8. How the law applies to Wood Green
A legal obligation.
10. Data storage
13. Your information
Founded in 1924 Wood Green, The Animals Charity has grown to become one of the leading animal welfare organisations in the UK. We think owning an animal is one of the most rewarding things you can do and we are here to offer help and support to both people and their pets.
Wood Green Animal Shelter trading as Wood Green, The Animals Charity (charity no. 298348) (company no. 02073930) head office at Kings Bush Farm, London Road, Godmanchester, PE29 2NH.
Wood Green is registered as a data controller on the UK Data Protection Register (registration number Z6545728).
We’re committed to our vision of ensuring all pets are well cared for in loving homes for life. We take the same careful approach when it comes to protecting your privacy and respecting any information you share with us.
As a charity, it is important for Wood Green to be able to collect your data to process your enquiries, donations, and any other interactions you may have with us. We rely on continued donors’ interest, monetary contributions and goodwill, ensuring we are providing the best possible service to you and for our animals.
The main purposes for gathering your personal information are for: pet services, pet support and volunteering; for marketing activities; and for fundraising and transaction processing.
View our organisation's objectives for which we collect your data.
Depending on your interaction with Wood Green, here is a list of the following types of information we collect from you:
Your first name or initial, and surname
Your email address
Your telephone number
Your postal address
Payment details, if you donate or order products from our website, your payment details will be processed by our payment processors, Wood Green does not store any of your payment details, we are given a transaction ID by our payment processor. If you send Wood Green a cheque, this is banked, no details of your bank account are stored by Wood Green
Your Gift Aid declaration
A record of our communications with you
Your communication preferences
Your giving history
Your browsing history (see section Information from your devices (automatically))
Your interests, and reasons for your support
Your enquiry about a Pet or our services
Information collected as part of our rehoming service, such as details relating to your personal circumstances
Information about your Pet, such as their behaviour, medical conditions and treatments as part of the gifting process
Your next of kin details, such as when you are participating in a Challenge Event
Photography and videography, such as images at events, case studies and other marketing materials
Most of the personal data we process is given to us directly by our supporters, customers and volunteers in the course of their interactions with us.
This data can be collected
Online – information you provide when making an enquiry or donation
Online – information we collect from your devices using cookies
Post or Phone – when making a donation or enquiring about our services
We collect personal information from you when you visit our website, interact with us via a social media platform using a smartphone or computer and when you directly contact us.
Information you provide
When you use our website to: make an enquiry, volunteer, access pet services, or make a donation, you’ll need to give us some details, so we can do what you’ve asked us to do.
Similarly, if you make an enquiry, want to register as a volunteer, or make a donation by telephone or post, you’ll need to share some basic information about yourself.
Usually this will include -
Your first name or initial, and surname
Your email address
Your telephone number
Your postal address
Your payment details if you’re donating
We don’t store any of your payment details either online or through cheques. Instead, we’re given a transaction ID by our payment processor to complete the transfer, or the cheque is banked without your bank details being stored.
Information from your devices (automatically)
When you browse our website or our social media platforms your device will exchange information with these platforms, to ensure you have the best experience when navigating our online platforms.
IP (Internet Protocol) address: your IP address indicates your location, unless you are using a VPN (Virtual Private Network) service
MAC (Media Access Control) address: this is a unique identifier assigned by the manufacturer of your device
Device: what type of device you are using (smart TV, smartphone, laptop, desktop)
OS (Operation system): what operating system your device has (IOS, Android, Windows, Linux, MAC OS X)
Browser type & browser version: which web browser you are using (Internet Explorer/Edge, Opera, Chrome, Safari, Firefox)
Domain: depending on your device and browser settings, we sometimes identify the web address of the domain you came from before landing on our platforms
Clickstream data: this is a list of all of our web pages that you visited, and the order you viewed them in, on each visit to http://www.woodgreen.org.uk. We also record how much time you spend on each web page and record any actions you make on each page
If you call or write to our fundraising, supporter care or pet services teams, we may collect the following information about you;
Your first name or initial, and surname
Your email address
Your telephone number
Your postal address
Payment details, if you donate, order products from our website, your payment details will be processed by our payment processors, Wood Green does not store any of your payment details, we are given a transaction ID by our payment processor. If you send Wood Green a cheque, this is banked, no details of your bank account are stored by Wood Green.
You can control how we stay in touch with you, and what information we send you by accessing your preferences on our preference management centre section of our website.
If we do not have your email address or mobile number on our database, you can contact our Supporter Relations Team by:
Calling: 0300 303 9333 (Monday to Friday 09:00 to 17:00)
Writing to: Supporter Relations, Wood Green, The Animals Charity, King’s Bush Farm, London Road, Godmanchester, Cambridgeshire PE29 2NH.
In simple terms, your personal data may be used to help us effectively deliver our charitable services or raise funds for those charitable services, and/or deliver the best service for your Pet.
Wood Green will never share or sell your data to unauthorised companies or organisations. The only instance where we will share your data is with selected subcontractors for the purpose of assisting in the management and transactions for marketing, fundraising, and business insight purposes.
Below is a summary of how we use your data. How we use your data for these purposes will depend on the nature of our relationship with you. Examples of the ‘Purposes’:
Rehoming a Pet
Registered to rehome a pet.
To provide you with aftercare services
To communicate with you regarding the wider work of Wood Green, and how you might support us.
Bringing in a Pet
If you have brought a Pet to Wood Green to be rehomed
To register details of a lost or found Pet for the purposes of reuniting owners
To register details of pet ownership linked to microchipping pets
Reporting a lost or found Pet
To enable us to meet the relevant legal requirements where they apply to animals brought into our care
To enable us to recruit volunteers and foster carers
To support and train volunteers and ensure their safety
To enable us to communicate with volunteers regarding their volunteering work, the wider work of Wood Green and how they might support in other ways
Marketing and Fundraising
To send you marketing information including our Animals Matter Magazine, updates about our animals, general information about rehoming, volunteering and various ways you can support Wood Green, including fundraising, events such as road shows or community events.
To efficiently raise the fundraising income to enable us to help more Pets find loving homes
To manage, facilitate and record financial transactions associated with fundraising
To manage events and fundraising activities
To ensure that as many supporters as possible maximise the value of their donation through Gift Aid
If you have got in touch with us about leaving us a legacy, we will manage and administer your legacy pledge
To process registration fees (sometimes through third party websites), administer events
To collect and store images and videography with the purposes to promote future fundraising events
Analysis, targeting and segmentation
To better understand our supporters and allow us to serve you messages and marketing that are optimised for you and tailored to you, and to find more people like you who share our goal of ‘Pets in Loving Homes’
Profiling your personal data
An important component in finding new Wood Green supporters is profiling your personal data. We aggregate elements of your personal data such as age band, location, email & gender and match this data against other sources to find similar profile individuals. Secondly, we will sometimes bring in additional demographic data to enhance the information we have on you from third-party organisations like Experian. This information could be household composition, number of cars or socio-economic grouping for example. If you do not want Wood Green to use your personal data in this way, you can opt out of profiling at any time by visiting the Wood Green supporter preference centre.
From 25 May 2018, the new General data protection regulation (GDPR) applies to our collection and use of your personal data. Under GDPR Wood Green is required to have a legal basis for processing for both collecting and using your personal data. We use the following legal bases for processing; Contract, Legitimate Interest & Consent.
Wood Green will only process your personal information if any of the following apply:
We have asked you for your express consent and have a record of this (for example, we will ask for your consent to send you marketing communications by email)
We have a legitimate interest to do so. Our use will be fair and balanced and never unduly have an impact on your rights (for example, it is in our legitimate interests to analyse the data you provide so that we can improve our services and tailor our communications to you)
We have a contract with you which we can only fulfil by using your personal information (for example, if you purchase something from our shop)
We have a legal obligation to use or disclose information about you (for example, we are required by law to keep a record of Gift Aid declarations for six years).
In some cases, we will rely on consent, for example, to send you or make marketing and fundraising emails, phone calls and text messages. You can update your consent/preferences by logging onto our preference management centre
Under GDPR, Wood Green will use this legal basis for processing, if we feel that the use of personal data is legitimately in the interests of the charity, provided there is no disproportionate impact of our activities on you.
This legal ground for processing means that we can process your personal information if we have a genuine and legitimate reason for doing so, and that reason is not overridden by your rights and interests as an individual.
In some cases, we will contact you under the legal bases for processing under Contract. For example, when you support Wood Green by completing a direct debit form, rehome a pet with us, or enquire about our services.
A legal obligation
Sometimes we may have a legal obligation to process information about you – for example, we are obliged to keep financial records including Gift Aid for six years. We're required to notify the local dog wardens about strays that come into our care, and we’re also required to keep a record of your communication preferences, in accordance with the General Data Protection Regulation.
Please click on the link if you would like to read the legal basis for processing that we have for each use of your personal data.
We have considered and balanced our legitimate interests against individuals’ privacy rights in these scenarios and we do not believe that any adversely affect our supporters’ rights or interests. If you would like to find out more or ask us to stop processing your data in these ways, you can do this at any time by contacting us.
If you made a donation to Wood Green: we will keep the information you gave us and details of your donation, for up to seven years from the date of the last transaction with us.
If you expressed interest in or leave a legacy to Wood Green: we will keep the information you gave us and details of your planned gift until notified of the gift, or until you change your instruction.
If you enquired about or used Wood Green Pet Services: we will keep the information we have on you as an enquirer/user of this service for up to twenty years, which reflects how long your pet(s) might live. After that time, your personal data will be anonymised, we will keep your enquiry/service use details and communications history.
If you wrote to us: we will keep any correspondence with you for six years, although we may keep this information longer if your correspondence is a complaint.
In these cases, we’ll only retain data that is necessary for these purposes, and we will delete or anonymise other parts of the record.
In some cases, there will be a need to keep your data longer:
If you’ve signed up for our Pet Promise programme we would keep your data for a longer period, due to the fact that we have promised to look after your Pet if you no longer are able to.
For the purpose of recognising a Legacy Gift, as this could take decades until the gift reaches us. Further to this if the legacy gift is contested we need to evidence the history between the legator and Wood Green.
For the purpose of analysis to ensure that we can spot trends and adjust our business objectives to deliver a better service.
If you decide you no longer wish to hear from us, we’ll need to keep a note of that on our suppression list indefinitely.
If you’d like more information on our retention policy, please contact us.
Wood Green exercise the same commitment to your data, as to Pet’s in our care. Personal information we collect is stored and encrypted within our secure UK/EU IT infrastructure to provide the highest level of security.
Any time we transfer personal information within our organisation or to our subcontractors, we use an HTTPS secure connection, so the transfer of data is encrypted and safe. We only grant access to one of our subcontractors when there is an absolute need, and our ‘Privacy by Design’ approach means we always have privacy and security in mind when updating our policies. Privacy by Design is an information management standard that seeks to anonymise personal data held in commercial databases to further protect that information. Find out more about Privacy by Design.
Subcontractors: Wood Green use carefully selected subcontractors to assist in the management and structure of business information for transaction processing, marketing & business insight purposes. The information the subcontractors process includes the personal information we gather about you and your service use, transaction and online history with us. By ‘marketing’ we mean the specific purposes outlined in the Marketing Activities section of this document. Details on these subcontractors are as follows:
Qbase Data Services, whose registered office is 31-33 Bold Street, Warrington, Cheshire, WA1 1HL, for the purposes of building a single customer view database and business insight platform. Qbase are registered as a data controller, Z842993
Campfire Marketing, whose registered office is 15 Lansdown Road, Cheltenham, GL50 2JA, for the purposes of providing marketing services. Campfire Marketing is registered as a data controller, ZA172435
Syrenis Limited, whose registered office is Vanguard House, Keckwick Lane, Daresbury, Warrington, WA4 4AB, for the purpose of providing a Preference Centre online platform, Syrenis Limited are registered as a data controller, Z5275849
Pet Plan, whose registered office is 57 Ladymead Road, Guildford, GU1 1DB, for the purposes of providing pet insurance quotations and policies. Pet Plan are registered as a data controller, Z5277776
Better Impact Software, whose registered office is Third Floor, 207 Regent Street, London, W1B 3HH, for the purposes of registering and managing the details of Wood Green volunteers. Better Impact Software are registered as a data controller, ZA051032
RSM 2000, whose registered office is Wrest House, Wrest Park, Silsoe, MK45 4HS, for the purposes of online payment processing. RSM 200 are registered as a data controller, Z5529945
Telebank Limited, whose registered office is 124 Fairlie Road, Slough, Berkshire, SL1 4PY, for the purpose of responding to our Direct Mail appeals. Telebank are registered as a data controller, Z9563326
DM Focus Limited, whose registered office is 53 Dyer Street, Cirencester, Glos, GL7 2PP, for the purpose of data cleansing, and mailing suppressions. DM Focus are registered as a data controller, Z8642679
Action Mailing Services Limited, whose registered office is Unit 6, A1 Parkway, Orton Southgate, Peterborough, PE2 6YN, for the purpose of providing mailing services for our appeals. Action Mailing is a data controller, Z8672923
PMA Digital Limited, whose registered office is Bramble Wood Barn, Watery Lane, Church Crookham, GU52 0RN, for the purpose of providing digital services including website building. PMA Digital are registered as a data controller, Z2083862
DTV Optimise Limited, whose registered office is Daisy Holborn Studios, 49-50 Eagle Wharf Road, London, N1 7ED, for the purpose of providing telephone response handling services. DTV Optimise are registered as a data controller ZA000904
The Professional Fundraiser Limited, whose registered office is 6 Knowl Piece, Wilbury Way, Hitchin, Hertfordshire, SG4 0TY, for the purpose of providing face to face fundraising services. The Professional Fundraiser are registered as a data controller Z3120388
Personal Fundraising Services Limited, whose registered office is Kintyre House, 70 High Street, Fareham, Hampshire, PO16 7BB, for the purpose of face to face fundraising services, Personal Fundraising Services Limited are registered as a data controller, ZA036962
Blackbaud Europe Limited, whose registered office is 205 Kintyre House, West George Street, Glasgow, G2 2LW, for the purpose of providing the CRM database Raiser’s Edge. Blackbaud Europe Limited are registered as a data controller, Z819732X
Cybertill Limited, whose registered office is Clocktower Court Knowsley Park, Knowsley, Merseyside, L34 4AQ, for the purpose of providing electronic till systems, Cybertill Limited are registered as a data controller, Z8079118
Five Mile Films Limited, whose registered office is Park House, Park Street, Bristol, BS1 5HX, for the purpose of contact engagement for filming participation. Five Mile Films Limited are registered as a data controller, ZA474287
You’re legally entitled to this information under the General Data Protection Regulation and the Privacy & Electronic Communications Regulation. You can also object to Wood Green processing your data – either automatically or otherwise – if it’s causing you distress, or if the information is inaccurate, or if you object to the marketing messages, or if you would simply like it removed from our IT infrastructure.
Those rights regarding your personal data are as follows:
The right to access a copy of your personal information that we hold
The right to object to our processing of your personal data, if our doing so causes you distress
The right to prevent Wood Green processing your data for direct marketing purposes
The right to object to decisions being taken using automated means that includes your personal data
Your right to have inaccurate personal data rectified, or destroyed
Your right to have your data erased from our IT infrastructure
The right to data portability
You can find out more about your personal data rights in the UK from the Office of the Information Commissioner www.ico.org.uk
The Data Protection Officer, Wood Green Animal Services, Kings Bush Farm, London Road, Godmanchester, Cambridgeshire PE29 2NH.
Or email: DPO@woodgreen.org.uk
Please note that Wood Green (or our authorised service providers) or our commercial partners may film or photograph participants, volunteers and spectators attending or taking part in events and use such footage or photographs.
We do this in order to publicise the event for commercial and/or fundraising purposes including, but not limited to: television broadcasts, advertising, publications, marketing material, merchandising, social media, personalised direct mail and other media that may be made available to the public. Secondly, to enable our commercial partners to publicise their involvement and/or association with the event.
No personal details (including names) of any under 16-year-old participants will be used in any publicity materials without the written consent of their parent or legal guardian, but we may use images where children are incidentally included (for example, images of mass participation in the warm-up exercises, or on the starting line).
In the first instance, please talk to us directly so we can help resolve any problem or query.
You can reach our Supporter Relations team on:
Phone: 0300 303 9333
Post: Supporter Relations Team, Wood Green, The Animals Charity, King’s Bush Farm, London Road, Godmanchester, Cambridgeshire PE29 2NH
You can also register with the fundraising preference service (FPS). This service is run by the Fundraising Regulator and allows you to stop email, telephone, addressed post, and/or text messages from a selected charity or charities by using the online service at public.fundraisingpreference.org.uk or by calling 0300 303 3517. Once you have made a request through the FPS, we will ensure that your new preferences take effect within 28 days.
You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about Data Protection using their helpline 0303 123 1113 or at www.ico.org.uk
If you have any questions about this Policy, or about how Wood Green manages your data, please contact our Supporter Relations Team:
Phone: 0300 303 9333
Post: Supporter Relations Team, Wood Green, The Animals Charity King’s Bush Farm London Road Godmanchester Cambridgeshire PE29 2NH
When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally.
These pieces of information are used to improve services for you through, for example:
enabling a service to recognise your device so you don't have to give the same information several
times during one task
recognising that you may already have given a username and password so you don't need to do it
for every web page requested
measuring how many people are using services, so they can be made easier to use and there's
enough capacity to ensure they are fast
This policy was last updated on 10 July 2019.