Privacy Policy

This policy

This privacy policy is served by Wiccaweys Rescued Border Collies & Working Sheepdogs, Brackenmoor Lodge, East Ferry Road, Laughton Warren, Laughton, Lincolnshire DN21 3QB under the website www.wiccaweys.co.uk

Here at Wiccaweys, we care for collies of all ages from a variety of backgrounds, and we take the same dedicated approach to handling your personal information and protecting your privacy.

The purpose of this policy is to explain to you how we collect, process, handle and protect your personal information through the business. If you do not agree to the following policy you may wish to cease viewing or using this website and/or refrain from submitting your personal data to us.

The following explains how and why we use your information when you: interact with our website and social media platforms, visit us in person at Wiccaweys, or when we interact with you via email, social media, telephone, or through the post. It applies to all personal data gathered digitally and in paper form when you engage with Wiccaweys as a supporter, volunteer, visitor, enquirer, adopter, or in any other capacity not mentioned.

If you have any questions about the information on this page, or would like to know more about how we handle your information, please feel free to email us at wiccaweys@aol.com or use the contact details listed at the bottom of this policy.

Registered Community Interest Company No. 11244815

Click here for our Cookie Policy.

Policy key definitions

  • “I”, “our”, “us”, or “we” refer to the business, Wiccaweys Rescued Border Collies & Working Sheepdogs.
  • “you”, “the user” refer to the person(s) using this website, interacting with us on social media, via email, over the phone, or in person.
  • “Cookies” mean small files stored on a user’s computer or device.

Why and when we collect your information

On many occasions, we collect information every time you interact with us. The type and quantity of information we collect, as well as how we use it depends on the circumstances in which you provide it.

The main reasons we would collect certain personal information from you would be in order to process enquiries, adoptions, and donations – or in relation to other interactions you may have with us and to contact you relating to these.

 

Instances when we may collect your information include:

  • If you enquire about adopting a dog or during the process of adopting a dog with us
  • If you complete any forms as part of interacting with us e.g. our home check questionnaire
  • If you successfully complete an adoption of a Wiccaweys dog
  • If you release a dog into our care
  • If you contact us to make or follow up on a general enquiry, or for any other reason which may involve us needing to take your information e.g. to call you back
  • If you donate to us or sponsor a dog
  • If you meet with a member of our team i.e. a behavioural visit, or if you volunteer with us, apply for a job with us, or work for us
  • If you visit Wiccaweys sanctuary in any capacity including to attend our Canine Coffee Club and Pooches Play Park.
  • If you fundraise for us, join one of our campaigns, or subscribe to our mailing list
  • If you visit one of our websites or social media pages via tools such as cookies and online identifiers, including if you make comments on our pages or posts
  • If you contact us or become involved with us in any other way than as stated above

What information we collect

The information we collect from the above interactions may include, but is not limited to any of the following:

  • Your name, address, telephone number, mobile number, and email address
  • Your preferences as to how we should contact you in the future
  • For some interactions, for example to assess suitability for adopting, we take additional information such as age and number of family members living at home etc. We only ask for information that we need for this purpose
  • Virtual home check videos as part of the adoption enquiry process
  • Financial and debit/credit card information which you give to us
  • Information for you to take part in fundraising, events, or volunteering, for example you may be asked for information such as next of kin or medical history
  • Records of your sponsorship or donation history, as well as any correspondence, and campaign actions taken with us
  • Photographs and videos if you volunteer, work for us, or take part in an event with us
  • Details of your interaction with our website and social media platforms, for example your IP address, location, device, browser type, and version
  • Any other details in which you give us including feedback or complaints

How we collect this information

There are different ways in which we collect data from and about you, including through the following:

Directly from you

Some information we may get directly from you, for example if you interact with us over the phone, via email, or in person at Wiccaweys. For details on when this might happen, please see our section above, titled ‘Why and when we collect your information’.

Automated technologies or interactions

When you receive an email from us, open it or don’t open it, or click a link within it, we gather this information to check that what we’re sending you is useful and interesting to you. This helps us to continually improve our content and the work we are doing.

Similarly, when you interact with our website, we gather information for the same purpose. To gather this, we use cookies, and operate an ‘implied consent’ policy which means that by using our website we assume you are happy with our policy. If you don’t want this, you can delete your cookies via your browser settings, or browse using an anonymous setting. Please note that if you disable or refuse cookies then some parts of our websites may become inaccessible or not function properly.

If you do not know what cookies are, or how to control or delete them, then we recommend you visit www.aboutcookies.org for detailed guidance.

Click here for our Cookie Policy.

Social media

We may obtain your personal information through your use of social media such as Facebook, Twitter, Instagram, YouTube, LinkedIn, and Tumblr depending on your settings or the privacy policies of these social media services.  

We may also share links to other websites or social media accounts through our social media posts. If you follow these links, please note that the website or social media accounts in question will have their own privacy policies and that we do not accept any responsibility or liability for these.  

To change your settings on social media services, please refer to their privacy policies which will tell you how to do this. 

Third parties

To carry out some processes within the business, we use third party platforms and integrations for things like monetary transactions. As mentioned above, if you follow a link to any of these websites, please note that they will have their own privacy policies and that we do not accept any responsibility or liability for these. If you are concerned, we advise that you check these policies before you submit any personal data to these websites.  

However, we always ensure we link and work with legitimate platforms and integrations, as outlined in our section below ‘How we keep your data safe’. 

We use, link to, and integrate the following third party platforms:

eTapestry / Blackbaud – https://www.blackbaud.co.uk/company/privacy-policy/europe 

PayPal – https://www.paypal.com/uk/webapps/mpp/ua/privacy-prev 

Amazon – https://www.amazon.co.uk/gp/help/customer/display.html?nodeId=GX7NJQ4ZB8MHFRNJ 

JustGiving – https://www.justgiving.com/info/privacy-policy-versions/privacy-policy-v30 

Microchip databases

When registering or updating microchip information, we will receive certain information from microchip databases. Which database this in depends on the dog in question, and each of these will have their own privacy policies which should be made available for your consideration when you first register with them.

Examples include www.petlog.org.uk, www.identibase.co.uk, and www.pettrac.co.uk

This also applies to other external websites which we may have an affiliation with. Please refer to their privacy policies for further information.  This includes:

Agria Pet Insurance – https://www.agriapet.co.uk

My Giving Circle – https://mygivingcircle.org/privacy-policy/

EasyFundraising – https://support.easyfundraising.org.uk/hc/en-gb/articles/360001540690-General-Data-Protection-Regulation-GDPR-

KoboToolbox – https://support.kobotoolbox.org/is_my_data_safe.html

Video calling software such as: Zoom – https://zoom.us/privacy; Skype – https://www.skype.com/en/legal/; Facetime – https://support.apple.com/en-us/HT209110

WhatsApp – https://www.whatsapp.com/legal/?lang=en

KoboToolbox – https://www.kobotoolbox.org/privacy/

Comments 

When you leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.  

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment. 

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year. 

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website. 

Logging in

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser. 

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed. 

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on our website may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. 

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website. 

Analytics

We use analytics to collect data on how our audience use our website. This is so that we can continually improve our business strategy, our product and service offering, and the content we create for you.  

How we use your information

We use the personal information that we gather for a variety of different activities, including:  

  • To contact you relating to an enquiry you have made with us, or an interaction you have had or plan to have with us. This may be relating to adoption, home checking, sponsorship, release of a dog, donation, or a general enquiry. Please note that all initial enquiries must be initiated by you. We never contact anyone unsolicited.
  • To send you any necessary information or documentation relating to your enquiry or interaction i.e. an application form, home check questionnaire, or adoption contract
  • Providing you with the goods or services you have requested, for example sending out your sponsorship pack, processing your home check, adoption, or dog release
  • Keeping you up to date with our latest news, updates, and information related to us, and dog rescue in general 
  • Processing your donation
  • Making changes to our products, services, and communications based on any feedback you may give us
  • Keeping a record of your relationship with us
  • Asking for financial and non-financial support
  • Managing your communication preferences, including marketing preferences
  • Sending you tailored communications and displaying relevant adverts which we think will be of interest to you, as well as marketing materials including on fundraising, campaigning and events
  • Inviting you to events and to take part in campaigns and support our work
  • In accordance with COVID-19 regulations e.g. through track and trace
  • Analysing our database for statistical purposes, and to better communicate with you about things we think will be of interest. Note that this is on a generic rather than an individual level to ensure that our communications are cost-effective

 

Please note that we do not accept adoption enquiries made on behalf of someone else. In this instance, we would not take the enquirers details or contact them.

Our legal basis for processing data

The ways in which we collect, process, handle and protect personal data is in accordance with the law, which states that we only process data where there is a valid legal reason for doing so.   

As stated above, the main reasons we would collect certain personal information from you would be in order to process enquiries, adoptions, donations or other interactions you may have with us, and, if necessary, to contact you relating to these. However, there may be other occasions when it is necessary to use data for additional purposes, such as:  

  • When we need to comply with a legal or regulatory obligation  
  • When reporting to Companies House, and other regulatory bodies to satisfy our legal, regulatory and compliance obligations. 


Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending emails or mail through the post. 

Who we share your data with

We do not share personal details that we have collected with third parties so that they can market to you. 

We only share financial data with banks in order to process payments.  

In other cases we will not disclose any of your personal data except in accordance with this policy, or when we have your permission, or under special circumstances, such as when we believe in good faith that the law requires it or to protect the rights, property and safety of Wiccaweys Rescued Border Collies & Working Sheepdogs or others. This includes disclosing your details if required to the police, regulatory bodies, or legal advisors. 

How we keep your data safe

We take the following steps to ensure your personal details are protected:  

  • All of the online forms on our website which are used to accept donations and sponsorships are encrypted  
  • When we use external companies to process data, we endeavour to ensure they are legitimate, and that they have a private policy in place which includes processing data securely 
     

However, like any other business, while we take every precaution to protect your personal details, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention that you do so at your own risk. 

Keeping your information up to date

If you provide us with information with the express wish to contact you, for example signing up to our mailing list, then we ask that you let us know if your contact details change. This is so that your records with us are up to date, and you do not miss out on the information you requested.  

You can notify us of a change in contact details or circumstances via the contact details at the bottom of this policy.

How long we keep your data for

We will only keep your personal information for as long as is necessary for the purpose for which it is collected, which may include the purpose of satisfying any legal, accounting or reporting requirements. We never store personal data longer than is necessary to fulfil this requirement.  

For example, we delete virtual home check videos when they are no longer needed i.e. you have completed an adoption or expressed a wish to no longer seek adoption through us.

Where we take photos and record videos at our events, we keep these indefinitely for marketing purposes.

As outlined below, if you request that we stop contacting you, we will keep a record of your contact details and the appropriate information to enable us to comply with your request not to be contacted by us. 

What rights you have over your data

Under data protection laws you have certain rights over your personal data. If you would like to exercise any of these rights then please contact us via the details at the bottom of this policy. 

You have the right to: 

Access your personal data  

You have the right to request access to your personal data, commonly known as a ‘subject access request’. This enables you to receive a copy of the personal data we hold about you.  

Request correction of your personal data  

You can request that we edit the personal data we hold about you. This enables you to have an incomplete or inaccurate data we hold about you corrected, although note that we may need to verify the accuracy of the new data you provide to us.   

Request deletion of your personal data 

You have the right to ask us to erase your personal data in certain circumstances. Please note however that there may be circumstances where you ask us to erase your personal data but we are legally required or entitled to retain it. If you have any queries, please get in touch via the contact details at the bottom of this policy. 

Object to processing of your personal data or request restriction  

Where we are processing your data under the legitimate interest condition, then you may object to this processing, or request that the processing is restricted, if there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.  

Note that there may be circumstances where you object to, or ask us to restrict, our processing of your personal data but we are legally required or entitled to continue to processing your personal data and/or to refuse your request. In some cases, we may demonstrate that we have a compelling legitimate ground to process your information which override your rights and freedoms.  

Request transfer of your personal data  

In certain circumstances you are able to request a transfer of your data from one service provided to another, such as from one service provider to a competitor.  

Withdraw consent  

Where we have asked you for consent to process your data, you may withdraw this consent at any time by contacting us. Please note that if you request not to be contacted by us, we will need to keep a record of your information to enable us to comply with your request not to be contacted by us.   

If you would like to ensure that we never email you, call you, or send information through the post to you, you can contact wiccaweys@aol.com to request this. You also have the right to withdraw your consent to receiving marketing emails at any time by clicking the unsubscribe link in the email communication we send you.  

Please note, some marketing materials are prepared and sent ahead of time, so on some occasions it may take a couple of weeks before this instruction is actioned, and in the meantime you may continue to receive information from us, however we endeavour to ensure this does not happen. 

For more information on how to exercise any of the above, please feel free to reach us via the contact details at the bottom of this policy. 

Goodheart Animal Sanctuaries

Goodheart Animal Sanctuaries, also referred to here as GHAS (Reg Charity No. 1162923) works closely with Wiccaweys.

A GHAS Trustee sits on the board of Wiccaweys CIC and GHAS is the sole shareholder of Wiccaweys.  As of 2020, GHAS has extended its team and now provides fundraising support for Wiccaweys with the aim of diversifying and increasing their income directly. As a result, from time to time, the two organisations may share general information, such as the email open rates or social media engagement statistics. We never share personal information or data unless there is a legitimate or legal reason. 

Updates to this policy

This policy was last updated in November 2020. It was re-worded to give you further information about how we collect, use and store your personal data, and to reflect the changes in law as set out in the GDPR (General Data Protection Regulation) and to give you more clarity on how we use your data, and your rights in relation to it.  

We reserve the right to amend or update this policy at any time to consider any updates to data protection law or other legislation. When further updates to the policy are made, they will be posted on this page, so please check back here regularly. Any significant changes will be notified to you. 

Contact us

If you have any queries, please contact us using the details below, and we will be more than happy to help.

Phone: 07905 203254

Email:  wiccaweys@aol.com

Post: Brackenmoor Lodge, East Ferry Road, Laughton Warren, Laughton, Lincolnshire DN21 3QB