Canine Partners takes your privacy seriously. We are committed to protecting your personal information. This policy sets out how Canine Partners uses the information that you provide us with in order to help further our work in providing amazing assistance dogs to help transform the lives of people with physical disabilities.
Your personal information
We will treat your personal details with care. We will not sell your data to any third parties, but we may sometimes share your information with trusted service providers and selected partners who fundraise or work on our behalf. We ensure that any third parties with access to your data are held to strict standards for data use and security.
Who we are
By Canine Partners (the data controller) we mean Canine Partners for Independence (registered Charity number 803680 and SC039050). Head Office: Mill Lane, Heyshott, Midhurst, West Sussex, GU29 0ED. Our Data Protection Compliance Officer can be contacted on 01730.716.000
Your Information – what we collect and how we use it
Canine Partners collects information from the public in a number of different ways. For example, we ask for contact and other information when members of the public make a donation to us, sign up to My Amazing Puppy or apply for one of our assistance dogs. This may include information such as your name, date of birth and contact information. We use this information to help us provide and improve our services as a Charity and to keep a record of our communications with you.
If you are a financial supporter of Canine Partners, by sponsoring a dog or donating to us we will ask for information that enables us to administer your donation. This will normally include information such as your name, contact details such as address, email or telephone number and your payment details and Gift Aid status.
If you have given us your consent, we will contact you with information and updates on our work, products such as My Amazing Puppy and catalogues, and how you can support us, such as fundraising. This may be by post, email, telephone or text message, depending on your preferences. We will also continue to ask about your marketing preferences, to ensure that you are still happy to be contacted by us and by which means.
What the Law says about protection of personal information
The Law on Data Protection is derived from various pieces of legislation. These include the General Data Protection Regulation (GDPR) which comes into force in May 2018. The GDPR states that personal data (information relating to a person that can be individually identified) can only be processed if there is a legal ground to do so. Activities such as collecting, storing and using personal information would fall into the GDPR’s definition of processing. The GDPR provides six legal reasons under which personal information can be processed or used in a lawful way. For the processing to be permitted by law, at least one of the legal grounds must apply.
The five legal grounds that are most relevant to Canine Partners’ use of your personal information are:
- Legitimate Interest
- Legal Obligation
- Vital Interests
How the law applies to Canine Partners’ use of personal information
Canine Partners will only process or use your personal information if we have:
- asked you and have a record of your express and recent consent for us to do so, or
- a ‘legitimate interest’ to do so in order to support our charitable purposes. Our use will be fair and balanced and never unduly have an impact on your rights, or
- a contract with you that we can only fulfil by using your personal information, for example to send you an item that you have requested, or
- a legal obligation to use or disclose information about you, for example we are required by law to keep records of gifts that are given to us with Gift Aid for six years, or
- in extreme situations, such as an accident or medical emergency, we may share your personal details with the emergency services if it is essential for the preservation of life (yours or another persons’) for us to do so. This is the ‘vital interest’ ground for using your personal information. After the emergency, we will always try to inform you about how we had to use your information in that extreme situation.
We will not unduly prioritise our interests as a Charity over your interests as an individual. We will always balance our interests with your rights. We will only use personal information in a way and for a purpose that you would reasonably expect in accordance with this Policy.
Canine Partners will not rent, swap or sell your personal information to other organisations for them to use in their own marketing activities.
Canine Partners will always ask for your consent before we communicate with you for certain purposes. For example, we will only email or phone you about our fundraising activities if we have an accurate record of your recent and freely given consent to do so.
You can withdraw your consent at any time by visiting our Communication Preference Centre on our website www.caninepartners.org.uk/keepintouch, by phone on 01730 716010 or by writing to us at the address above.
There are times when it is not practical to obtain and record consent. At those times, we will only process personal information if that processing would meet another legal ground, for example, legitimate interests, in which case we would only use your data in accordance with the law’s strict rules on legitimate interest.
What is Legitimate Interest
This means that organisations can process your personal information if they:
- i) have a genuine and legitimate reason for doing so and
- ii) use it in a way that does not harm any of your rights and interests.
Canine Partners’ Legitimate Interest
We do not unduly prioritise our legitimate business interests as a Charity over your interests as an individual. We always respect your rights. We carry out a balancing exercise of the rights of the Charity with the rights of our supporters.
What we have a Legitimate Interest to do
We believe that Canine Partners supporters are connected to our mission and want to know how they can continue to help us to achieve our charitable aims. Unless you tell us not to, we think you are content for us to process (keep and use) your personal information for the following lengths of time. As of May 2018, we promise not to keep your personal information for longer than we specify below. This is not the length of time that we will continue to contact you – this could be a shorter period of time (see below for an explanation on our personalised approach to communications).
- i) Financial Supporters of Canine Partners
These are supporters that help or have helped us with financial support. A supporter’s pattern of giving can often change over time. We have found that our financial supporter’s cycle of giving is on average 7 years. That means the supporter may, for this period of time, stop providing financial support for example stop regular-giving through My Amazing Puppy. This can be for a wide number of reasons, including because they choose to support us in a different way. Irrespective of their financial circumstances, these supporters still hold the same principles and values; and continue to be connected to Canine Partners and our mission. This is evidenced by the fact that many of this group of supporters restart regular-giving, and other financial support, within 7 years from their last donation. We believe that supporters of our mission never stop believing in our mission, but we do stop using the personal information of these supporters after 7 years from the time of the last donation.
- ii) Demonstrated an interest in Canine Partners via an enquiry
These are supporters of our mission, who have demonstrated an interest in our cause by contacting us for more information, for example to find out more about one of our products, services or campaigns. We think someone that has reached out to us to find out more about Canine Partners and what we do, would like us to provide that information; perhaps a little more information; and even some support in fulfilling their initial query or request. To support this, we keep your personal information for a period of 3 years.
Supporters demonstrate their support in a number of ways and so could be in either of the above categories. We will review and refresh these categories and the timescales on a rolling basis to ensure that as times and needs change we continue to do the very best by our supporters.
It is always your choice. If you don’t think this is quite right for you, you can tell us to change your communication preferences and our use of your information. You can do this at any time by visiting our Communication Preference Centre on our website www.caninepartners.org.uk/keepintouch, by phone on 01730 716010, or by writing to us at the address above.
Legitimate Interest to send you direct mail
Unless you tell us not to, we will rely on our legitimate interest when sending you direct mail. From time to time, we would like to post you exciting updates about our work, products, services and how you can support us, including fundraising activities and progress. Unless you have requested that we do not send you some or all of this, our direct mailings do include marketing and fundraising asks which further the aims and objectives of Canine Partners.
We are always mindful of trying to only send you what you are interested in and only as often as is appropriate. If we do not appear to be sending communications that are of interest, we will review this and will endeavour to reduce and then stop these types of communications in a much shorter time than the above defined period of Legitimate Interest, for example if you donated three years ago and do not seem to have been interested since then we are likely to reduce these communications, even though we have a legitimate interest to process for 6 ½ years. The average length of time required for us to be able to properly assess and reflect on your pattern of response is about two years. But you’re in control so if you want to ensure that we do not send this type of communication anymore, you can update your preferences at any time by visiting our Communication Preference Centre on our website www.caninepartners.org.uk/keepintouch, or phone on 01730 716010, or by writing to us at the address above.
Legitimate Interest to process your information
We aim to be clear about what information we collect, to enable you to make meaningful choices about how it is used.
When it is necessary we will contact you for administrative purposes, for example, to contact you regarding a payment. We will also hold the minimum personal information required to support our ability to respect your preferences for communication with us.
To help you to understand when and why Canine Partners would use Legitimate Interest to process your personal information we provide the following examples:
- To send postal communications (as explained above);
- To enhance, modify, personalise and improve our services and communications for the benefit of our supporters;
- To improve security of our websites and systems;
- To prevent fraud when transacting on our website;
- To process your donations;
- To fulfil online transactions, process and deliver your order(s). In order to take payment and arrange delivery, we need to collect personal information, including your payment details, your full name, delivery address and contact details;
- To analyse your personal information to ensure that our communications are relevant to you.
The above examples are on the basis that the processing will not be done if it harms your rights and interests as an individual, or if you tell us that you’d like us to stop. You can do this at any time by visiting our Communication Preference Centre on our website www.caninepartners.org.uk/keepintouch, or phone on 01730 716010, or by writing to us at the address above.
In order to communicate with you more effectively, better understand your preferences and ability to support our work, we may analyse your data.
We like to find out about your personal motivation for supporting Canine Partners and your experiences as a supporter. This helps us to give you the information about products and services most relevant to you. In some instances, we may carry out research and/or analysis of the personal information that you have provided to us and add publicly available information (such as public records or social media) to help us tailor our communications to you. We do this to create a fuller picture of our supporters, to improve our service and to manage our contact with you in an appropriate and cost-effective way. This information could include things like your interests, preferences and the level of any potential donations.
To help us communicate the work we are doing and provide these services we use trusted service providers such as mailing houses to fulfil the posting of marketing materials.
Canine Partners does not share, sell or swap your information with other organisations for their own marketing purposes.
In some circumstances, it is necessary for Canine Partners to give relevant staff at our service providers access to your personal information. This access is only granted to the extent necessary for them to perform their services for us. We require all service providers to comply with strict rules to protect the information you have given us.
Changes to your data
From time to time we may contact you to ensure that the information you have provided us with remains accurate and up to date. In some circumstances we may use external data lists to avoid misdirecting our communications with you, this includes the Fundraising Preference Service and Telephone Preference Service.
Should you wish to change your preferences you can do this by writing to us at Canine Partners, Mill Lane, Heyshott, Midhurst, West Sussex, GU29 0ED You can do this at any time by visiting our Communication Preference Centre on our website www.caninepartners.org.uk/keepintouch, or phone on 01730 716010, or by writing to us at the address above.
We comply with requests for the disclosure of personal information where this is required or permitted by law. This could include requests from law enforcement or tax agencies. In these circumstances, the request must be submitted in writing and in accordance with the relevant legal requirements.
If you believe your privacy rights have been violated, you may file a complaint with us or with the Information Commissioners office https://ico.org.uk/
Cookies and Web Privacy
Canine Partners guarantees our commitment to respecting and protecting your online privacy.
This includes your need and your right to know what we do with the personal information you share with us. It also guides our Charity’s policies regarding the management of this data, including how the information is collected, processed, and for what purposes.
The collection of information
Every time you log on to our website your IP (Internet Protocol) address registers on our servers. Your IP address reveals no information other than the number assigned to you. We do not use this technology to get any personal data against your knowledge or free will (i.e. automatically recording e-mail addresses of visitors). Nor do we use it for any purpose other than to help us monitor traffic on our website or to cooperate with law enforcement (in case of criminal activity or misuse of our information).
Our website uses Google Analytics cookies to track audience data anonymously so we can see how the website is performing. Google Analytics is GDPR compliant, and the data is anonymised so that we cannot see personal, identifiable information about our website users.
Our emails are not encrypted. Some emails that we send you have no tracking at all, for example service emails with invoices attached. Other emails we send we can track at an individual level, for example whether the user has opened and clicked on the email. We do not use this information at an individual level, rather we use it to understand open and click rates on our emails to try and improve them.
Financial transactions made online to Canine Partners using this site are secure. No one can access your credit card details via the internet.
How our website works
When you have completed your donation or sponsorship, your web browser will be connected directly to our secure server. You can see that the connection is secure by looking at the padlock or key icon in the bottom left-hand corner of your browser. Your browser may also alert you to the fact that you are connecting to a secure server, and if so, it will also tell you when you are closing the secure connection once you have donated. This is for your information only.
Our secure server communicates with your browser using SSL (Secure Sockets Layer) protocols, so that all your personal information, including credit card number and your name and address, is encrypted. This process takes the words and figures you enter and converts them into bits of code that are then securely transmitted over the internet.
All information given on this site is to the best of our ability.
You may print any factsheet on this site for your own information but you may NOT sell it, reproduce it on the Internet, distribute it, alter it, or reprint it in any publication without permission from Canine Partners.
Please note that all material on this website is the copyright of Canine Partners or third parties. You may print any Canine Partners factsheet on this site provided all material is marked “By kind permission of Canine Partners” and the material cannot be adapted for use in any other publication, used for profit or used in any way that will bring the Charity into disrepute.
The name and logo of Canine Partners are registered Trade Marks. Any use of these Trade Marks must be made with the prior express permission of Canine Partners. If you are unsure what material you can or cannot use please contact Canine Partners.
All photography on this site is reproduced with kind permission of the photographers concerned.
This information was last updated in June 2018. From time to time, we will make changes to the information on this page. The amended information will apply from the date it is posted on the site and will govern the way in which we collect and use personal information from then on.