Privacy Policy

Introduction Country Gate Animal Sanctuary (“we”, “us”, “our”) is committed to protecting the privacy and personal data of supporters, visitors, volunteers, staff, adopters and other individuals who interact with our services. This Privacy Policy explains how we collect, use, store, disclose and protect personal information, and describes your rights in relation to that information. It applies to personal data processed by Country Gate Animal Sanctuary in the United Kingdom and elsewhere where we operate.

Data controller Country Gate Animal Sanctuary is the data controller for personal data processed in connection with our activities. Contact details: Country Gate Animal Sanctuary[Postal address] [Phone number] [Email address]

Personal data we collect We collect personal data that is necessary for our work and that you provide to us directly or that we obtain from third parties with your consent. Examples include:

Identity and contact data: name, title, postal address, email address, telephone number.
Transactional data: donation history, payment information (card details are processed by our payment provider and are not stored by us), gift aid declarations and records.
Adoption and fostering data: information about prospective adopters/fosters, references, household details, veterinary and animal history, suitability assessments.
Volunteer and staff data: CVs, employment history, qualifications, references, right to work documents, DBS checks, emergency contact details.
Communications data: correspondence, messages, feedback, complaints and enquiries.
Technical and usage data: IP address, device and browser information, website usage, cookie data.
Marketing preferences: consent and preferences for receiving newsletters, appeals, events information and other communications.
Health and sensitive data: health information relevant to the welfare of animals or to staff/volunteers where necessary (processed only where necessary and with appropriate safeguards).

How we use personal data We process personal data for lawful purposes including:

To provide and manage our services, adoptions, fostering, rehoming, veterinary care and animal welfare work.
To process donations, issue receipts, manage gift aid, and comply with financial and accounting obligations.
To recruit, manage and pay staff and volunteers, and to safeguard people and animals (including carrying out DBS checks).
To communicate with supporters, send newsletters, appeals and event information, and respond to enquiries and complaints.
To administer and improve our website, manage security, and monitor usage.
To carry out statutory reporting and comply with legal obligations and regulatory requirements.
For lawful purposes required by public interest or for the establishment, exercise or defence of legal claims where necessary.

Legal bases for processing We rely on the following lawful bases under data protection law:

Consent: where you have given clear consent (for example, to receive marketing communications).
Contractual necessity: to fulfil contracts with adopters, volunteers, employees, suppliers and service providers.
Legal obligation: to comply with laws and statutory duties (for example, financial record keeping, safeguarding).
Legitimate interests: for our legitimate organisational purposes (for example, safeguarding animals, direct marketing to supporters where our interests are not overridden by your rights). We carry out assessments to balance our interests with your privacy rights.
Vital interests or public interest: in limited circumstances where processing is necessary to protect someone’s life or for public interest purposes.

Sharing and disclosure of personal data We may share personal data with:

Service providers and processors who perform services on our behalf (for example, payment processors, database providers, IT and hosting providers, marketing platforms, legal and accounting advisers). They act under contract and may process data only as instructed.
Regulatory, law enforcement and government bodies where required by law or to protect public safety.
Veterinary practices, foster carers or other third parties involved in animal welfare where necessary for the care of animals or to complete adoptions.
Debt recovery agents, solicitors or courts in the event of disputes or legal proceedings.
Other charities, rescue organisations or rehoming partners where transfers are necessary for the welfare of animals and with appropriate safeguards.

International transfers Some service providers may process data outside the UK/EEA. Where we transfer personal data internationally, we will ensure appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses or other lawful transfer mechanisms to protect your data.

Data retention We retain personal data only as long as necessary for the purposes outlined in this policy, including to meet legal, regulatory and accounting requirements. Retention periods vary by data type (for example, financial records are retained for statutory periods; adoption and safeguarding records are kept for longer as required). Specific retention schedules are maintained internally. If you require details of retention periods for particular records, contact us.

Your rights Subject to applicable law, you may have the right to:

Request access to the personal data we hold about you.
Ask for inaccurate or

Data protection at Country Gate Animal Sanctuary

Overview Country Gate Animal Sanctuary collects and processes personal data to support animal care, rehoming, volunteer coordination, fundraising and communications. This document outlines key principles and practical steps the charity uses to protect personal data, ensure compliance with data protection law, and maintain public trust.

Data protection principles

Lawfulness, fairness and transparency: Personal data is processed only where there is a lawful basis (consent, contract, legal obligation, vital interests, public task or legitimate interests). Individuals are given clear information about how their data is used.
Purpose limitation: Data is collected for specified, explicit and legitimate purposes and is not processed in a manner incompatible with those purposes.
Data minimisation: Only the minimum personal data necessary for the purpose is collected and kept.
Accuracy: Personal data is kept accurate and up to date; reasonable steps are taken to correct or erase inaccurate data.
Storage limitation: Personal data is retained only as long as necessary and securely disposed of when no longer required.
Integrity and confidentiality: Appropriate technical and organisational measures are in place to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage.
Accountability: Country Gate Animal Sanctuary documents decisions and measures taken to demonstrate compliance.

Types of data collected

Supporters and donors: name, contact details (address, telephone, email), donation history, payment details (securely processed and not stored beyond necessary), communication preferences, Gift Aid status.
Adopters and fosters: name, contact details, identification checks, household information, references, pet history and veterinary records relevant to rehoming decisions.
Volunteers and staff: personal contact details, emergency contact, right-to-work documentation, training and DBS (Disclosure and Barring Service) checks where applicable, health information where necessary for role safety.
Website and communications: IP addresses, website analytics, cookies, and records of interactions (emails, telephone calls) where maintained with consent or legitimate interest.
Suppliers and contractors: business contact details, contracts, invoices and bank details for payment.

Lawful bases for processing

Consent: for marketing, newsletters and certain photography used in publicity. Consent is freely given, specific, informed and can be withdrawn at any time.
Contract/performance: where processing is necessary to fulfil an agreement (adoption, fostering, employment, volunteer engagement or supplier contract).
Legal obligation: to comply with statutory duties (e.g. financial reporting or safeguarding).
Legitimate interests: limited processing such as administration, security and communications where such interests are not overridden by individual rights.

How data is used

To place, assess and rehome animals safely, including background and reference checks.
To administer donations, memberships and fundraising activities.
To recruit, train and manage volunteers and staff.
To provide news, updates and information in accordance with individual preferences.
To comply with legal obligations, safeguarding and health and safety requirements.
To analyse and improve services using aggregated, anonymised data.

Data security measures

Access controls: role-based access to systems and records; least-privilege principle.
Secure storage: encrypted systems for electronic records; password policies and multi-factor authentication for critical accounts.
Physical security: locked filing cabinets, secure premises and restricted access to animal and administrative areas.
Secure communications: secure payment processors for donations; encrypted email for sensitive transfers where possible.
Regular patching and software updates, anti-virus and firewall protections.
Staff training: mandatory data protection training for staff and volunteers with role-specific briefings.
Third-party assessments: due diligence on suppliers and data processors; contracts with data processing clauses and standard contractual terms where applicable.

Data sharing and third parties

Data is shared only when necessary and with appropriate safeguards. Typical recipients include veterinary practices, behaviourists, credit card processors, professional advisors, regulatory bodies and, where required, law enforcement or local authorities.
Third-party processors are selected after due diligence and are contractually obliged to maintain data protection standards.
International transfers are avoided where possible; where necessary they are governed by appropriate safeguards (e.g. adequacy decisions or standard contractual clauses).

Subject rights and how to exercise them

Right to be informed: individuals are provided with privacy notices explaining processing activities.
Right of access: individuals can request a copy of personal data the charity holds about them.
Right to rectification: inaccurate or incomplete data will be corrected promptly.
Right to erasure: in certain circumstances individuals can request deletion of their data.
Right to restrict processing: individuals can ask for processing to be limited in certain situations.
Right to data portability: where technically feasible and applicable, personal data can be provided in a structured, commonly used format.
Right to object: individuals can object to processing based on legitimate interests or direct marketing.
Rights in relation to automated decision-making: