Privacy Notice
Last updated: 22 July 2026
The Kit Wilson Trust for Animal Welfare takes the protection of personal information seriously. This notice explains what personal information we collect, why we use it, how we protect it, who we may share it with and the rights available to you.
Who we are
TThe Kit Wilson Trust for Animal Welfare
Animal Rescue Centre
Stonehurst Lane
Hadlow Down
Uckfield
East Sussex
TN22 4ED
Telephone: 01825 830444
Company registered in England and Wales: 07690478
Registered charity: 1143338
For questions about this notice, to exercise a data protection right or to make a data protection complaint, please contact us.
Who this notice applies to
This notice applies to people who interact with the Trust, including:
- visitors to our website and premises;
- donors, sponsors and supporters;
- people who contact us about adopting, surrendering or reporting an animal;
- adopters and prospective adopters;
- fundraising participants and event attendees;
- newsletter subscribers;
- customers who purchase goods or services from us;
- people who make enquiries, complaints or information requests; and
- other members of the public who communicate with the Trust.
Employees, workers, trustees, volunteers and job applicants may receive additional privacy information relating specifically to their employment, volunteering or application.
Personal information we may collect
The personal information we collect depends on how you interact with us. It may include:
- your name, title and contact details;
- your postal address, email address and telephone number;
- records of correspondence, enquiries and conversations with us;
- information provided in connection with an adoption, surrender or animal welfare enquiry;
- information about your household, accommodation or circumstances where this is relevant to the safe adoption or care of an animal;
- donation, sponsorship, fundraising and Gift Aid information;
- payment and transaction information;
- your communication and marketing preferences;
- information relating to events, competitions, fundraising activities or visits;
- photographs, video recordings, stories or testimonials where these are collected appropriately;
- information about complaints, concerns and data protection requests;
- information needed to protect the Trust, its animals, staff, volunteers, supporters or property from fraud, misuse or harm;
- your IP address, browser type, device information, website activity and cookie preferences; and
- any other information you choose to provide to us.
We do not normally store complete payment card details. Payments are processed through appropriate banks and payment service providers.
In limited circumstances, you may choose to provide information about your health, accessibility requirements or other sensitive circumstances. We will only use this information where it is necessary, proportionate and permitted by law.
How we collect personal information
We may collect personal information:
- directly from you in person, by telephone, email, post or through our website;
- through adoption, surrender, donation, Gift Aid, sponsorship, fundraising or event forms;
- through payment, fundraising, retail or social-media platforms;
- from veterinary practices, referees, animal welfare organisations or other relevant bodies where this is appropriate and lawful;
- from someone authorised to act on your behalf;
- from publicly available sources where necessary; and
- automatically when you use our website, subject to your cookie choices.
Where we receive information about you from another source, we will provide appropriate privacy information unless an exemption applies.
Why we use personal information
Data protection law requires us to have a lawful basis for using personal information. The basis we use depends on the particular activity and circumstances.
Enquiries and communication
We use personal information to respond to enquiries, provide information, manage correspondence and maintain appropriate records of our interactions.
We normally rely on our legitimate interests in communicating effectively, administering the Trust and supporting our charitable activities. Where an enquiry relates to a possible agreement or service, we may also use the information to take steps at your request before entering into a contract.
Animal adoption, surrender and welfare activities
We use personal information to:
- consider and process adoption applications;
- assess whether a proposed home is suitable for an animal;
- manage animal surrender and rehoming arrangements;
- maintain adoption and animal welfare records;
- communicate with adopters, owners, veterinary practices and other relevant organisations;
- protect the welfare and safety of animals and people; and
- manage contractual, regulatory and legal matters connected with our animal welfare work.
Depending on the circumstances, we rely on contract, steps taken before entering into a contract, legal obligations and our legitimate interests in protecting animal welfare and operating responsible rehoming services.
Donations, sponsorship, fundraising and Gift Aid
We use personal information to:
- process and administer donations and sponsorship;
- record and acknowledge support;
- administer Gift Aid declarations and claims;
- maintain financial and audit records;
- manage fundraising activities and events;
- prevent fraud and financial misuse; and
- communicate with supporters about their involvement with the Trust.
We rely on contract, legal obligations and our legitimate interests in raising and administering funds to support the Trust’s charitable purposes.
Payments and purchases
We use personal information to process payments, administer transactions, provide receipts, respond to queries and maintain financial records.
We rely on contract, legal obligations and our legitimate interests in administering the Trust’s financial and retail activities.
Newsletters, fundraising communications and marketing
We may contact you about the Trust’s work, animals, appeals, events, volunteering opportunities, fundraising activities and other ways to support our charitable purposes.
We will send electronic marketing communications only where:
- you have given us consent; or
- another lawful route applies and the relevant legal requirements have been met.
Where the charitable purposes soft opt-in is used, this will only apply where we have obtained your contact details directly through your expression of interest in, or support for, the Trust’s charitable purposes; you were given a clear opportunity to opt out when your details were collected; and every subsequent message contains a clear way to opt out.
You may withdraw your consent or opt out of marketing communications at any time. We may keep a minimal suppression record so that we can respect your request and avoid contacting you again unintentionally.
Service messages that are necessary to administer an adoption, donation, event, payment or other existing relationship are not marketing communications.
Events, competitions and fundraising activities
We use personal information to manage bookings and registrations, communicate with participants, administer payments, ensure appropriate arrangements are in place and promote the Trust’s work.
We rely on contract, legitimate interests and, where appropriate, consent.
Where we wish to use a person’s image, story or testimonial for promotional purposes, we will identify an appropriate lawful basis and obtain permission where required.
Website operation and security
We use limited technical information to:
- operate and secure our website;
- remember privacy and cookie preferences;
- identify and prevent misuse;
- understand how the website is used; and
- improve its performance and accessibility.
We rely on our legitimate interests for essential website operation, administration and security. We use consent for non-essential cookies and similar technologies where consent is legally required.
Further information is available in our Cookie Policy.
Complaints, legal matters and information rights
We use personal information to:
- receive, investigate and respond to complaints;
- respond to requests to exercise data protection rights;
- establish, exercise or defend legal claims;
- cooperate with regulators and public authorities; and
- demonstrate compliance with our legal responsibilities.
We rely on legal obligations and our legitimate interests in responding fairly, maintaining appropriate records and protecting the Trust’s legal position.
Safeguarding, emergencies and preventing crime
Where necessary, we may use or share personal information to protect a person or animal from harm, respond to an emergency, investigate suspected fraud or criminal conduct, or cooperate with the police or another authorised body.
Depending on the circumstances, we may rely on legal obligations, vital interests, recognised legitimate interests or our legitimate interests.
Legitimate interests
Where we rely on legitimate interests, we consider:
- whether the use of the information is necessary;
- whether the person would reasonably expect us to use it in that way;
- the possible effect on the person; and
- whether their rights and interests override those of the Trust.
Our legitimate interests include:
- operating and administering an animal welfare charity;
- protecting animal welfare;
- communicating with supporters, adopters and other contacts;
- raising and administering funds;
- improving our services and website;
- maintaining appropriate records;
- preventing fraud and misuse;
- protecting the Trust’s staff, volunteers, animals, supporters and property; and
- establishing, exercising or defending legal claims.
When you must provide information
In some circumstances, we need particular information to enter into or administer an agreement, comply with the law, process a payment or donation, make a Gift Aid claim, or properly consider an adoption or surrender application.
Where required information is not provided, we may be unable to process the relevant application, transaction, request or service.
We will tell you when providing information is mandatory and explain the likely consequences of not providing it.
Who we may share personal information with
We do not sell or rent personal information.
Where necessary and lawful, we may share limited personal information with:
- banks and payment service providers;
- Gift Aid administrators and HM Revenue & Customs;
- website, hosting, email, cloud storage and IT service providers;
- newsletter, mailing and communications providers;
- fundraising, event and donation platforms;
- veterinary practices and animal welfare or rehoming organisations;
- insurers, auditors, accountants, solicitors and professional advisers;
- contractors and suppliers providing services to the Trust;
- regulators, including the Charity Commission and Information Commissioner’s Office;
- law enforcement bodies, courts and public authorities;
- emergency services; and
- another organisation where this is necessary to protect an animal or person from serious harm.
We only share information that is reasonably necessary for the relevant purpose. Where another organisation processes information on our behalf, we require it to protect the information and use it only in accordance with our instructions and the law.
Some external websites and platforms, including social-media, online marketplace, payment and fundraising platforms, operate under their own privacy notices. You should read their privacy information when using those services.
How long we keep personal information
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected and to meet legal, regulatory, financial, animal welfare and operational requirements.
Retention periods vary according to the type of information. For example:
- routine enquiries and correspondence will normally be retained only for a limited period after the matter has concluded;
- adoption, surrender and animal welfare records may be retained for longer where this is necessary for animal welfare, traceability, safeguarding, contractual or legal purposes;
- financial, transaction, donation and Gift Aid records will normally be retained for at least the period required by tax, accounting and charity law;
- marketing contact information will be retained while you remain subscribed or while another lawful marketing basis applies;
- a minimal suppression record may be retained after you opt out so that we can respect your preference;
- complaint and legal records will be retained for an appropriate period following closure, taking account of the nature of the matter and relevant legal time limits; and
- website information and cookie data will be retained in accordance with our Cookie Policy and the settings of the relevant systems.
More detailed retention periods are set out in the Trust’s internal records retention schedule. Information will be securely deleted, anonymised or destroyed when it is no longer required.
Data security
We take reasonable and proportionate steps to protect personal information against unauthorised access, loss, alteration, disclosure or destruction.
These measures include:
- restricting access according to role and need;
- using password-protected and staff-specific systems;
- using appropriate authentication and security controls;
- storing physical records securely;
- providing data protection and confidentiality guidance to relevant staff and volunteers;
- using reputable service providers;
- putting appropriate agreements in place with organisations processing information on our behalf; and
- reviewing and responding to suspected information security incidents.
No method of transmitting or storing information is completely secure. However, we regularly consider the risks associated with the personal information we hold and the measures needed to protect it.
Personal data breaches
We record and assess suspected personal data breaches.
Where a breach is likely to result in a risk to people’s rights and freedoms, we will notify the Information Commissioner’s Office without undue delay and, where feasible, within 72 hours of becoming aware of it.
Where a breach is likely to result in a high risk to an affected person, we will also inform that person without undue delay where required by law.
Your data protection rights
Depending on the circumstances and the lawful basis being used, you may have the right to:
- ask whether we hold personal information about you;
- request a copy of your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to delete personal information;
- ask us to restrict how personal information is used;
- object to particular uses of personal information, including direct marketing;
- receive certain information in a portable format;
- withdraw consent where we rely on consent; and
- complain about how we have used your personal information.
These rights are not absolute and exemptions may apply.
We may need to ask for information to confirm your identity before responding to a request, but we will not ask for more information than is reasonably necessary.
To exercise a right, contact us using the details at the beginning of this notice.
How to make a data protection complaint
If you are concerned about how the Trust has collected, used, stored, disclosed or otherwise handled your personal information, you can make a data protection complaint directly to us.
Complaints may be submitted by email, post, telephone or through our website contact arrangements.
Please provide:
- your name and preferred contact details;
- a clear description of your concern;
- relevant dates, correspondence or supporting information;
- details of the personal information involved, where known; and
- what you would like us to do to resolve the matter.
You do not need to use legal terminology or specifically refer to data protection law for us to consider your concern.
We will:
- acknowledge your complaint within 30 days of receiving it;
- take appropriate steps to investigate it without undue delay;
- keep you informed where the investigation remains ongoing; and
- explain the outcome and any action we have taken.
If someone makes a complaint on your behalf, we may ask for reasonable evidence that they are authorised to act for you.
You also have the right to complain to the Information Commissioner’s Office. You do not have to complete our complaints process before contacting the ICO.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Further information is available through the Information Commissioner’s Office website.
Children’s information
Our website and services are not generally directed specifically at children.
We do not knowingly ask a child under 16 to provide personal information without appropriate involvement or permission from a parent, guardian or responsible adult.
Where children take part in an event, competition, fundraising activity, visit or publicity activity, we will collect only the information reasonably required and will obtain appropriate permission where necessary.
We will take particular care when using children’s names, photographs, stories or other personal information.
Changes to this notice
We keep this privacy notice under review and may update it when our activities, systems or legal responsibilities change.
The most recent version will be published on our website. Where a change is significant, we will take reasonable steps to bring it to the attention of affected people.
Last updated: 22 July 2026
