for the payment of veterinary, kennel or related costs or to purchase merchandise from us.
What information is being collected?
Adopters and Fosterers – names, address, telephone numbers, and email addresses. Volunteers/Donators – names, address, telephone numbers and email addresses.
Customers – Name, address, email address, telephone number, bank details
Who is collecting it?
Volunteers of GSRS.
How is it collected?
By personal contact by our volunteers, from the charity website or via social media, for example Facebook
Why is it being collected and how will it be used?
To enable GSRS to ensure that dogs are re-homed appropriately and enable long term contact to be maintained with dogs who have been adopted and fostered.
To enable payment to be made either for donations to the charity or the purchase of merchandise
Who will it be shared with?
Information will not normally be shared with anyone outside of the charity. In the case of a veterinary emergency or criminal matter it may be necessary to share details with the charity’s nominated veterinary surgery or the local police.
Identity and contact details of any data controllers
Carol Middleton – email: enquiries@gsrs.co.uk
Retention period
Information need will be assessed twice a year or on contact by individuals.
Your Choices
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.
We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. You can change your marketing preferences at any time by contacting us by email enquiries@gsrs.co.uk
How you can access and update your information
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at enquiries@gsrs.org.uk or write to us at 48 Edward Grove, Fareham PO16 8JA
You have the right to ask for a copy of the information we hold about you (we will charge £10 for information requests) to cover our costs in providing you with details of the information we hold about you.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely. We will ensure that:
