How do we respect privacy when we deal with personal information collected by our organisation?
RSPCA Oxfordshire Branch is a separately registered, volunteer-run charity operating under a governing document approved by the national RSPCA. We respect your privacy and are committed to protecting your personal data.
This notice explains how RSPCA Oxfordshire (the Branch) collects, uses, and protects the information of individuals who interact with us. Please read this privacy notice together with any specific information provided at the point we collect or process your data so you are fully informed about how and why we use it.
The national RSPCA privacy notice is here.
We attempt where possible to follow their procedures and guidance.
The Branch is an incorporated charity, acting through its committee of trustees as registered with the Charity Commission. It is the data controller and is responsible for your personal data. If you have any questions about this policy, please contact us using the details on our website.
1. Personal Data We Process
The following explains the types of data we collect and the legal basis for processing it under current data protection legislation:
Enquiries and Complaints
If you enquire about our branch or make a complaint, we will collect your name, telephone number, email or postal address, and message.
- Legal Basis: Legitimate interest (to respond appropriately to your enquiry or complaint) or contract performance.
Updates and Fundraising Communications
If you sign up for updates, we will collect your name, email or postal address, and contact number.
- Legal Basis: Consent (you can withdraw this at any time).
Donations
If you donate, we will collect your name, email, phone number and postal address. Financial information is handled securely by third-party processors (e.g., PayPal or GoCardless).
- Legal Basis: Legitimate interest (to acknowledge your donation and provide a receipt)
For Gift Aid donations, we collect the information required by HMRC.
- Legal Basis: Legal obligation.
Membership Applications
If you apply for Branch membership, we will collect your personal details to manage your membership in line with our governing rules.
- Legal Basis: Contract performance.
Rehoming or Surrendering Animals
We collect your contact details, information about your home environment, and details about the animal (including health and veterinary history).
- Legal Basis: Contract performance or explicit consent (for health-related data).
Financial Assistance for Veterinary Costs
We collect personal data and proof of eligibility for our financial assistance schemes.
- Legal Basis: Contract performance or legal obligation (to ensure eligibility and provide public benefit).
Microchipping Services
We collect your contact details to register or amend microchip details with the relevant microchip database (e.g., Identibase, Petlog).
- Legal Basis: Contract performance (with the database provider).
Volunteering or Job Applications
We collect personal details as part of the recruitment process and may request special category data (e.g., disability information) to meet legal obligations or provide reasonable adjustments. Criminal record checks may also be required.
- Legal Basis: Consent (for special category data) or legal obligation (for safeguarding).
CCTV
We use CCTV on some premises to monitor security and prevent crime. Images may be retained if required for investigations.
- Legal Basis: Legitimate interest (security and crime prevention).
Promotional Media
We may use photos or videos of you and/or your pet to promote our work. Identifiable images will only be used with your consent.
- Legal Basis: Consent (you can request removal of images at any time).
Fundraising Events
If you participate in events like dog shows, raffles, or competitions, we will collect your name and contact details to administer the event.
- Legal Basis: Contract performance.
2. How We Use Your Data
We use your data appropriately for the purpose it was collected, including:
- Responding to enquiries or complaints.
- Administering donations or transactions.
- Sending updates, fundraising communications, or AGM invitations (if applicable).
- Processing rehoming, surrender, or adoption applications.
3. When We Share Your Data
We only share your data in specific circumstances, such as:
- With your explicit consent (e.g., contacting a named third party).
- With third-party processors (e.g., PayPal, Brevo) under agreements that ensure data protection compliance.
- To comply with legal obligations.
We may also share some personal data with the national RSPCA, where it supports branch governance or administration.
4. How Long We Keep Your Data
We retain data only for as long as it is necessary for the purpose for which it was collected. Once no longer required, data is securely deleted.
For consent-based data, we seek renewal of consent every three years.
5. Your Rights
Under data protection legislation, you have the following rights:
- Access: Request access to your personal data.
- Correction: Ask for inaccurate data to be corrected.
- Deletion: Request deletion of your data, where applicable.
- Withdrawal of Consent: Revoke consent for data processing.
- Complaint: Lodge a complaint with the Information Commissioner’s Office (ICO).
To exercise these rights, please contact us via the details on our website.
6. Cookies and Usage Tracking
Our website uses cookies to improve functionality, monitor site performance, and gather insights into visitor behaviour. This includes:
- Google Analytics: Used to collect anonymised data on visitor interactions, such as pages visited and time spent on the site. This helps us improve the user experience.
- Meta Pixel and Conversion API: Used to track website interactions for advertising purposes. These tools help us measure campaign effectiveness and retarget visitors with relevant content.
- Brevo (formerly Sendinblue): When you submit a form, your data is securely transmitted to Brevo, enabling us to manage email communications, such as newsletters and updates.
If you have concerns about the use of cookies or tracking technologies, please contact us via the details on our website.
7. Modifications
We may update this privacy notice from time to time. The most current version will always be available on our website. Where significant changes are made, we will notify individuals whose data is affected.
