RSPCA Ashford & District Privacy Notice

Registered Charity Number: 208111
Last Updated: 01/12/2025

1. Introduction

RSPCA Ashford & District (“we”, “us”, “our”) is committed to protecting your privacy and keeping your personal information safe. We collect and use personal data so we can deliver our charitable work, including rehoming animals, supporting adopters and fosterers, operating our charity shop, running events, administering donations, and keeping in touch with our supporters.

This Privacy Notice explains:

  • why we collect personal information

  • how we use it

  • the legal basis for doing so

  • how long we keep it

  • your rights under data protection law

This notice is designed to be clear and concise; however, you may always contact us if you need clarification or additional details.

2. Who We Are

RSPCA Ashford & District is an independently registered branch of the RSPCA, operating as a separate charity supporting animal welfare across Ashford and the surrounding area.

We are the Data Controller for the personal information we collect about you.

Although we work to the principles and objectives of the national RSPCA, we are not legally the same organisation as the Royal Society for the Prevention of Cruelty to Animals (charity 219099).

This Privacy Notice applies only to our branch.

3. How and When We Collect Information About You

We collect personal data when you interact with us. This may be directly, indirectly, or via our website.

A. When you interact with us directly

This includes when you:

  • apply to adopt or foster an animal

  • arrange microchipping

  • volunteer with us

  • donate or sign up for Gift Aid

  • attend or participate in local fundraising events

  • visit our charity shop

  • subscribe to our branch newsletter

  • contact us with questions or requests

  • appear on our CCTV system when visiting our premises

  • make a complaint or provide feedback

B. When you interact with third parties

We may receive information indirectly when you:

  • donate through platforms such as JustGiving or similar

  • sign up for fundraising events that support our branch

  • interact with our social media pages or messaging platforms

C. When you visit our website

We may collect limited technical data through cookies, such as:

  • IP address

  • browser type

  • device information

  • pages visited

D. Publicly available sources

We sometimes verify supporter details using publicly available datasets, such as:

  • Royal Mail address database

  • the National Change of Address register

This helps us keep your information accurate.

4. What Personal Information We Collect

The data we collect depends on your relationship with us. It may include:

  • Name, address, email, phone number

  • Date of birth (e.g., to verify age for adoption or volunteering)

  • Donation history and Gift Aid status

  • Information relevant to animal adoption or fostering (such as household details, pet history, lifestyle information)

  • Volunteer information (skills, availability, references, or DBS details if required)

  • CCTV footage

  • Website usage data

  • Payment information (processed securely; we do not store card details)

  • Any other information you choose to share with us

Special category data

We only collect sensitive information where strictly necessary and lawful, for example:

  • health information relevant to volunteering tasks

  • accessibility needs

  • information disclosed during the adoption process to ensure animal welfare

We never collect special category data without a clear and legitimate reason.

5. How We Use Your Information

Animal Welfare

  • Processing your adoption or fostering application

  • Conducting home checks

  • Administering microchipping services

  • Keeping records of animals rehomed through us

  • Contacting you regarding animal welfare follow-ups

Volunteering

  • Processing volunteer applications

  • Managing and supporting volunteers

  • Ensuring safeguarding and suitability

Fundraising & Administration

  • Processing donations and Gift Aid

  • Administering local fundraising events

  • Managing our shop processes (e.g., till records, Gift Aid on donated goods if used)

  • Communicating with supporters about our work

  • Managing communication preferences

Marketing (only with permission)

  • Sending email or postal newsletters

  • Letting you know about local events, appeals, or ways to support us

  • Updating you on branch activities

You can opt out at any time.

Security

  • Using CCTV for crime prevention, safety and safeguarding

  • Securing our systems and premises

6. Legal Basis for Processing

We only process your data when a legal basis under UK GDPR applies. These include:

Consent

  • receiving marketing emails

  • using images or photos featuring you

  • processing certain sensitive information

Contract

Where processing is necessary for services you request—such as:

  • adopting or fostering an animal

  • volunteering

  • microchipping services

Legal Obligation

Examples:

  • Gift Aid reporting to HMRC

  • compliance with charity law

  • safeguarding responsibilities

Legitimate Interests

We rely on this for purposes such as:

  • administering rehoming procedures

  • thanking donors and sending administrative updates

  • using CCTV for security

  • maintaining supporter records

  • contacting supporters by post or phone unless they opt out

We always balance our interests against your rights.

7. How We Keep Your Information Safe

We protect your data by using appropriate technical and organisational measures, including:

  • password protection and restricted staff/volunteer access

  • secure storage systems

  • encrypted cloud services

  • secure payment processing

  • regular training for staff and volunteers

  • CCTV stored securely for limited periods

Although we take every reasonable step to protect personal information, no digital system is completely risk-free. We continually review our security measures.

7A. Use of Google Sheets / Google Workspace Tools

RSPCA Ashford & District uses Google Sheets and other Google Workspace applications (such as Google Forms, Google Docs and Google Drive) to securely manage and store certain administrative and operational data.

What may be stored in Google Sheets

Examples include:

  • adoption and fostering applications

  • home check details

  • volunteer information

  • donor and Gift Aid records

  • shop Gift Aid (where applicable)

  • event registration lists

  • mailing lists and communication preferences

  • microchipping records

  • internal administrative logs

Security

Google Workspace provides strong security features, including:

  • encrypted data in transit and at rest

  • secure UK GDPR-compliant cloud infrastructure

  • two-factor authentication

  • access controls and audit logs

Only authorised branch staff and volunteers are granted access on a need-to-know basis.

International data storage

Google may store data in data centres outside the UK. When this occurs, Google uses:

  • UK GDPR adequacy decisions, or

  • Standard Contractual Clauses and other approved safeguards

This ensures your information remains legally protected.

What we do not store

We do not store:

  • full payment card details

  • excessive sensitive information

  • personal data unrelated to branch operations

Google Sheets is used strictly for legitimate branch purposes, under the lawful bases of:

  • legitimate interests,

  • contract, and

  • legal obligation (e.g., Gift Aid record-keeping).

8. How Long We Keep Your Information

We only keep your information for as long as necessary:

  • Adoption and fostering records: 7 years

  • Gift Aid declarations: 6 years (HMRC requirement)

  • Volunteer records: while active + limited retention period afterwards

  • CCTV: typically 30 days, unless required for an incident

  • Newsletter subscribers: until you unsubscribe

  • Donation records: 7 years for accounting rules

When data is no longer required, we securely delete or anonymise it.

9. Your Rights

You have the right to:

  • access your personal information

  • request correction of inaccurate information

  • request deletion (in certain circumstances)

  • object to processing based on legitimate interests

  • restrict processing

  • withdraw consent at any time

  • data portability (where applicable)

You can exercise your rights by contacting us.

10. CCTV

We use CCTV for:

  • safeguarding

  • crime prevention

  • safety of staff, volunteers and visitors

Footage is stored securely and accessed only when necessary.

11. How to Contact Us

For questions or data rights requests:

RSPCA Ashford & District
Email: branch@rspca-ashforddistrict.org.uk
Address: Ashford Garden Cattery, Station Road, Ashford TN26 1LE

You may also contact the Information Commissioner’s Office (ICO) if you have concerns.

12. Updates to This Notice

We may update this Privacy Notice occasionally. The version provided by us will always be the most current.