Privacy Policy

Vet Sustain CIC, a company registered in Scotland under number SC690978 whose registered office is Senscot Legal, Ground Floor, Tobacco Merchant's House, 42 Miller Street, Glasgow G1 1DT

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”)

Who are we?

Vet Sustain CIC is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

How do we process your personal data?

• Vet Sustain CIC complies with its obligations under the GDPR by keeping personal data up to date;

• by storing and destroying it securely; by not collecting or retaining excessive amounts of data;

• by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the following purposes: -

• To enable us to provide our services as a social enterprise.
• To administer supporter records.
• To fundraise and promote the interests of the company.
• To manage our employees and volunteers.
• To maintain our own accounts and records.
• To operate the Vet Sustain CIC website and deliver the services that individuals have requested.
• To inform individuals of news, events, activities or services offered.
• To contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered.

What is the legal basis for processing your personal data?

Article 6 processing

• Consent of the data subject;

• Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract;

• Processing is necessary for compliance with a legal obligation;

• Processing is necessary to protect the vital interests of a data subject or another person;

• Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller;

• Processing is necessary for the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.

Article 9 Processing

• Explicit consent of the data subject;

• Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;

• Processing is necessary to protect the vital interests of a data subject or another individual where the data subject is physically or legally incapable of giving consent;

• Processing is carried out by a not-for-profit body and the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and there is no disclosure to a third party without consent.

• Processing relates to personal data manifestly made public by the data subject;

• Processing is necessary for the establishment, exercise or defence of legal claims or where courts are acting in their judicial capacity;

• Processing is necessary for reasons of substantial public interest on the basis of EU or Member State law;

• Processing is necessary for reasons of preventative or occupational medicine, for assessing the working capacity of an employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of EU or Member State law or a contract with a health professional;

• Processing is necessary for the reasons of public interest in the area of public health;

• Processing is necessary for archiving purposes in the public interest, or scientific and historical research purposes or statistical purposes.

Mailchimp

Vet Sustain uses Mailchimp, a third party online marketing platform, to engage in marketing activities. To allow our Vet Sustain to engage in our stated marketing and communication activities through Mailchimp, we provide Mailchimp with certain information, including name and email addresses. Mailchimp handles this information in accordance with the provisions of its Privacy Policy.

Mailchimp also utilises certain technologies, such as pixels and web beacons, in the marketing emails that Mailchimp users send through Mailchimp. These technologies allow MailChimp users to track whether Contacts have opened or clicked on user-sent emails and if so, the date, time, and IP address associated with the open and/or click. For more information on Mailchimp's use of these technologies, please read their Cookie Statement.

Sharing your personal data

Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of the organisation with your consent.

How long do we keep your personal data?

We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes and use the following criteria to determine how long to retain your personal data: for communications purposes on an opt-in basis only.

Your rights and your personal data

Unless subject to an exemption [under the GDPR], you have the following rights with respect to your personal data: -

• The right to request a copy of your personal data which Vet Sustain CIC holds about you;
• The right to request that the Vet Sustain CIC corrects any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary for Vet Sustain CIC to retain such data;
• The right to withdraw your consent to the processing at any time;
• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)

*Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].

• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

• The right to object to the processing of personal data, (where applicable);

• The right to lodge a complaint with the Information Commissioners Office.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

Where and whenever necessary, we will seek your prior consent to the new processing. Contact Details To exercise all relevant rights, queries of complaints please in the first instance, contact us at:

Vet Sustain CIC, Senscot Legal, Ground Floor, Tobacco Merchant's House, 42 Miller Street, Glasgow G1 1DT.