PRIVACY POLICY
This privacy notice provides details about how we store, use and process your data. Within this statement we will cover the following areas:
Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
How to complain
Contact details
The following details can be used to contact us regarding this policy:
Telephone: 07476 471 549
Email: privacy@tobysppc.org
What information we collect and use, and why
We collect or use the following personal information as part of administration, management and to deliver our services effectively:
· Names and Contact details
· Addresses
· Date of Birth
· Pet Details including health information related to your pet
· Contact details
· Information regarding access to your property (if applicable)
With your consent, we collect or use the following personal information for service updates or marketing purposes:
· Names and Contact details
· Recorded images, such as photos or videos
· Pictures of your pet(s)
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. You can find out more about lawful bases on the ICO’s website (https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/lawful-basis/a-guide-to-lawful-basis/).
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
· Your right to erasure - You have the right to ask us to delete your personal information.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
· Your right to object to processing - You have the right to object to the processing of your personal data.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information as part of recruitment, administration, management and delivering our services are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o Collection of name, address and contact details (e.g. contact numbers) in order to be able to contact and liaise with you effectively. Also, to provide relevant documentation linked to your booking (e.g. booking confirmation, invoice)
o Collection of date of birth to confirm that you are over the age of 18 at the time of booking.
o Collection of pet details to be able to provide our services to you and your pets effectively
o Collection of pet medical details (if applicable) to help to provide appropriate care to your pet or to allow us to decline an offer for service due to high needs.
o Collection of property access details (if relevant). For example, alarm codes, lockbox codes etc.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
· Consent - we have permission from you after we have provided you with all relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o Names and Contact details
o Addresses
o Date of Birth
o Pet Details including health information related to your pet
o Contact details
o Information regarding access to your property (if applicable)
Where we get personal information from
We collect your information from the following places:
· Directly from you
How long we keep information
We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected. Please note that by booking for services with our organisation, you are confirming that the details of that booking can be retained indefinitely for record keeping and financial reasons. This includes the personal details listed within the ‘what information we collect and use, and why’ section of this document.
Right of Access, Correction, Erasure and Restriction
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Should your personal information change, please notify us, using the contact details at the start of this document.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
· Request access to your personal information. This enables you to receive details of the personal information we hold about you and to check that we are processing it lawfully.
· Request correction of the personal information that we hold about you.
· Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
o Object to processing of your personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
· Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
You will not have to pay a fee to access your personal information or to exercise any of the other rights. However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances and will provide with confirmation as to why we have refused your request.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing, and transfer of your personal information for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent for any services please contact us using the details at the start of this document.
Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
Last updated
From time to time, we may change this notice. Any changes we make will be updated on our website.
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Updated on 01/09/2025