Privacy Policy

Society for the Welfare of Horses and Ponies (SWHP) Privacy Notice for supporters, adopters and all other "data subjects" 

This Privacy Notice sets out the data processing practices carried out by SWHP (Registered Charity 266247) in relation to supporters, adopters and anyone else whose data we process.

Please note that all data captured will be used and held in accordance with the requirements of the General Data Protection Regulations (GDPR).

Information we collect

We collect information and personal data for the following reasons:

  • When you sign-up to become a member of SWHP;
  • When you request to become an adopter of one of our equines and subsequently sign-up to our adoption agreement;
  • When you make a donation (financial or gifts in kind) to SWHP;
  • When you fundraise for SWHP;
  • When you fundraise for SWHP via a third party giving website;
  • When you join givingabit.com and fundraise for SWHP as you shop;
  • When you request information such as fundraising or legacy information, or when you pledge a legacy to us directly or via a third party will writer;
  • When you apply for a job with us;
  • When you apply for a work experience placement or voluntary role with us;
  • When we take your photo or film for promotional or campaigning purposes;
  • When you enter a competition;
  • When you make a complaint;
  • When you get in touch via email or the 'Contact' page on our website;
  • When you call our welfare helpline to ask for advice or report a welfare concern;
  • When we give your horse a home;
  • When you participate in an SWHP event / activity; and
  • When we contact you for business related purposes.

Use of personal information

We process personal information collected for the purposes of:

  • Providing information about products and services, where you have agreed to receive such;
  • Providing and personalising our services;
  • Dealing with your enquiries, complaints and requests;
  • Administering orders and accounts relating to our suppliers or customers;
  • Administering supporter records;
  • Fundraising;
  • Advertising;
  • To administer our recruitment processes;
  • To administer the adoption process and determine your suitability to rehome one of our equines; and
  • To undertake business transactions.

 We ensure that personal data is only processed in line with the purpose for which it was originally intended.

Data capture information

Members

When you become a member you will receive postal mailings twice a year from SWHP, unless you instruct us otherwise.  If you would like to change how you hear from SWHP as a member, please email us at swhp@swhp.co.uk, call us on 01600 750233, or write to us at SWHP, Coxstone, St Maughans, Monmouth, NP25 5QF.

Employment and Volunteer applicants

For people applying for a job or voluntary role at SWHP we process your data in readiness for interview and to complete pre-employment checks such as the right to work in the U.K. If you are successful at interview we will process your data in readiness to enter into a contract of employment or volunteer agreement with us.

Adoption applicants

For people applying to rehome one of our equines the data we collect will be processed to administer the application process to determine suitability for one of our horses. If you are successful in your application we will process your data in readiness for entering into a guardianship agreement with you.

Contacting us

When making a complaint or an enquiry at SWHP we will log your comments on your individual member record. For cases when you are not a member, a new complaint or enquiry record will be created. This is to ensure we can respond to your comments and improve your experience for next time. Your record will be securely and confidentially held on our database, with restricted access. As a charity we are required to annually report on our complaints, however the information provided to the relevant bodies is anonymised.

When contacting our welfare helpline for advice or to report a concern we will record your name and preferred contact details for the purposes of logging your call and making contact again if we need to, or at your request. If you are reporting a welfare concern which may need to be investigated we may pass your contact details on to another equine welfare charity who may be better geographically placed to perform the check, however we will always ask your permission before doing so.

Retention

Our criteria for retaining data is that we will retain data to process in line with the original purpose. After that point SWHP will consider if there are other reasons we may need to retain data for a defined period of time i.e. legal, compliancy or operational reasons or for archiving or statistical purposes. If there is no reason for SWHP to retain the data it will be confidentially destroyed.

For more information on specific retention periods please email swhp@swhp.co.uk.

Disclosures

We will only disclose data when obliged to disclose personal data by law, or the disclosure is 'necessary' for purposes of national security, taxation and criminal investigation, or we have your consent. SWHP may also share your data with the following authorised third parties:

  • Suppliers who process data on our behalf for the purposes of deduping our records so that your personal details are not held more than once, and identifying if you have moved house, or passed away - we have a legal duty to ensure our data is kept accurate and up to date;
  • Print and Mailing companies for our member communications;
  • Successors in title to our business; and
  • Sharing data with fellow members of the National Equine Welfare Council (NEWC) in the public interest who may be able to perform welfare checks on our behalf for the purposes of preventing or addressing equine welfare issues.

When we pass on personal data to a third party we will make sure suitable data protection agreements to process data on our behalf are in place.

Other websites

Our website and social media pages may contain links to other websites that are outside our control and are not covered by this Privacy Notice. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours. 

Your data rights

You have the right to access the personal data SWHP holds on you. To make a subject access request write to swhp@swhp.co.uk or write to us at SWHP, Coxstone, St Maughans, Monmouth, NP25 5QF.  

You also have the right to request data rectification, erasure, restriction, portability, and to object to processing in some circumstances. For more information on your data rights, and when these rights apply, visit www.ico.org.uk.

Where SWHP suffers a data protection breach which places you at high risk, we will contact you as soon as possible to alert you to the breach, and help you take steps to ensure your data security going forward.

Data transfers outside of the European Union

To ensure that data is processed in line with the appropriate safeguards in place under GDPR, restrictions are in place concerning the transfer of data outside the European Union, to third countries or international organisations.

On the whole, SWHP does not transfer data outside of the EU. However in a web-based world we acknowledge that there may be instances where data could be processed outside of the EU. When this happens we ensure:

  • It has been determined by the Information Commissioner's Office (ICO) that the third country, the territory or one or more specific sectors in the third country, or the international organisation ensures an adequate level of protection (an example is the EU-US Privacy Shield framework between the United States and the EU); and
  • The organisation receiving the personal data has provided adequate safeguards by agreeing to standard data protection clauses adopted by, or approved by, the ICO.

In circumstances where the above safeguards are not in place, a transfer outside of the EU may still take place where it is:

  • made with the individual's informed consent;
  • necessary for the performance of a contract between the individual and the organisation or for pre-contractual steps taken at the individual's request;
  • necessary for the performance of a contract made in the interests of the individual between the controller and another person;
  • necessary for important reasons of public interest;
  • necessary for the establishment, exercise or defence of legal claims;
  • necessary to protect the vital interests of the data subject or other persons, where the data subject is physically or legally incapable of giving consent; or
  • made from a register which under UK or EU law is intended to provide information to the public (and which is open to consultation by either the public in general or those able to show a legitimate interest in inspecting the register).

Amendments

Please note that this Privacy Notice is subject to change from time to time. This Notice was created on 25th May 2018.

How to find out more

We care about your data security and want to ensure you are happy with how we are looking after it. To find out more about data protection at SWHP email swhp@swhp.co.uk, call us on 01600 750233, or write to us at SWHP, Coxstone, St Maughans, Monmouth, NP25 5QF. Alternatively you can find out more by visiting www.ico.org.uk.

You also have the right to lodge a complaint about how we have handled your data by contacting the Information Commissioner's Office (ICO), however we always welcome approaching us directly in the first instance to allow us to quickly address your concerns.