Privacy Notice
1. Introduction
HyeTails Animal Rescue (“HyeTails”) respects your privacy and is committed to protecting your personal data. This privacy notice details how we collect, process, and store your personal data when you interact with us as a donor, supporter, volunteer, beneficiary, or partner charity, and informs you of your legal rights under UK data protection law.
2. Data Controller
HyeTails is the data controller responsible for your personal data.
Contact Details:
Charity Name: HyeTails Animal Rescue
Charity Registration Number: 1216271
Registered Address: Acre House, 11-15 William Road, London, NW1 3ER, United Kingdom
Email Address: hyetailsanimalrescue@gmail.com
3. The Data We Collect
We collect, use, store, and transfer different kinds of personal data depending on your relationship with us:
- Donors & Supporters: Name, email address, postal address (where provided via CAF Donate for Gift Aid or administrative purposes), and details of the donation amount. We do not directly collect or store your credit/debit card or bank details when you donate via CAF Donate; these are handled directly by the payment platform.
- Members of the Public (Form Submitters/Inquirers): Name, email address, telephone number, and any personal information you choose to include in your message via our contact forms, Gmail, or WhatsApp.
- Social Media Users: Your username, profile information, and the contents of any messages, comments, or interactions you have with our accounts on Instagram, LinkedIn, and TikTok.
- Volunteers & Partners: Name, contact details, and administrative communications necessary to coordinate operations.
- Beneficiaries: Information voluntarily shared with us to facilitate the administration of financial aid.
4. How We Use Your Data and Lawful Basis
We only process personal data when permitted by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The table below outlines our purposes and lawful bases:
| Purpose/Activity | Type of Data | Lawful Basis for Processing under UK GDPR |
|---|---|---|
| To record and manage donations, and claim Gift Aid | Identity, Contact, Transaction | Legal obligation; Performance of a contract |
| To respond to inquiries sent via our contact form, email, or WhatsApp | Identity, Contact, Communications | Legitimate interests (to respond to public and supporter queries) |
| To interact with supporters, raise awareness, and manage communications via social media (Instagram, LinkedIn, TikTok) | Identity, Communications | Legitimate interests (to promote the charity and engage with the public) |
| To manage relationships with partner charities and future volunteers | Identity, Contact | Legitimate interests (to coordinate the administration of aid) |
| To maintain regulatory compliance and accurate financial records | Identity, Contact, Financial, Transaction | Legal obligation |
5. Data Sharing and Third-Party Processors
We share your personal data with trusted third-party service providers and professionals who perform operations on our behalf:
- Communication & Storage Providers: Google Workspace (Gmail and Google Drive) and WhatsApp, used for secure digital storage and daily communications.
- Financial & Payment Platforms: CAF Donate, CAF Bank, and Virgin Money to process incoming donations and handle funds.
- Social Media Platforms: Meta (Instagram), LinkedIn, and TikTok process data as separate controllers when you interact with our accounts on their platforms.
- Accounting Software: Xero, used to maintain accurate financial and tax records.
- Professional Advisors & Regulators: Our appointed accountants, legal representatives, HM Revenue & Customs (HMRC), the Charity Commission, and other UK regulators where required by law.
6. Third-Party Links
Our website and communications may include links to third-party websites, plug-ins, and applications (such as CAF Donate, Instagram, LinkedIn, and TikTok). Clicking on those links or enabling those connections may allow third parties to collect or share data about you.
We do not control these third-party platforms and are not responsible for their privacy statements. When you leave our website or interact with our social media profiles, we encourage you to read the privacy notice of every platform you visit.
7. Data Security and Retention
We use appropriate administrative, technical, and physical safeguards to protect the security, confidentiality, and integrity of your personal data. This includes strong password protection, encryption where applicable, and strict access controls to prevent your data from being accidentally lost, altered, disclosed, or accessed in an unauthorised way. Access to your data is limited to the core team managing the charity who have a direct operational need to know.
We only retain your personal data for as long as necessary to fulfil the purposes we collected it for. By UK tax law, we must retain basic transaction and donor information (including Identity, Contact, and Transaction Data for Gift Aid purposes) for six years after the end of the financial year in which the transaction occurred.
8. Your Legal Rights
Under UK data protection laws, you have the following rights regarding your personal data:
- Access: The right to request a copy of the personal data we hold about you.
- Correction: The right to request that we correct inaccurate or incomplete data.
- Erasure: The right to request that we delete your data where there is no lawful reason for us to continue processing it.
- Objection/Restriction: The right to object to or restrict our processing of your data under certain conditions.
- Withdraw Consent: The right to withdraw your consent at any time where consent is the sole lawful basis for processing.
How to Exercise Your Rights
To exercise any of these rights, please contact us using the email address listed in Section 2. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.
We try to respond to all legitimate requests within one calendar month. Occasionally it may take us longer if your request is particularly complex or you have made a number of requests, in which case we will keep you updated. You will not have to pay a fee to exercise your rights; however, we may charge a reasonable fee or refuse to comply if your request is clearly unfounded, repetitive, or excessive.
9. How to Complain
If you have any concerns about our use of your personal data, you can make a formal complaint to us directly. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK statutory regulator for data protection, via their website at www.ico.org.uk.
10. Changes to this Privacy Notice
We keep our privacy notice under regular review. We may update this notice from time to time to reflect changes in our practices or legal obligations. Any material changes will be communicated to our supporters, and the latest version will always be available upon request.
Last updated: 3 July 2026
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