Privacy

Bransby Horses has been rescuing, rehabilitating and rehoming horses for over 50 years. The high standard of care we provide to our animals is the same applied to the protection of your personal data. Our values are present in all we do including safeguarding your personal data.

This Privacy Notice sets out how Bransby Horses collects, processes and uses the personal data you give to us and explains your rights.

This Privacy Notice is available to empower you and develop trust between us.

We kindly ask you to read our Privacy Notice

BRANSBY HORSES PRIVACY NOTICE

Data Controller:

Bransby Horses of Bransby House, Bransby, Lincoln, Lincolnshire LN1 2PH is the data controller for Bransby Horses charity registered in England and Wales under registered number 1075601; Company Limited by Guarantee Registered in England and Wales No: 3711676 and our subsidiary Bransby Horses Trading Limited registered company number 02480383

For any questions or queries please contact our Executive Director of Finance & Resources on 01427 788464, who is responsible for data protection.

Purpose for processing:

Our purpose for processing your personal data (data) is to support the running of the charity in order to achieve its Objects and to enable us to communicate with you.

The Data Protection Act 1998 defines personal data (data/PD) as any information that relates to an identifiable person who can be directly or indirectly identified by reference to that information.

Under the Data Protection Act 1998 and General Data Protection Regulations 2018 (GDPR) we are required to provide certain information to you about how we handle your data to ensure we are transparent, open and honest.

We will never sell your data to or swap your data with third parties for their own marketing interests.

We do not collect any special categories of personal data, criminal convictions or offences about you without your consent such as when you submit a job application (HR Privacy Statement is available) to us or an animal under your care or ownership is subject to legal action and/or are the subject of a court case.

It is your duty to inform us of any changes to your personal data during your relationship with us.

Data Protection Principles – data must be:

Used lawfully
Collected only for valid purposes that we have clearly explained and not used in any way that is incompatible with those purposes
Relevant to the purposes we have told you about and limited only to those purposes
Accurate and kept up to date
Kept only as long as necessary for the purposes we have told you about
Kept securely.

We will hold the minimum amount of data needed which could be your name, address, telephone number, financial details to facilitate an order and email address with your consent to use it, so that we may communicate with you.

By providing your data to Bransby Horses, you consent to the collection and use of it in line with law and this Privacy Notice, which may change from time to time.

YOUR RIGHTS

Right to be informed:

You have the right to be informed about the collection and use of your data.

Right to Access:

You have the right to obtain confirmation from Bransby Horses that your data is being processed and request information about that processing, unless there is a legal ground for not doing so such as legal or court action.

You have the right to access (a subject access request) the information we hold about you. This right is usually free and we will respond to you within 30 days.

If you want to exercise this right, please put your request in writing together with proof of your identity and send it to:

Executive Director of Finance & Resources, Bransby Horses of Bransby House, Bransby, Lincoln, Lincolnshire LN1 2PH.

Right of Rectification:

You have the right to rectify the data we hold to ensure it is accurate, complete and up to date. Please tell us if your details change so we can update our records to ensure they are correct. You can make a request verbally or in writing.

Right to Object:

Under your right to object you can request we stop processing your data based on legitimate interests or for the purposes of direct marketing at any time unless we have another basis for doing so in law.

If you want withdraw your consent and request us to stop processing your data please contact us on 01427 788464, visit www.bransbyhorses.co.uk where contact details are at the bottom of every page or email: mail@bransbyhorses.co.uk

Right to Erasure:

You have the right to have data erased in certain circumstances, which is also known as the right to be forgotten, unless we have another basis in law for retaining this data.

This is especially important for the processing of children’s data.

You can make a request verbally or in writing.

Right to Restrict Processing:

You have the right to request the restriction or suppression of your data in certain circumstances. We may continue to store your data but not use it. You may make a request verbally or in writing.

Right for the Transfer of Personal Information to another Party:

This is your right to have your data that we hold moved, copied or transferred from one IT environment to another in a safe and secure way. This allows you to reuse your data for your own purposes across different services.

Right to Complain:

To register a complaint please contact us at our registered office address or email: dataprotection@bransbyhorses.co.uk

You also have the right to lodge a complaint with the supervisory authority, Information Commissioner’s Office, https://ico.org.uk/

Our responsibility for your data:

GDPR states that we may only process your data if there is a legal ground for doing so. Processing or using your data covers everything we do with your data once you have freely given it to us.

When processing your data the charity will ensure there is a legal ground for doing so, that the processing is necessary for that purpose and the legitimate interest does not override your interests, rights or freedoms and that the processing is for a purpose you would reasonably expect from us.

Out of the six legal grounds, the following four are more applicable:

Consent: this is where you have freely given clear consent to us to use your data for a specific purpose but we may contact you under the ground of legitimate interest where it is not practicable to seek and obtain your consent.
Contract: the processing of your data is necessary for a contract you have with us or to enable one, such as to process a donation, gift aid or your order to purchase goods from our web shop.
Legal Obligation: this is where it is necessary for us to process your data to comply with the law e.g. to process gift aid or financial records that must be kept for a specified legal time or shared with HMRC or PayPal.
Legitimate Interest: this is where the processing of your data is necessary to pursue legitimate interests of our own which is the running of the charity unless there is a good reason to protect your data that overrides those legitimate interests (e.g. harms your rights as an individual).

Examples (this is not an exhaustive list):

For posting updates on the work of the charity to you until you tell us to stop
To analyse data to ensure we send you articles, updates or information of interest to you until you tell us to stop
Process a donation or order
To enable us to monitor and improve our services
To protect your data and ensure it is secure from fraud.

Collection of data:

We will collect data from you in a variety of ways.

We will comply with Privacy and Electronic Communications Regulations (PECR) and will obtain your specific consent to communicate with you via email.

We will collect and process your data when you contact us in any way or provide us with your data in any way until you tell us to stop.

We will collect, process and hold (for as long as necessary or as legally required) data from you at opportunities such as (this is not an exhaustive list):

Correspondence and communications with you including our bi-annual Bransby Life
Marketing and communications data including your preferences in receiving marketing from us as well as your communication preferences
Transactions including financial transactions through our website including orders
Details of payments to/from you and details of products you have purchased from us
Visits in person to our site, shops and Visitor Centre
Visits to our website
Job application (HR Privacy Statement is available)
Application to rehome an equine under the Perfect Partner Scheme
A report of concern over the welfare of an animal
An animal under your care or ownership is subject to legal court action
A membership scheme such as the Sponsorship Scheme or Friends of Bransby Horses
Competition entries
Lottery entries
Feedback forms/surveys
Gift Aid on donations and donated goods
Donations and direct debits
Social media interaction
Technical data
Demographic data including postcodes
Usage data including how you use our website and products.

Data retention:

All data will be held for as long as necessary or legally required to fulfil the purposes it was collected for, including for the purposes of satisfying all legal, accounting or reporting requirements.

In some circumstances, we may anonymise or pseudonymise data so it can no longer be associated with you.

We maintain a central and secure database of financial data, which will be held as long as legally required.

The robust security measures in place include restricted access control, use of passwords, encryption and training which are reviewed and updated regularly and as required.

Data for or to be used as evidence for legal or court action will be held indefinitely.

Sharing of data:

We may share your data with our subsidiary under s1159 of the UK Companies Act 2006, third parties and trusted service providers engaged by us to work on our behalf such as: a mailing company; HMRC to reclaim Gift Aid; banks, insurance companies or PayPal or where we are legally bound to do so.

For the administering, resolving and/or defending any complaint received, claim against us in relation to our work which may involve sharing data with insurers, professional advisors (including solicitors and barristers) and the courts.

Destruction of data:

Data will be destroyed when:

It is no longer necessary or required;

You exercise your right to object and we are legally bound to comply;

As required by law.

Marketing:

Under the ground of legitimate interest, we can send you marketing by post without your prior consent but you can tell us to stop at any time. To update your communication preferences please contact us:

Email: mail@bransbyhorses.co.uk

Tel: 01427 788464

We will not process your data for direct marketing unless we are legally permitted to do so or you have given us your consent.

We will ask you to actively opt-in to receive certain direct marketing material from the charity.

Transferring data outside the UK:

Whilst we do not routinely do so, we may transfer data outside the UK by using third parties such as MailChimp operated by Rocket Science Group as they store and process data in the USA. We act appropriately to protect the security of data to try to ensure it is consistent with UK and Data Protection laws and comply with the relevant legal requirements to ensure this (such as contractual terms, EU Adequacy, Privacy Shield Frameworks).

Automated decision-making:

We use processes that rely on the automatic processing of your data through Mailchimp and website emails to send shop purchase and website login and information to you. Automation is used for processing communications to sponsors, friends of Bransby Horses and general communications.

Website:

Transmission of information via the internet is not totally secure and whilst we cannot guarantee the security of your data we will do all we can to protect your data on our website but any transmission is at your own risk.

Information and data collecting and processing is through a variety of ways such as IP address, operating system, browser type, location data, weblogs and communications.

Links to third party websites:

Any links on our website to other websites will, if followed, be at your own risk. They will refer to their own Privacy Notice, which you should read for each website you visit. We currently link to a number of third party websites including Facebook, Google and more. We do not control these websites and are not responsible for their Privacy Notices. Clicking on these links may allow third parties to collect or share data about you.

Bransby Horses is not responsible or liable for how your data is used or processed on any other website or by any other third party or for information they provide.

Social Media:

Please read how the providers of these sites will use your data and read their Privacy Notices before you give them your data and check any privacy settings and reporting mechanisms to control how your data is used. Bransby Horses is not responsible or liable for the use of your data that you choose to share with them.

The charity uses a tool that enables the central management of all of the charity’s social media scheduling channels. Whilst the tool does not directly process any personal data it does record activity and have access to supporter’s personal data via their social media channels.

Photography, video and CCTV:

All photography used on the website is with the permission of the photographer.

All video on this site is with the requisite permission.

Bransby Horses respects and complies with requests not to use images or videos taken at the Bransby Horses’ sites or by Bransby Horses and provides the opportunity for withdrawal of consent for the use of images and videos taken. Permission for use of photographs/filming is sought where possible prior to use.

CCTV images are held for 90 days.

Updating our Privacy Notice:

All information here is correct to the best of our knowledge and belief.

We will amend and update this Privacy Notice as necessary, without informing you, to ensure we remain compliant so please check it regularly www.bransbyhorses.co.uk

If Bransby Horses or the majority of its assets were to merge or be acquired by a third party the data held by Bransby Horses would be transferred to the third party.

For any questions or queries please contact our Executive Director of Finance & Resources on 01427 788464 who is responsible for data protection.

Email: dataprotection@bransbyhorses.co.uk mail@bransbyhorses.co.uk

Privacy Notice updated May 2023