This policy was last updated in June 2023.

Introduction

Save the Rhino International takes its responsibility to protect your data very seriously.

The following questions and answers are intended to help you to understand how we collect, use, store, and protect information about you.

It refers to personal data, i.e. any information which identifies you or which can be identified as relating to you personally.

Contact us

If at any time you have a question relating to this policy, wish to change your preferences (for example to unsubscribe from emails you have previously opted into), or exercise your data protection rights, please don’t hesitate to contact us in one of the following ways:
Email: data@savetherhino.org
Phone: +44(0)20 7357 7474 (our usual office hours are 10am – 5pm Monday to Friday UK time)
Write to: Save the Rhino International, Unit 3 Coach House Mews, 217 Long Lane, London, England, SE1 4PR.

Who we are

Save the Rhino International (SRI) is a registered charity, number 1035072. This means that Save the Rhino is registered with the Charity Commission for England and Wales.

With regards to protecting your data, SRI is a data controller, subject to the Data Protection Act 1998 (DPA) and the General Data Protection Regulation 2018 (GDPR).

What personal data do we collect?

The following section describes the types of personal information we collect as a charity and how this data is collected.

1. Personal data you provide

The data you provide may include personal information, such as your name, address, telephone numbers, e-mail address, date of birth, or signature, as well as financial information, such as your bank or credit card details when processing a membership, donation, or purchase. It could include your taxpayer status for claiming Gift Aid, and employer details (e.g. for payroll giving).

You might provide this through our website, via email, in paper form, or verbally.

Examples of times you might actively provide data to us are:

• buying a membership
• making a donation
• purchasing a product from our shop
• answering a survey
• registering for and attending an event
• asking a question via our online contact form
• through communication with our staff via phone or email

If you purchase a gift membership or a family / herd membership, your details will be recorded as well as the recipients’ (in the case of a gift membership), or your family members (for a family  /herd membership) and we may record your relationship to the other person(s).

Data may sometimes be collected at SRI events, but you will always be informed about this and be asked to opt-in or opt-out of data collection and ongoing communications.

You may have also told us about your interests and preferences, such as the type of rhino programmes you are most interested in, or the ways that you would like to be involved with the charity, or you may have given details such as your company or employer, which will help us build up a picture of the types of activities you might be interested in hearing about in future.

If you are volunteering for us, we may ask for additional information from you, for example, emergency contact details or details required to conduct a reference check, but you will be aware of the data being collected as we will ask you specifically for this.

2. Personal data generated by your activities with Save the Rhino

When interacting with Save the Rhino online, some of your data may be collected, with your consent.

Examples of times your personal data may be generated by your activities are:

• Your IP address logged when you visit our website. This is analysed by the Google Analytics service. Using analytics helps us to better understand how people use our website and how we can improve our site for the future, however, you can opt-out of Google Analytics by downloading an add-on to your web browser. Read Google’s privacy policy here: https://policies.google.com/privacy
• Your IP address is also logged when you sign up for our email newsletter. This information is recorded by Salesforce and Salesforce Marketing Cloud as part of our record of your consent to receive communications from us. You can read more about Salesforce’s privacy policy here: https://www.salesforce.com/uk/company/privacy/ 
• Our website uses local storage such as cookies. Whilst some cookies are essential for the running of our website, you can opt out of non-essential cookies when visiting our website. Please see more information here
• Your personal data will be stored when you make a transaction on our website, for example when purchasing merchandise or becoming a member. This data is held on our website by WooCommerce. You can find out more about WooCommerce’s privacy policy here: https://woocommerce.com/document/marketplace-privacy/ 

In addition, records of how you have been involved with Save the Rhino in the past, for example through donating, volunteering, or taking part in events, are kept on our database as a record of your support.

Regarding payments, Save the Rhino will record details such as the transaction amount, the payment method, and the date of your transaction, so that our accounts can be reconciled and audited appropriately.

3. Information from third parties

We sometimes receive personal data about individuals from third parties. An example would be when you make a donation to Save the Rhino International through JustGiving or similar platforms, that will then send us your information. We may also receive your details from other third party organisations, such as from our corporate partners, where you have provided consent for your personal details to be shared with Save the Rhino. This may be in relation to a joint membership scheme, fundraising activity or co-hosted event.

Personal data could be information such as your name and contact details, and/or financial information if it is a transaction. This will be data that you have provided to the third party with consent, as in section 1.

Details such as your age group and location may be provided through your activity on our social media pages as it is analysed by Facebook, Instagram, YouTube, Twitter and TikTok. This data is used to ensure that you are receiving relevant and timely information about our work.

In instances where we are receiving information from a third party organisation, they will have informed you via a privacy notice; please check the relevant websites for their privacy policies and to set your data preferences.

We may also obtain information about you from a family member, friend, or contact who contacts us on your behalf, or if a fundraiser passes on your details to us. We will always ask that your consent has been taken before this information is sent to us.

4. Special categories of personal data

We do not normally collect or store special categories of personal data (also known as sensitive personal data). However, there are some exceptions and situations where this will occur. In these instances, we will always ask for your permission before collecting the relevant information. For example, we may collect health information on dietary allergies or mobility access requirements if you sign up to attend an event.

5. Accidents or incidents

If an accident or incident occurs on our property, at one of our events, or involving one of our staff or volunteers, we’ll keep a record of this (which may include personal data and sensitive personal data).

6. Partnerships

If you are an employee of a company, charity, Charitable Trust, or Charitable Foundation we work with, we may have a record of your name and work-related contact details (including telephone, address and email), and your signature relating to any contracts. In instances where we have a contract with an organisation, such as a corporate partnership, it may be necessary to process the personal information of your name and work-related contact details to enable Save the Rhino to carry out the contract requirements to which your organisation is a party.

7. Children

Save the Rhino International has previously offered a Rhino Savers membership scheme intended for those 16 and under. We requested a Year of Birth when a Rhino Savers membership was set up, to track the age of the recipient and ensure that communications in the membership pack are tailored appropriately. Apart from this, the information collected was minimal and for the administration of the membership, such as contact details of the parent / guardian to send the membership pack and to send the associated mailing of our annual supporter magazine, The Horn.

Currently, we do not directly sent material to children, unless they and their parent / guardian has already provided consent to do so. An example of this would be for a fundraising activity, such as a sponsored school event, or bake sale.

How do we use your information?

This section describes the purposes for which we would process and store your data.

1. Administration

In order to carry out the work of the charity we may:

• Keep your personal data such as name and contact details alongside records of your involvement with Save the Rhino so that we can work effectively with our volunteers, members and supporters and acknowledge your support
• We may need to keep certain personal data to fulfil a transaction (such as a purchase or contract) or to manage an event
• We will keep records of financial transactions, such as donations, and information such as Gift Aid instructions in order to comply with our financial responsibilities to HMRC (however, we do not keep records of your payment details once the payment has been processed)
• Write to you or email you regarding a donation, membership, or product you have bought to confirm receipt of funds and to let you know about the impact of your support
• We will keep information that allows us to respect your choices and preferences (e.g. if you ask not to receive marketing material online or by post, we’ll keep a record of this)

2. Marketing

As a charity we rely on fundraising to achieve our mission and vision and therefore, keeping in touch with you about our work and activities is an important activity. However, we want to make sure that we are doing this in line with your preferences and choices and that you are not receiving any information from us that you do not wish to. You are always in control of your data.

We require your consent to send you emails that contain marketing and therefore, we will only send these to you if you have specifically opted in to receive them by signing up to email newsletters. Our email newsletters are sent using Salesforce and Salesforce Marketing Cloud.

Our emails generally contain information such as news and updates about rhinos and the illegal trade in rhino horn, updates about Save the Rhino’s work, and links to or information about our fundraising activities, such as appeals, campaigns, events, and products. You can change your email preferences at any time by contacting us (see below), or selecting unsubscribe when you receive an email from us.

We may send you postal mailings such as a copy of our annual supporter magazine, The Horn, if we consider this will be of interest to you and it is in the legitimate interest of the charity. From time to time we may consider sending other postal mailings, but we will ensure that any mailings are appropriate and proportionate, and you may opt-out of receiving postal communications at any time by contacting us (see below).

Our emails and/or postal mailings may occasionally contain information about our partners, or third party products and services, but these communications will always come from Save the Rhino International and will be incorporated into our own marketing materials.

If you wish to change your preferences please contact us:
Email: data@savetherhino.org
Phone: +44(0)20 7357 7474 (our usual office hours are 10 am – 5 pm Monday to Friday UK time)
Write to: Save the Rhino International, Unit 3 Coach House Mews, 217 Long Lane, London, England, SE1 4PR.

3. Research and analysis

We may use your data to tailor our communications with you. For example, details we hold within our records, such as your location, may be used to send you more relevant information. This might include tailoring an email to contact only locally-based supporters regarding a particular event.

In addition, information about you is gathered when you use external sites, including social media, that links to our page. Your data is analysed by these sites and may then be used by Save the Rhino as a way to ensure you receive interesting and relevant information. By understanding your interests, we can tailor the updates and posts that you see. Using data in this way allows us to gather feedback and better share information with you. Please remember, your data sharing preferences on external sites are not controlled by Save the Rhino and we would advise that you check the privacy policies of all organisations you engage with.

We may also analyse your data in other ways to assist with our fundraising work. For example, where we have identified that you may have the capacity or affinity to support at a higher level, or to get involved in different activities with Save the Rhino, we may use the information we hold about you to get in touch or to identify connections between you and our existing circle of supporters.

4. Sharing your data

We will never sell your data.

We may share personal data for a specific purpose related to the administration of the charity, for example, with a courier carrying out a delivery, or when partnering with another charity or company for an event. We will ensure that partners and suppliers we work with are treating your data appropriately and complying with all relevant data protection laws.

We may disclose your personal information if we are requested or required to do so by a regulator, or in order to comply with any other applicable legal obligation.

What is our legal basis for processing data?

The legal reasons that we are able to process your personal data are the following.

• It is in the legitimate interests of the charity. Save the Rhino’s legitimate interests include administration of the charity, keeping in touch with our supporter base, tailoring our communications, and sending out our supporter magazine
• It is necessary to complete (or prepare) a contract with you. A contract does not only refer to a formally signed document in this instance but also refers to Save the Rhino fulfilling a transaction, through our website. For example, if you purchase a product from our online shop
• We have a legal obligation. We have certain legal obligations to retain data, particularly relating to financial information. For example, we must retain Gift Aid forms as a requirement of HMRC
• You have given us your consent. This will always apply to email marketing. We will only send you marketing emails if you have specifically given us your consent to do so

How is your personal data stored?

We ensure that any personal data we collect that needs to be stored is kept securely. We control who has access to your information, follow data protection policies and procedures, and ensure our staff receive data protection training on at least an annual basis.

Our website is protected by a Secure Sockets Layer (SSL) to give you peace of mind when carrying out any transactions on our site and inputting data. However, please ensure that when carrying out any online activities your computer is secure; these activities are at your own risk. Save the Rhino does not store any card details that you input online as these are processed through secure, third party payment systems (mainly, Stripe – find out more about Stripe’s privacy policy here: https://stripe.com/gb/privacy).

When your data is stored by us or our secure suppliers, we will always ensure that this is retained in accordance with the law.

How long do we keep your personal information?

The length of time your data is stored for depends on the purposes for which it was collected and recorded. We follow an internal policy to ensure that data no longer required or meeting the purposes of its collection is deleted.

Your data protection rights

• You have the right to request a copy of your personal data that has been recorded by SRI, to have your data kept up-to-date, and/or to request for it to be deleted (though this will not apply where it is necessary for us to continue to use the data for a lawful reason). If you would like to make any requests relating to your data please contact data@savetherhino.org. Requests will be dealt with within 30 working days
• In addition, if you are a resident of the European Union, you can object to the processing of your personal data, ask us to restrict the processing of your personal data, or request portability of your personal data. Again, you can exercise these rights by contacting data@savetherhino.org
• Similarly, if we have collected and processed your personal data with your consent, you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect the processing of your personal data conducted in reliance on lawful processing grounds other than consent
• You have the right to opt-out of the marketing communications we send you at any time. You can exercise this right by contacting us using the contact details provided under the “Marketing” heading above
• You have the right to complain to a data protection authority about our collection and use of your personal data. For more information, please contact your local data protection authority. (Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries are available here.)
• To find out more about your rights relating to your personal data please visit the UK Information Commissioner’s Office (ICO) website: https://ico.org.uk/for-the-public. The ICO is the independent authority in the United Kingdom that oversees data protection regulation and upholds information rights

Keeping us informed

It is important for us and for you that we store the correct information about you. To ensure that we are kept up-to-date so that we can send you the mailings or information that you have requested, please contact us as follows:
Email: data@savetherhino.org
Phone: +44(0)20 7357 7474 (our usual office hours are 10 am – 5 pm Monday to Friday UK time)
Write to: Save the Rhino International, Unit 3 Coach House Mews, 217 Long Lane, London, England, SE1 4PR.

Changes to our Privacy Policy

Save the Rhino will amend this Privacy Policy as necessary to ensure that it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will always be found on our website.

This following is a privacy notice intended for anyone applying for a job at Save the Rhino International.

As part of any recruitment process, Save the Rhino collects and processes personal data relating to job applicants. Save the Rhino is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

Save the Rhino is registered charity (no.1035072). Save the Rhino is a data controller and processor, subject to the Data Protection Act 1998 and General Data Protection Regulation (GDPR) 2018.

What information does SRI collect?

We may collect a range of information about you. This could include:

• email address and telephone number
• details of your qualifications, skills, experience, and employment history
• information about your current level of remuneration, including benefit entitlements
• whether or not you have a disability for which SRI needs to make reasonable adjustments during the recruitment process
• information about your entitlement to work in the UK

Save the Rhino may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents or collected through interviews or other forms of assessment.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored on our IT systems, including email. For successful applicants, data will also be stored on our secure database and file system.

Why does Save the Rhino process personal data?

We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.

In some cases, Save the Rhino needs to process data to comply with  legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.

Save the Rhino has a legitimate interest in processing personal data during the recruitment process and in keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment, and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

We may process special categories of data, for example, information about whether or not applicants are disabled, if they chose to declare this, to make reasonable adjustments for candidates who have a disability. Save the Rhino processes such information to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before it keeps your data for this purpose. You are free to withdraw your consent at any time.

Who has access to my data?

Your information may be shared internally for the purposes of the recruitment exercise, with the line manager who is operating the recruitment process, interviewers involved in the recruitment process, and staff who are dealing with your initial application.

Save the Rhino will not share your data with third parties, unless your application for employment is successful and we make an offer of employment. We will then share your data with former employers to obtain appropriate references.

How does Save the Rhino protect data?

We take the security of your data seriously and have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. Our staff receive data protection training on at least an annual basis.

For how long does Save the Rhino keep data?

If your application for employment is unsuccessful, we will keep your data for up to six months after the end of the relevant recruitment process. If you agree to allow your data to be held on file, we will store your records for further time period, as agreed, for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data will be removed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained for your employment.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Save the Rhino during the recruitment process. However, if you do not provide the information, we may not be able to process your application effectively.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request
• require incorrect or incomplete data be changed
• require Save the Rhino to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
• object to the processing of your data where Save the Rhino is relying on its legitimate interests as the legal ground for processing

If you would like to exercise any of these rights, please contact data@savetherhino.org. Your request will be dealt with within 30 days.