Privacy & Cookies Policy

1. Introduction

We are committed to safeguarding the privacy of our website visitors, adopters, foster carers, donors, and supporters. This policy explains how we handle your personal data.

We will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our website.

2. How we use your personal data

We may process personal data that you provide to us, or that is generated through your use of our website or services.

• Application data: when you apply to adopt or foster a dog, we collect your name, address, contact details, household information, and any other details you provide. This is stored securely in our CRM, Shelter Manager, and used to assess applications and communicate with you.
  
  

• Donation and transaction data: if you donate or pay adoption fees, we collect your name, contact details, and payment information. This data is used to process your payment, issue receipts, and maintain proper financial records.
  
  

• Enquiry data: if you contact us (by email, form, or social media), we collect the information you provide for the purpose of responding to your query.
  
  

• Website usage data: we may collect data such as your IP address, browser type, time spent on pages, and navigation paths using tools like Google Analytics. This helps us monitor and improve our website.
  
  

• Communication data: if you subscribe to newsletters or updates, we will use your contact details to send you the information you requested. You can opt out at any time.
  
  

We only process your data where there is a legal basis, such as:

• Consent (e.g., signing up for newsletters).
  
  

• Contract (e.g., adoption or fostering agreements).
  
  

• Legal obligation (e.g., maintaining financial records).
  
  

• Legitimate interests (e.g., improving services, responding to enquiries).
  
  

3. Providing your personal data to others

We may share your personal data with:

• Shelter Manager (ASM): our secure cloud-based CRM for storing adoption, foster, and volunteer records. Shelter Manager complies with GDPR and uses encrypted data storage.
  
  

• Veterinary practices (for treatment of dogs).
  
  

• Home check volunteers (for assessing applications).
  
  

• Payment providers (such as Stripe, PayPal, or GoCardless for donations and fees).
  
  

We will not sell or share your data with third parties for marketing.

4. Retaining and deleting personal data

We will keep your data only as long as necessary:

• Adoption and fostering applications: retained in Shelter Manager for up to 7 years.
  
  

• Financial records (including donations): retained for 7 years for accounting purposes.
  
  

• General enquiries: retained for up to 12 months.
  
  

After this, data will be securely deleted.

5. Cookies

Our website uses cookies to improve functionality and measure performance. Cookies may collect information about your browser, IP address, and usage of the website.

We use:

• Essential cookies – required for basic site functionality.
  
  

• Analytics cookies – to help us understand how visitors use our website (via Google Analytics).
  
  

You can control cookies through your browser settings. Blocking cookies may affect website usability.

6. Your rights

Under UK GDPR, you have the right to:

• Request access to the data we hold about you.
  
  

• Correct or update inaccurate data.
  
  

• Request deletion of your data (where legally possible).
  
  

• Restrict or object to certain processing.
  
  

• Withdraw consent at any time.
  
  

To exercise these rights, please contact us at [insert email address].

7. Third-party websites

Our website may include links to other sites (e.g., social media, fundraising platforms). This policy only applies to TPR. Please check the privacy policies of third-party sites before providing data.

8. Children’s data

Our website and services are aimed at people aged 16 and over. If you are under 16, please obtain permission from a parent/guardian before providing personal data.

9. Changes to this policy

We may update this policy from time to time. The latest version will always be published on our website.

10. Contact us

If you have questions about this policy, please contact us at:
📧 [insert email address]

If you are unhappy with how we handle your data, you can also complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

✨ At TPR, your privacy matters. We only collect what we need, keep it safe in Shelter Manager, and use it responsibly to support our mission of finding loving homes for dogs.