Privacy and cookies

We mainly collect personal data in the following circumstances:

• When you become a Redwings supporter
  • When you consent to receive our newsletters, fundraising updates, and emails
  • When you donate, including any gift aid information
  • If you are listed as a trust fund contact
  • When you request information about fundraising
  • When you purchase raffle tickets
  • When you enter a competition
  • When you fundraise or donate to Redwings via a third-party giving website
  • When you purchase an adoption for yourself or someone else, and conversely, when someone purchases an adoption for you
  • When you book a children's birthday party at one of our visitor centres
• When you purchase goods via our mail order catalogue, online web shop or a third-party platform including eBay, Etsy and Amazon
• For the purposes of legacy administration 
  • When you request a legacy information pack or pledge a legacy to Redwings
  • When you are the named executor in the administration of a legacy bequest
  • If you are a named beneficiary in a Will where Redwings is also a named beneficiary, or you have a life interest in a property bequeathed to Redwings
  • When you join the Home in Event of Death scheme
• When you book tickets, events, or accommodation with us 
  • When you book tickets directly or via a third-party to visit us
  • When you stay at Redwings-owned accommodation
  • When you book an event at a Redwings centre
• For employment, volunteering, and work experience recruitment purposes
• When you apply to become a Redwings Guardian
• For campaigning, communication, and education purposes
  • When you request campaigning information/literature
  • When you take part in a Redwings campaign by providing information, insight or imagery
  • When you sign up to an event or virtual talk
  • When we take your photo or film to use in the public domain for promotional and/or campaigning purposes, or when you send images to Redwings
• For equine welfare purposes 
  • When you call our welfare helpline to ask for advice or report a welfare concern
  • If we are involved in a welfare investigation and/or rescue work in conjunction with the RSPCA and/or police
  • When you participate in a Redwings event/activity such as a passporting and microchipping event
  • For equine passporting and traceability
• When you contact us so we can deal with your enquiry, request, or complaint
• When we contact you for business-related purposes
• When we have acquired your personal data as the result of a charity merger or acquisition
• When you visit our website or web shop
• Where WiFi is made available to you at one of our visitor centres, at an event or in our accommodation and you provide your information in order to access it
• When you become a property tenant
• When you use our corporate facilities

Redwings maintains a Record of Processing Activities to ensure we are able to document and justify all data processing under the requirements of data protection legislation. When we rely on legitimate interest to process personal data, a Legitimate Interest Assessment is completed.

Supporters

We actively encourage new supporters to Redwings to allow us to continue our important equine welfare work. For all new supporters wishing to join our postal and email mailing lists, by providing us with your information and email address you are consenting to us processing your data and contacting you. You may withdraw your consent at anytime by contacting us or following the unsubscribe link in our emails. We will send you information according to the preferences you submit via our keeping in touch forms, when you place an order or donate, when you subscribe to our email newsletter, or according to the preferences you indicate when contacting us via any other means. From time to time, we may send you information we legitimately believe may be of interest to you in line with your communication preferences.

We will process supporter data to fulfil our legitimate interests of providing good supporter care, to administer our fundraising initiatives such as the Adoption Scheme and raffle, and to ensure our database is maintained. We may also process supporter data to fulfil contractual, legal, or regulatory obligations.

If you would like to change your communication preferences, please email us at info@redwings.co.uk, call us on 01508 481000, write to us at Supporter Engagement, Redwings Horse Sanctuary, Hapton, Norfolk, NR15 1SP, or log into your online account. You can also click ‘unsubscribe’ at any time (located at the bottom of our email newsletters) to stop receiving email communications from us.

Mail Order

Our web shop and mail order catalogue operate under our trading company Redwings Enterprises Limited. Orders are processed online, over the telephone or post, and then packed and dispatched by us to administer your order. We may contact you using the details you provide to us to help us fulfil your order, and we may send you marketing material about similar goods and services which we think may be of interest to you, unless you opt-out.

We also sell items on third-party platforms including Shopify, eBay, Amazon and Etsy. We also use a third-party to supply any personalised products you may order. If you purchase items via one of these platforms, we will process your data in order to fulfil your order. We may contact you using the details you provide to us to help fulfil your order, and we may send you marketing material about similar goods and services which we think may be on interest to you, unless you opt-out.

In order for us to trade across multiple platforms we use a third-party application to collate and process order data. This third-party processes your data to allow us to view customer orders in one location and to enable us to ensure we fulfil orders promptly and accurately and manage stock levels. Where Salestio process your data this remains in the EEA and is deleted after 30 days.

Employment, Volunteering and Work Experience Recruitment

Privacy information is provided on all application forms. We process personal data in readiness for interview and to complete the requisite pre-employment checks such as the right to work in the U.K. If the applicant is successful at interview, we will process data in readiness to enter into a contract of employment or volunteer agreement. For posts involving interactions with children and some financial roles a DBS check may be required. We require this information to help safeguard those we encounter during our work. Our lawful basis for processing information supplied during our recruitment process, and then if we employ you, is to fulfil our contract with you, or to allow us to comply with a legal obligation to which we are subject. Where we process special category data about you (i.e. for the purpose of a DBS check or health-related data), our lawful basis will be that processing is necessary to allow us to carry our our obligations for Employment, Social Security and Social Protection purposes. A separate privacy notice is available for recruited employees and volunteers.

Guardianship scheme

Data we collect from the Guardian application process will be processed to determine suitability ahead of entering into a Guardianship agreement (contract). Data may include any information the applicant submits in support of the application including photographs and film. If the applicant is successful, we will process data in readiness for entering a Guardianship agreement and continue to process that data to ensure compliance with the agreement (contract).

Contacting our welfare helpline

When contacting our welfare helpline for advice or to report a concern we will record your name and preferred contact details on our secure system for the purposes of logging the call and making contact again if we need to, or at your request. If a welfare concern is reported that may need to be investigated, we may pass contact details on to another equine welfare charity who may be better geographically placed to perform the check, however we will always ask permission before sharing your personal data. All callers can contact us anonymously if they wish.

Making an enquiry or complaint

Enquiries or complaints are logged on the individual’s record on our secure supporter database. Where a supporter record does not exist a record of the communication will be created to ensure we can fulfil our legitimate interest to respond, and improve our service for the future. As a charity we are required to annually report on our complaints, however the information provided to the relevant bodies is anonymised.

Film and photography

At our visitor centres and events which we host and attend, we may take photographs or films for the purposes of promoting our work. Signage will be in place to inform visitors that photography/filming will be in place, and the attendees can notify us if they do not wish to be photographed/filmed. This method of notification is used at busy settings where it would be impractical to capture individual consent.

However, it is Redwings’ policy to obtain consent from the appropriate person for all photo and film of identifiable individuals where we are planning to specifically use their image for materials in the public domain. For adults aged 18 and over consent must be obtained from the subject of the photography or film. For children under the age of 18 consent must be obtained from the parent or legal guardian of the child. Consent can be changed or withdrawn at any time. In these circumstances we will not use the image in any future publications; however, we will not be able to withdraw images already published or prevent them from being used by third party social media, TV or print publications.

If you visit one of our sites you may be captured by CCTV (see relevant section of this notice).

Legacies

Legacies form a crucial part of our income, and we are extremely grateful to those who choose to remember Redwings in their Will. To ensure we meet our legal obligations with regards to legacy administration under Charity Law we process the personal data of the deceased legator, their chosen executor, other named beneficiaries, and family members who we may correspond with during the administration.

Personal data is obtained from a copy of the Will, the executor, solicitors, the deceased during their lifetime, third-party legacy notification services such as Smee & Ford, family or friends of the deceased, other named beneficiaries including charities who we may need to correspond with, and from information already in the public domain.

The information we process will be to ensure Redwings lawfully processes its legacy entitlement and can demonstrate the steps taken during the administration for tax and accounting purposes. The personal data held will be held securely on our supporter database, with restricted access.

Children

Redwings requires parental or legal guardian consent for anyone under the age of 16 wishing to use our online account services (including our online Adoption Scheme area). We will ask for this consent at the point of sign-up and send a confirmation email to the parent/legal guardian. We also require parental or legal guardian consent for anyone under 16 wishing to receive direct postal mail communications from us, such as our Young Reds/Mini Reds magazines.

You can read our Children's Privacy Notice (PDF 93 KB)

We will retain data only for as long as is necessary to process in line with the original purpose and to fulfil our regulatory and legal obligations. After that point Redwings will consider if there are other legitimate reasons we may need to retain data for a defined period. If there is no reason for Redwings to retain the data, it will be confidentially destroyed in line with our retention schedules.

For more information, please email dataprotection@redwings.co.uk or write to Data Protection, Redwings Horse Sanctuary, Hapton, Norwich, NR15 1SP.

We will send you marketing communications where you have consented to do so. Your information may be used to send you details of those products or services that we offer that we have identified as likely to be of interest to you. This will be in accordance with the communication preferences that you previously indicated to us and only where you have not opted-out from hearing from us. When relying on legitimate interest to contact you we will ensure a legitimate interest assessment has been carried out.

For our web shop customers, we may send you marketing material about similar goods and services which we think may be of interest to you, unless you opt-out.

If at any point you would like to opt-out of receiving communications from us, or would like to change the communications channels (such as email or post) that we use to contact you, please call 01508 418000; email info@redwings.co.uk; or write to us via Supporter Engagement, Redwings Horse Sanctuary, Hapton, Norfolk, NR15 1SP.

Redwings will process personal data of supporters for analysis purposes to help us provide the best possible customer service and to administer our Adoption Scheme. This includes analysing the location of our supporters, frequency of payments, age and other demographics that will help us better understand our supporter base so that we can provide an appropriate and effective customer service, whilst also ensuring fundraising and marketing material is relevant to the audience. 

We do not undertake any wealth or demographic profiling or use third-party profilers.

Data will be screened and cleaned to ensure that our records are accurate and up to date. Data will be screened periodically for deceased supporters to help ensure we do not inappropriately contact anyone and ‘gone aways’ (supporters who have moved house) to minimise the cost of contacting supporters who have moved house without informing us. Redwings will only use services for screening from trusted organisations, using data sources that require opt-ins or use publicly available information such as Smee & Ford (which uses probate information) and Royal Mail’s National Change of Address system (NCOA). From time-to-time Redwings may review the service providers and information sources used to ensure that we meet our legal obligations and minimise the cost to the charity of contacting supporters who may be deceased or who have moved house.

Some of our sites have CCTV (audio and visual) in place to help protect our employees, our equines, our visitors, and our stock. Signage is in place to inform people that they are in a surveillance zone. Access to our recorded CCTV footage is limited to those with the appropriate training and security clearance.

We will disclose personal data when obliged to do so by law, or the disclosure is 'necessary' for purposes of national security, taxation, and criminal investigation, or we have your consent. We will never sell or trade your personal data. We may legitimately share your data with:

• Suppliers who process data on our behalf for the purposes of deduplicating our records so that your personal details are not held more than once, and identifying if you have moved house, or passed away. This is because we have a legal duty to ensure our data is kept accurate and up to date
• Our web shop (and third-party providers to supply personalised goods) and our stock system/order management providers
• Our third-party direct debit processing provider
• Accommodation management services
• Event management companies
• Print and mailing companies for our supporter communications
• Postal agencies such as the Royal Mail’s Click & Drop service
• Our web and database developers for the purposes of managing our systems and fixing issues
• IT service providers
• Successors in title to our business
• Fellow members of the National Equine Welfare Council (NEWC) in the public interest who may be able to perform welfare checks on our behalf for the purposes of preventing or addressing equine welfare issues
• Third parties who may perform statistical analysis on pseudonymised and/or anonymised data

When we pass on personal data to a third party, we will make sure suitable data protection processing or sharing agreements are in place as required.

The UK GDPR restricts the transfers of personal data to countries outside the UK or to international organisations. We acknowledge that in a web-based world there will be instances when data is processed outside the UK and we will ensure that there are appropriate transfer mechanisms to safeguard the data where such transfers occur.

Our website and social media pages may contain links to other websites that are outside our control and are not covered by this Privacy Notice. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.

You have several rights in relation to your personal data. These are:

• The right to be informed about the collection and use of your personal data
• The right to access and receive a copy of your personal data, and other supplementary information
• The right to have inaccurate personal data rectified or completed (if incomplete)
• The right to have personal data erased, also known as the ‘right to be forgotten’. This right is not absolute and only applies in certain circumstances
• The right to request the restriction or suppression of personal data. This right is not absolute and only applies in certain circumstances
• The right to data portability which allows individuals to obtain and reuse their personal data for their own purposes across different services
• The right to object to the processing of personal data in certain circumstances such as when we (or a third-party) rely on legitimate interest to process your personal data. You have an absolute right to object to direct marketing
• The right to withdraw consent at any time where we rely on consent to process your personal data
• Rights related to automated decision making and profiling

To make an individual rights request to exercise any of your rights, please email us or complete our request form (MSWORD 81 KB). Alternatively, please write to the Chief Executive's Office, Redwings Horse Sanctuary, Hapton, Norwich, NR15 1SP. 

When responding to a subject access request we will usually provide personal data to the requesting data subject free of charge. However, a reasonable fee may be charged to cover administrative costs if the request is excessive, repetitive or manifestly unfounded. Where exemptions apply we may refuse to provide all or some of the data. We may also refuse to comply with a request if the request is manifestly unfounded or manifestly excessive.

To ensure we protect the data of all data subjects we may need to request specific information from you to prove your identity when we assist you in the exercise of your data rights. We may also ask you for additional information to help us handle your request.

Requests in relation to your data rights can usually be actioned within one month, unless we contact you to explain it will take longer due to the complexity of your request, or if you have made a number of requests to us.

For more information on your data rights, and when these rights apply, visit www.ico.org.uk, alternatively email dataprotection@redwings.co.uk.

Where Redwings becomes aware of a personal data breach, we will report it to the ICO within 72 hours when we are required to do so by law. If that breach places you at high risk, we will contact you as soon as possible to alert you to the breach, and help you take steps to ensure your data security going forward. Redwings has a personal data breach reporting process in place to help us respond to and handle any data related issues.

A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser. Find out more about cookies on www.allaboutcookies.org.

We use a small number of cookies to identify you when you visit our website and to keep track of your browsing patterns and build up a demographic profile. You will be asked to give consent to the storage of cookies on your device when you visit our website.

Our use of cookies also allows registered users to be presented with a personalised version of the site, carry out transactions and have access to information about their account.

Most browsers will allow you to turn off cookies. If you want to know how to do this please look at the menu on your browser, or look at the instruction on www.allaboutcookies.org. Please note however that turning off cookies will restrict your use of our website.

Please note that this Privacy Notice is subject to change from time to time. This Notice was last reviewed and amended on 8th January 2024.

We care about your data privacy and want to ensure you are happy with how we are looking after it. To find out more about data protection at Redwings email dataprotection@redwings.co.uk or write to us at Data Protection, Redwings Horse Sanctuary, Hapton, Norwich, NR15 1SP. Alternatively you can find out more by visiting www.ico.org.uk.

You also have the right to lodge a complaint about how we have handled your data by contacting the Information Commissioner’s Office (ICO), however we always welcome a direct approach to us in the first instance to allow us to quickly address your concerns.