Save the Rhino International takes its responsibility to protect your data very seriously.
The following questions and answers are intended to help you to understand how we collect, use, store, and protect information about you.
It refers to personal data, i.e. any information which identifies you or which can be identified as relating to you personally.
If at any time you have a question relating to this policy or wish to change your preferences (for example to unsubscribe from emails you have previously opted into) please don’t hesitate to contact us in one of the following ways:
Phone: +44(0)20 7357 7474 (our office hours are 10am-6pm Monday to Friday UK time)
Write to: Save the Rhino International, Unit 3 Coach House Mews, 217 Long Lane, London, England, SE1 4PR.
Who we are
Save the Rhino International (SRI) is a registered charity, number 1035072. This means that Save the Rhino is registered with the Charity Commission for England and Wales.
With regards to protecting your data, SRI is a data controller, subject to the Data Protection Act 1998 (DPA) and the General Data Protection Regulation 2018 (GDPR).
What personal data do we collect?
This section describes the types of personal information we collect and how this data is collected.
1. Personal data you provide
The data you provide may include personal information, such as your name, address, telephone numbers, e-mail address, date of birth, or signature, as well as financial information, such as your bank or credit card details when processing a membership application, donation, or purchase. It could include your taxpayer status for claiming Gift Aid, and employer details (e.g. for payroll giving).
You might provide this through our website, via email, in paper form, or verbally.
Examples of times you might actively provide data to us are:
- buying a membership
- making a donation
- purchasing a product from our shop
- answering a survey
- registering for an event
- through communication with our staff via phone or email.
If you purchase a gift membership or a family/Rhino Savers membership your details will be recorded as well as the recipients (in the case of a gift membership) or your family members (for a family/Rhino Savers membership) and we will record your relationship to the other person(s).
Data may sometimes be collected at SRI events, but you will always be informed about this and be asked to opt in or opt out.
You may have also told us about your interests and preferences, such as the type of rhino programmes you are most interested in, or the ways that you would like to be involved with the charity, or you may have given details such as your company or employer, which will help us build up a picture of the types of activities you might be interested in hearing about in future.
If you are volunteering for us we may ask for additional information from you, for example emergency contact details or details required to conduct a reference check, but you will be aware of the data being collected as we will ask you specifically for this.
2. Personal data generated by your activities with Save the Rhino
When interacting with Save the Rhino online, some of your data may be collected.
Examples of times your personal data may be generated by your activities are:
- Our website uses local storage such as cookies. Please see more information on cookies here.
In addition, records of how you have been involved with Save the Rhino in the past, for example through donating, volunteering, or taking part in SRI events, are kept on our database as a record of your support.
Regarding payments, SRI will record details such as the transaction amount, the payment method, and the date of your transaction, so that our accounts can be reconciled and audited.
3. Information from third parties
We sometimes receive personal data about individuals from third parties. An example would be when you make a donation to Save the Rhino International through JustGiving or Virgin Money Giving who will then send us your information. We may receive your personal details from third party organisations, such as from corporate partners, where you have provided consent for your personal details to be shared with SRI. This may be in relation to a joint membership scheme, fundraising activity or a co-hosted event.
Personal data could be information such as your name and contact details, and/or financial information if it is a transaction. This will be data that you have provided to the third party, as in section 1.
Details such as your age group and location may be provided through your activity on our social media pages as it is analysed by Facebook, Instagram and Twitter. This data is used to ensure that you are receiving relevant and timely information about our work.
In instances where we are receiving information from a third party organisation they will have informed you via a privacy notice; please check the relevant websites for their privacy policies and to set your data preferences.
We may also obtain information about you from a family member, friend, or contact who contacts us on your behalf or if a fundraiser passes on your details to us.
4. Special categories of personal data
We do not normally collect or store special categories of personal data (also known as sensitive personal data). However there are some exceptions and situations where this will occur. An example is health-related data, e.g. dietary or access requirements when you are attending an SRI event, or health related information when borrowing a rhino costume for an event. We may require health related information when you volunteer for us
5. Accidents or incidents
If an accident or incident occurs on our property, at one of our events, or involving one of our staff or volunteers we’ll keep a record of this (which may include personal data and sensitive personal data).
If you are an employee of a company, charity, Charitable Trust, or Charitable Foundation we work with, we may have a record of your name and work-related contact details (including telephone, address and email), and your signature relating to any contracts In instances where we have a contract with an organisation, such as a corporate partnership, it may be necessary for SRI to process the personal information of your name and work-related contact details to enable SRI to carry out the contract requirements to which your organisation is a party.
Save the Rhino International has offered a Rhino Savers membership scheme intended for those 16 and under. We requested a Year of birth when a Rhino Savers membership was set up to track the age of the recipient and ensure that communications in the membership pack are tailored appropriately. Apart from this information collected was minimal and for the administration of the membership, such as contact details of the parent/guardian to send the membership pack and to send the associated mailing of our annual supporter magazine.
How do we use your information?
This section describes the purposes for which we would process and store your data.
In order to carry out the work of the charity we may:
- Keep your personal data such as name and contact details alongside records of your involvement with Save the Rhino so that we can work effectively with our volunteers, members and supporters and acknowledge your support
- We may need to keep certain personal data to fulfil a transaction (such as a purchase or contract) or to manage an event
- We will keep records of financial transactions, such as donations, and information such as Gift Aid instructions in order to comply with our financial responsibilities to HMRC (however we do not keep records of your payment details once the payment has been processed by SRI)
- Write to you or email you regarding a donation, membership, or product you have bought to confirm receipt of funds and to let you know about the impact of your donation
- We will keep information that allows us to respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this)
As a charity we rely on fundraising to achieve our objectives and therefore keeping in touch with you about our work and activities is an important activity. However we want to make sure that we are doing this in line with your preferences and choices and that you are not receiving any information from us that you do not wish to. You are always in control of your data.
We may send you postal mailings such as a copy of our annual supporter magazine, if we consider this will be of interest to you and it is in the legitimate interest of the charity. From time to time we may consider sending other postal mailings, but we will ensure that any mailings are appropriate and proportionate, and you may opt out of receiving postal communications at any time by contacting us (see below).
Our emails and/or postal mailings may occasionally contain information about our partners, or third party products and services, but these communications will always come from Save the Rhino International and will be incorporated into our own marketing materials.
If you wish to change your preferences please contact us: email email@example.com, phone +44(0)20 7357 7474 (our office hours are 10am-6pm Monday to Friday UK time), or write to Save the Rhino International, Unit 3 Coach House Mews, 217 Long Lane, London, England, SE1 4PR.
3. Research and analysis
We may use your data to tailor our communications with you. For example, details we hold within our records such as your location may be used to send you more relevant information. This might include tailoring an email to contact only locally-based supporters regarding a particular event. In addition, information about you is gathered when you use external sites, including social media, that links to our page. Your data is analysed by these sites and may then be used by Save the Rhino as a way to ensure you are receive interesting and relevant content. By understanding your interests, we can tailor the updates and posts that you see. Using data in this way allows us to gather feedback and better share information with you. Please remember your data sharing preferences on external sites are not controlled by Save the Rhino and we would advise that you check the privacy policies of all organisations you engage with.
We may also analyse your data in other ways to assist with our fundraising work. For example, where we have identified that you may have the capacity or affinity to support at a higher level, or get involved in different activities, we may use the information we hold about you to identify connections between you and our existing circle of supporters or to get in touch.
4. Sharing your data
We will never sell your data.
We may share personal data for a specific purpose related to the administration of the charity, for example, with a courier carrying out a delivery, or when partnering with another charity or company on an event. We will ensure that partners and suppliers we work with are treating your data appropriately and complying with GDPR. We will be sure to inform you in each of these instances.
We may disclose your personal information if we are requested or required to do so by a regulator or in order to comply with any other applicable legal obligation.
What is our legal basis for processing data?
The legal reasons that we are able to process your personal data are the following.
- It is in the legitimate interests of the charity. Save the Rhino’s legitimate interests include administration of the charity, keeping in touch with our supporter base, tailoring our communications, and sending out our supporter magazine.
- It is necessary to complete (or prepare) a contract with you. A contract does not only refer to a formal signed document in this instance but also refers to Save the Rhino fulfilling a transaction, through our website for example if you purchase a product from our online shop.
- We have a legal obligation. We have certain legal obligations to retain data, particularly relating to financial information. For example, we must retain Gift Aid forms as a requirement of HMRC.
- You have given us your consent. This will always apply to email marketing. We will only send you email newsletters if you have specifically given us your consent.
How is your personal data stored?
We ensure that any personal data we collect that needs to be stored is kept securely. We control who has access to your information, follow data protection policies and procedures, and ensure our staff receive data protection training on at least an annual basis.
Our website is protected by a Secure Sockets Layer (SSL) to give you peace of mind when carrying out any transactions on our site and inputting data. However please ensure that when carrying out any online activities your computer is secure; these activities are at your own risk. SRI does not store any card details that you input online as these are processed through a secure, third party payment system (Worldpay and Stripe).
When your data is stored by us or our secure suppliers, we will always ensure that this is retained in accordance with the law. In the European Economic Area (EEA), data will be processed and stored in line with the GDPR, and outside of the EEA, we will ensure that our suppliers process data to at least this standard.
The length of time your data is stored for depends on the purposes for which it was collected and recorded. We follow an internal policy to ensure that data no longer required or meeting the purposes of collection will be deleted.
Requests to view, update, and remove personal data
You have the right to request a copy of your personal data that has been recorded by SRI, to have your data kept up-to-date, and/or to request for it to be deleted (though this will not apply where it is necessary for us to continue to use the data for a lawful reason). If you would like to make any requests relating to your data please contact firstname.lastname@example.org. Requests will be dealt with within 30 working days.
To find out more about your rights relating to your personal data please visit the Information Commissioner’s Office (ICO) website. The ICO is the independent authority in the UK that oversees data protection regulation and upholds information rights.
Keeping us informed
It is important for us and for you that we store the correct information about you. To ensure that we are kept up-to-date, so that we can send you the mailings or information that you have requested, please contact us on +44 (0)20 7357 7474 or email at email@example.com
This policy was last updated in May 2018.