Privacy policy
Penny Jones Animal Hospice ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your information when you interact with us online, by email, by phone or in person.
We are a registered charity in England and Wales (Charity Number: 1172147) and our registered address is:
Rigghead Cottage
Hethersgill
CARLISLE
CA6 6HH
We are the data controller for the personal data we process.
1. Personal data we collect
We may collect and process the following categories of personal data:
1.1 Information you provide directly
- Name
- Email address
- Postal address
- Telephone number
- Donation information
- Gift Aid declarations
- Contact form submissions
- Volunteer applications
- Event registrations
- Safeguarding disclosures (where relevant)
1.2 Information collected automatically
When you visit our website, we may collect:
- IP address
- Browser type and version
- Device information
- Pages visited
- Cookie identifiers
- Analytics data (if you consent)
1.3 Information from third parties
- Donation platforms (e.g. PayPal, Stripe, JustGiving)
- Email marketing services
- Social media platforms
- Referral partners
- Publicly available sources
2. Legal basis for processing
We process your personal data under the following lawful bases:
- Consent — e.g. email newsletters, non‑essential cookies
- Contract — e.g. processing event bookings
- Legal obligation — e.g. Gift Aid, safeguarding, financial records
- Legitimate interests — e.g. charity administration, supporter engagement, fraud prevention
- Vital interests — only in rare safeguarding or emergency situations
3. How we use your personal data
We may use your information to:
- Process donations and Gift Aid claims
- Respond to enquiries
- Send updates, newsletters or fundraising appeals (with consent)
- Manage volunteer applications
- Administer events and activities
- Maintain charity records
- Improve our website and services
- Meet legal and regulatory obligations
- Protect beneficiaries, staff, volunteers and the public
We do not sell your personal data.
4. Sharing your information
We may share your data with:
- Payment processors (e.g. PayPal, Stripe)
- Email and newsletter platforms
- Cloud storage providers
- Professional advisers (e.g. accountants, auditors)
- HMRC (for Gift Aid)
- Law enforcement or safeguarding authorities (where required)
All third‑party processors are required to comply with UK GDPR.
5. Cookies
Our website uses cookies to:
- Enable essential site functions
- Improve performance
- Analyse website usage (with consent)
- Personalise content or embedded media
You can manage or withdraw cookie consent at any time via our cookie banner or browser settings.
For full details, see our Cookie Policy.
6. Data retention
We retain personal data only for as long as necessary:
- Gift Aid records: 6 years (HMRC requirement)
- Financial records: 6 years
- Safeguarding records: as required by law and best practice
- Mailing list data: until you unsubscribe
- General enquiries: typically 12–24 months
When data is no longer required, it is securely deleted or anonymised.
7. Your rights
Under UK GDPR, you have the right to:
- Access your personal data
- Correct inaccurate data
- Request deletion ("right to be forgotten")
- Restrict processing
- Object to processing
- Withdraw consent
- Data portability
- Complain to the ICO
To exercise any of these rights, contact us at: webmaster@pennyjones.org.uk
You also have the right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk
8. How we protect your data
We use appropriate technical and organisational measures to protect your data, including:
- Encrypted connections (HTTPS)
- Access controls
- Secure storage systems
- Staff training
- Regular data‑protection reviews
9. Children and vulnerable people
If we collect information relating to children or vulnerable adults, we do so in line with our Safeguarding Policy and only where necessary for our charitable activities. We do not knowingly collect personal data from children under 13 without parental consent.
10. International transfers
We may use third‑party services that store data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as:
- UK adequacy regulations
- Standard Contractual Clauses (SCCs)
11. Updates to this policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website.
12. Contact us
For any questions about this Privacy Policy or your personal data, contact:
Data Protection Officer
Penny Jones Animal Hospice
Rigghead Cottage
CARLISLE
CA6 6HH
Email: webmaster@pennyjones.org.uk