Privacy Policy​

This website is operated by the The Zoomie Zone. We are committed to maintaining the trust and confidence of visitors to our web site and of all those who choose to communicate with us through any channel.  Here we’ve provided information on how, when and why we collect your personal information, how we use it, the limited conditions under which we may disclose it to others and how we keep it secure. The Zoomie Zone and The Zoomie Zone: Pet Care Services are registered as data controllers with the Information Commissioner’s Office under all applicable UK data protection legislation. This notice applies to the processing of personal data by the The Zoomie Zone and The Zoomie Zone: Pet Care Services.

 

Access Your Data:

You are entitled to view, amend, or delete the personal information that we hold about you.

You may amend your contact preferences by emailing thezoomiezone@gmail.com, or writing to us at: ADDRESS TBC.

You may request that your personal data is amended or deleted if you contact us by email or letter using the contact details above.

You may view all your personal data held by us by submitting a request to the above address. We will ensure your data request is handled in accordance with GDPR.

 

The Information We Collect:

We collect information you intentionally provide to us such as your name, company name, address, email address or telephone number.

We collect this personal information from you when you submit a contact form or make a donation through the website (Wix Donations) or subsequently through PayPal.

We collect additional personal information, intentionally provided to us by you, regarding your household when you submit an enquiry about homing a greyhound through our Interest Form through our website or over the phone, or if such information is provided via our standard contact form.

We may also receive information about you from third parties, for example from a friend or family member who wants to arrange a sponsorship for you or on your behalf.

We also use cookies to collect information in an anonymous form about your use of the website.

 

Your Rights As A Data Subject:

Under the General Data Protection Regulation (GDPR) data subjects (you) have several rights:

1. The right to be informed about the collection and use of your personal data, including: our purposes for processing your personal data, our retention periods for that personal data, and who it will be shared with.

2. The right of access to your data and supplementary information. You have the right to be aware of and verify the lawfulness of data processing.

3. The right to have inaccurate personal data rectified or completed if it is incomplete. You can make a request for rectification verbally or in writing.

4. The right to have personal data erased. This is also known as the ‘right to be forgotten’.

5. The right to restrict processing or suppress of your personal data. You can make a request for restriction verbally or in writing.

6. The right to data portability – you have the right to receive copies of the data we hold, in a machine-readable format upon request, for your own purposes.

7. The right to object to processing based on legitimate interests or the performance of a task in the public interest, or direct marketing.

 

Use Of Cookies:

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

 

We use cookies from Wix and Google Analytics to collect information about how visitors use our site, which we use to help improve it.  We collect this information in a way which does not identify anyone.  We do not make any attempt to find out the identities of those visiting this website. We will not associate any data gathered from this site with any personally identifying information from any source. 

 

Additionally, any third-party links to social networking services throughout our website (Facebook or Instagram) only deploy third party cookies if you have already signed up to these services and are signed into these services. 

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

 

How We Use Personal Information:

We will not rent, swap or sell personal information to other organisations for them to use in their own marketing activities.

The legal basis that we rely on for processing personal data will depend upon the circumstances in which it is being collected and used, but will in most cases fall into one of the following categories:

• where consent has been provided to allow us to use your data in a certain way

• where the processing is necessary to carry out for the performance of a contract

• where the processing is necessary for us to comply with a legal obligation; or

• where it is in our legitimate interests to perform our functions, for example, processing donations or sending administrative communications where our legitimate interest is to raise funds and/or to deliver our charitable purposes.

 

Service Providers:

While we have not yet enlisted such assistance, and have no current intention to, we may in future use service providers such as fundraising agencies, direct mailing companies, mobile marketing providers and software platform providers.  If this occurs, we will update our policies accordingly.  But our intention, should we choose to do this would be that in appointing new suppliers or reviewing contracts, we will undertake due diligence using consistent checklists and model clauses. 

We may give relevant persons within these service providers access to personal information, but only to allow them to perform their services for us.  Some service providers may be based outside of the European Economic Area (EEA) however, we will endeavour to ensure that any data transfers outside of the EEA are carried out in compliance with relevant data protection legislation and that the processing of your data is subject to appropriate security measures.

 

Legal Requirements:

We may disclose personal/sensitive personal information when required to by law, for example, to HMRC for tax purposes or to police forces for the prevention or detection of crime. Further, we safeguard the sharing of such information by using formalised information sharing agreements with organisations where appropriate, or on an ad hoc basis after ensuring the request and disclosure are legally compliant.

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Data Research And Accuracy:

On occasion we may also use personal information for research purposes so that we can improve our services and better meet the needs of the charity and its beneficiaries.  This may include us contacting people to see if they would like to become involved in one of our research projects. We also feature case studies on our website and materials about the work that our supporters undertake for us. In both instances we will always obtain prior consent before using data in these ways.

We continually strive to improve the quality and accuracy of the information provided to us, such as contact details, by checking against external data lists such as the Post Office’s National Change of Address database & The National Deceased Register. This helps us ensure our records are fully up-to-date and to avoid mis-directing communications, in line with GDPR regulations.

 

Types Of Information Processed:​

The types of information processed, and principal purposes of processing are set out below:

 

1. Staff, Volunteers And Trustees:

• Contact details, including emergency contact details

• CV

• Appraisal, supervision and disciplinary records

• Payroll information

• Sickness / absence records

• Bank account details

• Details of any driving licence penalties and criminal offences

• Conflicts or potential conflicts of interest

We collect this and any other information required for staff and volunteer administration, for the management of the charity and to fulfil the Trust’s obligations as an employer and/or as a charity.

Lawful basis for processing: Legal obligation or legitimate interest, dependent on the purpose. 

 

2. Individuals within other organisations, such as suppliers, rescue organisations and authorities

• Job role and/or title

• Contact details

This data is processed to manage relationships or transactions between the Greyhound Trust and that organisation. 

Lawful basis for processing: Legitimate interest

 

3. Public

We may collect personal information from a member of the public when someone:

• asks about our activities

• registers with us for information

• signs up for publications or newsletters

• volunteers or fundraises for us

• pledges (e.g. a legacy) or makes a donation

• signs up for an event

• homes or fosters a greyhound from us or expresses an interest in homing or fostering,

• purchases an item from the online shop

• telephones, writes, contacts us online or texts us or otherwise provides us with their personal information.

This can include information such as:

• name

• communication preferences

• email address

• postal address

• IP address

• telephone number (landline)

• mobile number

• date of birth

• bank account details

• greyhound homing data (Interest Form)

 

For donors this data is required to process donations, or to know whether someone is a taxpayer to allow us to claim gift aid. In some cases, we may also collect information from publicly available sources (see above, Data Research and Accuracy).

We also need this data when people wish to home a greyhound, along with more information relating to the household where it is proposed that the greyhound will live. This data is processed to deal with any queries relating to homing or proposed homing of a greyhound or for the purposes of ensuring the welfare of the greyhounds.

For event participants or attendees, people wishing to receive information or publications, volunteers or people wishing to fundraise for us, or people wishing to purchase something from our shop, we need this information to allow us to fulfil the request they have made or to support them in their chosen activities.

Lawful basis for processing: Legitimate interest or consent, dependent on purpose. 

 

You can change your preferences at any time by emailing thezoomiezone@gmail.com, or writing to us at: ADDRESS TBC.

 

Data Profiling And Analysis:

The Zoomie Zone and The Zoomie Zone: Pet Care Services may also carry out analysis of the personal information we collect about individuals and add publicly available information to create a profile of interests, preferences and ability to support us, including the amount or level of potential donation or legacy someone may be able to give.

This is so we can contact people in the most appropriate way and with the most relevant information, which enables us to raise funds sooner and more cost-effectively.

Lawful basis for processing: Legitimate interest 

 

Anyone who does not wish their data to be processed in this way can do so by emailing thezoomiezone@gmail.com or writing to us at: ADDRESS TBC.

 

Security:

We use a secure server when you donate. We also take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.

 

Destruction Of Personal Data:

Under GDPR personal data must not be held longer than necessary. When the data has been marked as ‘no longer necessary’ all care and appropriate measures should be taken to ensure that it cannot be reconstructed by any third parties. 

 

For further information on other ways in which we may use your personal information see below

• Donors and supporters

• Online donations and payments

• Marketing communications

• Homing a greyhound

• Purchasing a product from our online shop

• Volunteers and job applicants

• Visitors to our website

• Passwords

• Information Security

• Associated Websites

 

Our Donors And Supporters:

If you wish to support us by making (or pledging) a donation, registering to fundraise for us or signing up to an event, we will collect your name and contact details as a minimum.

Where appropriate, we may also ask for your date of birth and your motivation or personal experience for supporting us. We will use the information you provide to give you the services, products or information you asked for, tailor communications to you, to administer your donation including processing gift aid, to send you a thank you letter, to support your fundraising or manage your communication preferences.

We may also send you administrative communications, for example confirming a direct debit instruction when you have donated to us or reminding you that a subscription is due for renewal.

 

Online Donations And Payments:

To make a one-off online donation you can do so through the website using Wix Donations, or you can be directed to PayPal or Buy Me A Coffee which use security features and encryption to ensure your data remains safe. Further information about the collection and use of your data is provided on that payment gateway.

 

Marketing Communications:

Where you give us your consent, we will also use your personal data to send you marketing and fundraising communications in connection with the following marketing and fundraising activities and services:

• Supporter updates – including our newsletter and any other publications informing you about our work

• Appeals and fundraising activities – including requests for donations, information about how you can leave us a gift in your will, how you can raise money on our behalf or attend or take part in a fundraising event, communications relating to our raffle and updates on the impact that your fundraising activities have had on our work

• Volunteering – information about how you can help support our work by giving up your time or using your influence to progress our aims, along with updates on the impact of your work

• Shop products and other services – including information about products offered by our online shop (RedBubble sales etc) and other services that may be of benefit to you, such as pet insurance and pet friendly holiday homes

• Homing services – information about how you can access this service, communications and updates about the homing process.

• Hound ownership advice and support – including seasonal advice or information relating to current events that affect hound ownership such as changes in microchip laws.

 

You decide how you want us to contact you, whether by mail, email or by phone and you can update your communication preferences at any time by telling us when things change. From time to time, we will also send you a communication to update and refresh your communication preferences.

 

Homing A Greyhound:

When you apply to home a greyhound from us, we’ll need to share personal information such as your name, address and telephone number, to enable a home visit by one of our volunteers or the volunteers provided by the external supplier, The A-Team.  The A-Team is a national charity that provides home check and transport assistance to rehoming charities.

We make sure that all animals are microchipped when they’re homed from us; this is a legal requirement in relation to dogs. We will share your personal information with a microchip company in case your animal goes missing. Depending on which microchip is used, this will be one of the following providers: PetTrac or Petlog.  On some occasions, we may be prevented from registering the microchip with these providers and may have to use another such as, but not limited to, ChipWorks or SmartChip.  You will be notified of which provider your details will be provided to.

If you home a dog from us, you will be offered the opportunity to apply for five weeks of free insurance cover with Agria Insurance. We do not share your data with them if you do not complete this form. However, if you do compete the form, we will share it with Agria Insurance, who will contact you about your policy.

 

Requesting or hiring our Pet Care Services:

When you apply, and subsequently hire us to carry out pet care services, we will require you to fill in and sign several relevant forms that will include providing your personal information and veterinary information.  The Zoomie Zone: Pet Care Services takes the privacy of all our clients very seriously and will never share or disclose any of your details provided to third parties, with the exception of your nominated vet.

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We will only use your personal information for the purpose of operating the services you have hired us for, including but not limited to the following ways:

 

• to respond to any inquiries made by yourself to us

• to send appointment reminders via email and text message

• to send any special vouchers or promotions

• for market research purposes

• for record-keeping purposes

• to deal with inquiries and complaints

• to contact you about your appointment, dog collection or drop off, cancellations, rescheduling, or emergencies

• To ask you for a review

• To contact owner in the event of emergencies, walk updates or cancellations etc

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It is an explicit requirement that we have a minimum of your name, address, and phone number so that we can send walk updates reminders/changes or if we urgently need to contact you when your dog is in our care.

 

Unfortunately, we cannot accept a dog for walking, pet pop-ins or pet sitting without valid, up-to-date contact details.

 

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Purchasing A Product From Our Shops:

At current, we do not have an in-house shop.  We use external host shops such as RedBubble who’s privacy policies and terms and conditions are available on their websites.  We do not provide any personal data to these external providers, nor do they do so in return. 

We do track sales history via the built in analytics provided by the providers, but these do not provide any sensitive information.

 

Volunteers And Job Applicants:

If you apply for a job with us or volunteer, we’ll hold the personal information you provide to process your application.

We may undertake monitoring of recruitment statistics, in line with employment and data protection law.  If we need to disclose information to a third party, we will not do so without asking you beforehand unless the disclosure is required by law. For example, if we need to take up a reference, or obtain “disclosure” from the Disclosure & Barring Service.

If you apply to work with us, we’ll only hold your data for the purposes of that application. We won’t hold your personal information for any longer than is necessary for the purposes of that application.

For volunteers, personal information will be held and processed so that we can contact you about future volunteering opportunities. We’ll only hold information relating to the nature of your voluntary work and we’ll delete it in accordance with our retention policies.

 

Visitors To Our Website:

When someone visits The Zoomie Zone website, we use a third-party service, Wix Analytics, to collect standard internet log information and details of visitor behaviour patterns.

We do this to find out things such as how our website was accessed, and the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Wix Analytics to make, any attempt to find out the identities of those visiting our website. If we do want to collect personal information through our website, we will make this clear and explain what we will do with it.

We also use click through and open mail tracking when sending emails so that we can check whether the recipient has opened an email, unsubscribed, or clicked on a link to our website.  This enables us to assess the effectiveness of our email campaigns.

 

Passwords:

Our website, email or any other communications do not have registration or sign in opportunities to establish or request a password.  If you receive any phishing emails requesting a password for our website, please report this with a screenshot by email to: thezoomiezone@gmail.com

 

Information Security:

We ensure your data is kept secure by using up-to-date security features and procedures and we respect the privacy of all visitors to our website.

 

Associated Websites:

Our website include links to other websites, not owned, associated or managed by the The Zoomie Zone or The Zoomie Zone: Pet Care Services.  Whilst we try our best to only link to reputable websites, we cannot be held responsible for the privacy of information collected by sites not managed by us, nor can we accept responsibility or liability for them. For this reason, you should consult the privacy notice on any external website you link to before you submit any personal information to those websites.