Every Pig Rescue Service Privacy Policy

Our contact details

Every Pig Rescue Service

www.everypigrescue.org.uk

rescue@everypig.org

pitwrehomingcoordinator@gmail.com

Privacy notice completed: 07/10/2023

Last reviewed: 20/10/2023

1. The type of personal information we collect

1. a) Successfully achieving the aims of Every Pig Rescue Service (hereafter EPRS) necessitates the collection, processing, storage and use of certain personal information from persons requesting our services to either rehome or adopt an animal via our organisation.

1. b) In this instance personal information may include some or all of the following: name, email address, contact phone number, date of birth, occupation, residential address (or other address at which any animal may be kept either permanently or temporarily), limited information pertaining to other persons residing at the address (number and ages of household members and whether they with be interacting with/involved in the care of any animals obtained by you through EPRS).

1. c) We will also (if relevant to your application) collect further information pertaining to your suitability as a candidate to provide a permanent or temporary home for animal/s. This may include but is not limited to:

  • The size, features and terrain of any land intended for use to keep animals.
  • The type, size, strength and suitability of any structures and fencing intended to be used to house or contain animals.
  • Any personal experience or issues relating to the care of animals.
  • Any information necessary to facilitate the transportation of animals to or from a specified location.
  • Any other information deemed relevant to a person’s ability to provide suitable care for an animal for a pre determined period of time.

1. d) We will also collect, process, store and use information relating to any animal/s you wish to rehome via our services, or any animals already in your care or homed on the property listed as the intended temporary or permanent residence of any animals obtained by you through EPRS. Some of this information will be shared publicly (see sections 4.b and 4.c).

2. How we obtain personal information and why we have it

2. a) Most of the aforementioned personal information is provided to us directly by you for the following reasons:

  • For a member of the EPRS rehoming team to contact you directly (by providing this information you consent to being contacted by us via your email and/or contact phone number within a reasonable time frame).
  • To gain insight into your circumstances in order to carry out the services inherent in the functions of our organisation. Information provided in any and all communications occurring subsequent to initial form submission which is deemed by us to be relevant to the services provided by and decisions undertaken by EPRS may be stored, used and shared within our organisation.
  • To facilitate the timely, safe, legal transportation of animals to or from your residence or other applicable location.

2. b) We reserve the right to perform reasonable checks to assess your suitability as a potential animal adopter. These may include but are not limited to:

  • Searches of any publicly available social media accounts related to a potential adopter or other members of their household.
  • Interviews with any persons provided as character references.
  • Communications relating to any relevant checks carried out by DEFRA, the RSPCA or any other organisation concerning animal welfare.
  • A visit to the property and land intended for animal use.

2. c) All information provided to us by you, or obtained by us from any alternative sources, will be used exclusively in the service of rehoming animals in need of safe homes.

3. The legal basis for the collection and retention of personal information

3. a) Under the UK General Data Protection Regulation (UK GDPR), consent is the lawful basis we rely on for collecting, processing, storing and using the vast majority of relevant personal information. You have the right to withdraw your consent at any time and request the erasure of your personal information from our records (see section 6). We reserve the right to refuse certain requests for erasure of personal information (see section 3.c).

3. b) We reserve the right to collect additional relevant information (see section 2.b) under the legal basis of legitimate interest where it concerns animal welfare.

3. c) We further reserve the right to retain any personal information deemed relevant for a reasonable time period under the legal basis of legitimate interest where a reasonable concern for animal welfare can be demonstrated. Animal welfare as stated here does not necessarily constitute harm but can apply to any and all factors applicable to animals’ general wellbeing and location, specifically those rehomed or requested to be rehomed by EPRS and any or all persons involved.  

4. How and when we share personal information

4. a) We share personal information within EPRS to help us reach decisions relating to the best courses of action to be taken pertaining to the rehoming of animals. This information is shared via a secure Google Workspace account and a private WhatsApp group chat (see section 5.d). All information shared and discussed within our organisation will be directly relevant to the rehoming of animals. The discussion of any personal information extraneous to that which is strictly necessary for the purposes of rehoming any or all relevant animals is prohibited.

4. b) In order to find suitable new homes for animals it is necessary for EPRS to publicly share:

  • Some or all of the information provided to us outlined in sections 1.c and 1.d.
  • The reasons the animal/s need/s to be rehomed.
  • Provided photographs of the animals. Unavoidably, photographs will include some of the background of the location. It is the duty of the person providing the photographs to ensure any identifying landmarks they do not wish to be shared publicly in photographs are not included. If any photographs display people, EPRS will ask if the person in the photograph is happy to have their likeness shared publicly or if new photographs will be provided.
  • The general region in the UK in which the animals are currently located (South East, South West, Greater London, East of England, East Midlands, West Midlands, North East, North West, Yorkshire and the Humber, Scotland, Wales, Northern Ireland). If we feel it may improve the chances of the animal/s finding a new home will also share the Town or City in which they are currently located. No more specific location data will be shared with anyone outside of our organisation with permission.

This information will be shared on our website (www.everypigrescue.org.uk) and our social media accounts: Facebook, Instagram and TikTok.

4. c) In order to demonstrate our effectiveness as an organisation, and as such engender good will, raise funds and increase our reach, it is necessary for us to publicly share our “success stories” on our aforementioned website and social media accounts. These stories may include:

  • Some or all of the information provided to us outlined in sections 1.c and 1.d.
  • Some or all of the information outlined in section 4.b.
  • Any/all further photographs or videos taken during the rehoming process.
  • The general region in the UK in which the animals are currently located (South East, South West, Greater London, East of England, East Midlands, West Midlands, North East, North West, Yorkshire and the Humber, Scotland, Wales, Northern Ireland) as well as the general location to which he animal/s are relocated.

4. d) Once a suitable potential match between the current owner/carer of (an) animal/s in need of a new home and a potential adopter has been established by EPRS we will privately share more personal information with both parties. This will include but is not limited to:

  • The names and contact information of both parties
  • More specific information about the locations of both parties
  • More specific information relating to relevant animal/s
  • Information about the potential adopters ability to provide suitable care for relevant animal/s

We will often seek further consent to put those individuals in direct contact with each other. This will usually be done in form of a WhatsApp group chat for which a member of EPRS will be present (see section 5.e). Any information relating to the welfare and rehoming of relevant animal/s gleaned from these conversations may be shared within our organisation see section (4.a). These conversations will be permanently removed from the members’ devices after the case is considered resolved, or it is decided by one or both users or EPRS that a different course of action should be taken.

4. e) Occasionally EPRS may seek to rehome to approved sanctuaries which will necessitate sharing some or all of the personal information outlined in section 1. Further consent from concerned parties will be sought if any information will be shared with other than that which would be shared publicly as outlined in section 4.b.

4. f) EPRS will never share personal information to organisations or persons other than those outlined above. Personal information will not be shared with any third parties for the purposes of advertising or data harvesting.

5. How we store personal information

5. a) Currently EPRS stores some or all of the personal information outlined in section 1 in two private secure Google accounts. Details on how we maintain security of these accounts are laid out in our internal GDPR compliance document (available on request).

5. b) All EPRS members with access to these Google accounts are aware and conscious of their responsibilities to safe guard all personal information accessible through their devices. More details are specified in our internal GDPR compliance document (available on request).

5. c) Reviews of all restricted data stored will be carried out quarterly to assess which personal information stored on our Google accounts is no longer necessary for us to store. Due to the nature of our work strict perimeters for the amount of time specific information will be stored cannot be established. Some cases take several months to resolve. Some information is necessary to keep on file in order to maintain animal welfare standards. Therefore, each piece of information will require individual assessment. EPRS will at all times strive to balance the privacy and security of the information of our users against the animal welfare standards integral to our organisation. All data considered extraneous to the standards and functions of EPRS will be securely disposed of.

5. d) Daily communications between members of EPRS are carried out in a private WhatsApp group chat. The members’ devices on which this chat is accessible are used exclusively by those members and are protected by either strong password or facial/fingerprint recognition. Members are aware that limited personal information should be shared in this group chat. In order to strengthen the security of these chats a one-month rolling active chat model is employed. All chats are fully deleted from all devices after two months.

5. e) At times WhatsApp Group chat for users may be created to put a rehoming applicant and adoption applicant in direct contact with one another. A member of the rehoming team will be present for these conversations and the following message will be shared at the start of every chat.

“Any information disclosed in this chat that could assist us in safely rehoming [insert animal/s name/s] may be confidentially shared within our organisation to help us make the best decisions regarding the pigs’ (or any other animals’) welfare. This conversation will be removed from my phone once this is considered resolved. With this in mind, are you happy to continue?”

6. Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at rescue@everypig.org if you wish to make a request.

7. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at rescue@everypig.org

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk