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Privacy Policy The FOA Trust (UK) takes your privacy seriously. We are committed to protecting your personal information. This policy sets out how the FOA Trust (UK) uses the information that you provide us with in order to help further our work in protecting Akita welfare. Privacy policy - your data About us: The FOA Trust (UK) is the one of the UK’s three breed specific welfare and rehoming charities set up for Akitas in need. For over 10 years, we’ve promised to never put down a healthy dog. We keep our promises, and that includes treating your personal details with care. We will not sell your data to any third parties. Who we are The Friends of Akitas Trust UK, registered charity 1128641 our Data protection officer can be contacted on 07761503181 Your Information – what we collect and how we use it The FOA Trust (UK) 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 rehome or adopt a dog or sign up to one of our campaigns ie our sponsor a kennel scheme. 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 the FOA Trust (UK), by becoming a member, 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 raffles and auctions), local events 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 (can be found in a number of places). These include the Data Protection Act and the incoming General Data Protection Regulation (the ‘GDPR’) which will become enforceable 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 like collecting, storing and using personal information would fall into the GDPR’s definition of processing. The GDPR provides six legal grounds (reasons) under which personal information can be processed (used) in a way that is lawful. For the processing to be permitted by law (lawful), at least one of the legal grounds must apply. The four legal grounds that are most relevant to the FOA Trust (UK) use of your personal information are:
How the law applies to FOA Trust (UK) use of personal information The FOA Trust (UK) will only process (use) your personal information if we have: asked you and have a record of your express and recent consent for us to do so; 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.; a contract with you that we can only fulfil by using your personal information, e.g. to send you an item that you have requested; a legal obligation to use or disclose information about you, e.g. we are required by law to keep records of gifts that are given to us with Gift Aid for 4 years; and we are compelled to disclose information relating to incidents involving dangerous dogs for insurance purposes under the Dangerous Dogs Act. 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. The FOA Trust (UK) will not rent, swap or sell your personal information to other organisations for them to use in their own marketing activities. Consent The FOA Trust (UK) 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 phoning 07761503181 or emailing info@friendsofakitas.co.uk 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 e.g. Legitimate Interests, in which case we would only process in accordance with the law’s strict rules on legitimate interest processing. What is Legitimate Interest This legal ground for processing means that organisations can process your personal information if they 1. have a genuine and legitimate reason for doing so and 2. That use does not harm any of your rights and interests as an individual. The FOA Trust (UK) 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. Which is why we carry out a balancing exercise of the rights of the charity with the rights of our supporters. We believe that the best way to look after the interests of our supporters is to consider their unique interests and expectations. As a result, we have established the following categories of FOA Trust (UK) supporter. This provides us with an additional method for assessing that we use your personal information in a way that matches your relationship with us; your interests; and your expectations about your rights. The five groups for our data protection supporter needs assessments are, supporters that have:
What we have a Legitimate Interest to do We believe that FOA Trust (UK) 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). Lifetime Interest in FOA Trust (UK) For supporters who have indicated a Lifetime interest in FOA Trust (UK) by becoming an ongoing financial supporter or having pledged to leave us a gift in your will – we need to keep your information to ensure that your wishes are fulfilled. FOA Trust Adopter These are supporters that rehomed a dog with the FOA Trust (UK) and on average an Akita lives to the age of 10-14 years old. We think that you and the dog you rehomed from us would like to remain in contact with us throughout their lifetime and we will therefore keep your personal information to allow for this.
FOA Trust Rehomer These are the individuals that signed their Akita over to FOA Trust (UK) to rehome. We will keep your personal information for the duration of said dogs life incase we need further information or to contact you for any reason relating to the Akita. Financial Supporters of FOA Trust (UK) These are supporters that help or have helped us with financial gifts. 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 6½ years. That means the supporter may, for this period of time, stop providing financial support e.g. stop regular-giving through Sponsor A Dog/Kennel. 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 FOA Trust (UK) and our mission. This is evidenced by the fact that many of this group of supporters restart regular-giving, and other financial support, within 6½ years from their last donation. We believe that supporters of our mission never stop believing in the importance of improving the lives of dogs, but we do stop using the personal information of these supporters after 6½ years from the time of the last donation. Demonstrated an interest in the FOA Trust (UK) via an enquiry These are supporters of our mission, who have demonstrated an interest in our cause by contacting us for more information, e.g. 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 the FOA Trust (UK) 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 2 years. Supporters demonstrate their support in a number of ways and so could be in more than one, or even all, 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 emailing info@friendsofakitas.co.uk Legitimate Interest to send you direct mail Unless you tell us not to, we will rely on our Legitimate Interest ground (explained above) for 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 research. 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 FOA Trust (UK). 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 e.g. 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 emailing info@friendsofakitas.co.uk 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, e.g. 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 FOA Trust (UK) 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). 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 list of 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 emailing info@friendsofakitas.co.uk Data Analysis 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 FOA Trust (UK) 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, this may include wealth screening. 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. Data Sharing To help us communicate the work we are doing and provide these services we use trusted service providers including fundraising agencies, electronic data analysis and marketing agencies and direct mailing providers. FOA Trust (UK) do not share, sell or swap your information with other organisation for their own marketing.
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 FPS and TPS. Should you wish to change your preferences you can do this by emailing us at info@friendsofakitas.co.uk Like all organisations, 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 We at FOA Trust (UK) guarantee 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 company's policies regarding the management of this data, including how the information is collected, processed, and for what purposes. "FOA Trust": refers to the web pages. By accessing our website you are consenting to the way information is collected and used, as described within this Privacy Policy. In return, FOA Trust gives the commitment that we will use the personal data you provide only in ways that are compatible with the following Privacy Policy. 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 (in case of criminal activity or misuse of our information) to cooperate with law enforcement. Cookies We use a number of different cookies on our site. If you do not know what cookies are, or how to control or delete them, then we recommend you visit http://www.aboutcookies.org for detailed guidance. First Party Cookies These are cookies that are set by this website directly. Google Analytics: We use Google Analytics to collect information about visitor behaviour on our website. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. This Analytics data is collected via a JavaScript tag in the pages of our site and is not tied to personally identifiable information. We therefore do not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are. Find out more about Google's position on privacy as regards its analytics service. Third Party Cookies These are cookies set on your machine by external websites whose services are used on this site. Cookies of this type are the sharing buttons across the site allow visitors to share content onto social networks. Cookies are currently set by LinkedIn, Twitter, Facebook, Google+ and Pinterest. In order to implement these buttons, and connect them to the relevant social networks and external sites, there are scripts from domains outside of our website. You should be aware that these sites are likely to be collecting information about what you are doing all around the internet, including on this website. Emails Some emails that we send you have no tracking in at all e.g. service emails with invoices attached. Other emails we send we can track, at an individual level, whether the user has opened and clicked on the email. We do not use this information at a personal level, rather we use it to understand open and click rates on our emails to try and improve them. If you want to be sure that none of your email activity is tracked then you should opt out of our emails which you can do via the unsubscribe link at the bottom of every email we send. Web Security Financial transactions made online to FOA Trust 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. Information All information given on this site is to the best of our ability. Whilst FOA Trust is happy to supply any assistance and guidance regarding canine welfare to FOA Trust members and members of the public, it must be appreciated that such guidance is based only on information supplied to FOA Trust and FOA Trust will NOT be liable for injury, loss or damage arising from such guidance supplied. Please note that all material on this website is the copyright of FOA Trust (UK). You may print any FOA Trust factsheet on this site for your personal use, private study or for teaching purposes in schools colleges or universities provided all material is marked "By kind permission of FOA Trust" 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 FOA Trust are registered Trade Marks. Any use of these Trade Marks other than for private study or teaching purposes as stated above must be made with the prior express permission of FOA Trust. If you are unsure what material you can or cannot use please contact the trustees on info@friendsofakitas.co.uk We can only provide raffle tickets to those aged 16 and over and resident in Great Britain. Please provide your age when ordering. Photography All photography on this site is reproduced with kind permission of the photographers concerned. We would like to thank the following for the use of some of their images from time to time on this site: Dean Lucas. This information was last updated in May 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.
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