Data Privacy at
Kiki's Hope for Animals
Who we are
Kiki’s Hope for Animals CIC
Registered address: 97 Harvard Road, Llanelli, Carmarthenshire, Wales, SA14 8SD
Email: kikishope4@gmail.com
Kiki’s Hope for Animals is a registered data controller. When we collect and use personal data relating to our applicants, subscribers, donors, website visitors, and any other individuals who engage with us, we must do so in accordance with UK data protection law (including the UK GDPR and the Data Protection Act 2018).
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We take your privacy seriously.
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This privacy notice explains what personal information we collect, how we use it, and what rights you have.
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You may give us personal information when you:
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Join our mailing list
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Contact us with a question
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Submit an application
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Adopt or foster an animal
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Set up a direct debit for donations or join Kiki’s Lucky Lottery
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Make a purchase, donation, or support us in another way
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We aim to make this information as clear and straightforward as possible. If anything is unclear or you have questions about how we use your information, please contact us at kikishope4@gmail.com.
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If you do not agree with how we use your information as set out in this notice, you should stop using our services.
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We review this notice regularly to keep it up to date. Version 1 last reviewed: 15 January 2026. Next review due January 2027
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If we ever need to use your information for a reason not covered here, we will explain this clearly and ask for your consent if we need it.
1. Information you give to us directly
This is information you choose to provide when you contact us, use our services, or take part in our activities. The information we collect will depend on what you are doing—for example, applying for a dog requires more information than making a general enquiry.
Below are the main ways you may give us your information:
• Making an enquiry or joining our mailing list - We collect your name and email address so we can respond to your enquiry or send you updates you have asked for.
Lawful basis: Consent.
• Applying to adopt or foster an animal - We collect more detailed information so we can assess your suitability and match you with an animal. This may include:
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Name
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Date of birth
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Address and contact details
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Information about your home environment
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Details of your household
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Special category data, such as health information, where relevant to the care of the animal or the adoption assessment
Lawful basis:
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Explicit consent (for special category data)
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Legitimate interests (to assess suitability and safeguard animal welfare)
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Performance of a contract (if your application leads to an adoption or fostering agreement)
• Applying to volunteer - We collect your name, address, email, telephone number, relevant experience, and emergency contact details. If the volunteer role requires it, we may also request references.
Lawful basis: Legitimate interests.
• Making a donation -We collect your name, contact details, and payment information so we can process your donation, maintain financial records, and thank you for your support.
Lawful basis: Legitimate interests and legal obligation (for financial record‑keeping).
• Joining Kiki’s Lucky Lotto (direct debit) - We collect your name, address, email address, bank account details, and confirmation of your consent to set up a direct debit.
Lawful basis: Performance of a contract and legal obligation (financial regulations).
All personal information you provide must be accurate and up to date. Please let us know as soon as possible if any of your details change.
2. Information we collect automatically
When you visit or use our website, we automatically collect some technical information about your device and how you interact with the site. This information does not tell us who you are and does not include details such as your name or contact information.
The information we collect may include:
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Your IP address
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The type of browser you use
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Your device type and operating system
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Language settings
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The website page that referred you to us
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The country or general location of your device
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Pages you visit and the time and date of your visit
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How long you spend on each page
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Other technical information about how you access and use the website
We collect this information to:
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Keep our website secure and working properly
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Help us understand how people use the website
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Improve how the website looks, works, and performs
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Support our internal reporting and analytics
Lawful basis: Legitimate interests (to maintain the security, performance and usability of our website).
Who we may share your information with
Under UK Data Protection Law (including the UK GDPR and the Data Protection Act 2018), we may process or share the personal information we hold about you using one or more of the following lawful bases:
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Consent – When you have given us clear and explicit permission to use your information for a specific purpose.
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Legitimate interests – When using your information is necessary for our legitimate organisational aims, and these are not overridden by your rights or freedoms.
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Performance of a contract – When we need to use your information to enter into, or carry out, a contract with you.
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Legal obligation – When we are required to use or share information to meet a legal or regulatory requirement.
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Vital interests – When sharing information is necessary to protect someone’s safety or prevent serious harm.
Sharing information as part of the adoption or fostering process
If you apply for — and are approved to — adopt or foster an animal through Kiki’s Hope for Animals, we will need to share some of your personal information with specific third parties. This may include your:
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Name
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Home address
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Email address
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Telephone number
This is necessary to complete the adoption or fostering process. You will be asked to give explicit consent for this sharing when you submit your application.
Your information may be shared with:
• Individuals or businesses currently responsible for the animal
So that you can be contacted and arrangements can be made for care or transfer.
Lawful basis: Performance of a contract
• Veterinary professionals overseas - To complete the official health and travel documentation required for animals travelling to the UK.
Lawful basis: Performance of a contract and/or Legal obligation (depending on the documentation required)
• The Department for Environment, Food and Rural Affairs (DEFRA) - We are legally required to notify DEFRA when an animal enters the UK under your care.
Lawful basis: Legal obligation
• UK or overseas animal transport providers - To organise and deliver safe transport of the animal to you.
Lawful basis: Performance of a contract
• AVID / PETtrac (data controller) - To transfer and register the animal’s microchip, as required by UK law.
Lawful basis: Legal obligation
How we store the information collected about you, and how we keep it safe
We only keep your personal information for as long as it is needed for the purposes described in this Privacy Notice, unless a longer retention period is required by law (for example, for tax or accounting purposes).
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We use the following retention periods:
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General enquiries: kept for up to 12 months.
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Mailing list information: kept until you unsubscribe or ask us to delete it.
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Unsuccessful adoption/foster applications: kept for up to 12 months (unless you ask us to delete it sooner).
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Successful adoption/foster applications: retained for as long as the animal remains in your care, and for up to 6 years afterwards for safeguarding and legal purposes.
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Volunteer applications: kept for up to 2 years for unsuccessful applicants; for active volunteers, information is kept for the duration of your volunteering and up to 6 years afterwards.
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Donation and financial records: kept for 6 years to comply with legal and HMRC requirements.
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Kiki’s Lucky Lottery direct debit information: kept for the duration of your membership and up to 6 years afterwards.
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Website analytics data: kept for up to 26 months, depending on the tools used.
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Microchip registration records: kept for as long as legally required under UK law.
If we no longer need your information for the purposes for which it was collected, we will either delete it or anonymise it. If deletion is not possible (for example, because your information is held in secure backups), we will store it safely and prevent any further use until deletion is possible.
Data minimisation
We only collect the personal information that we genuinely need in order to provide our services, meet legal requirements, or fulfil our organisational responsibilities.
Where your information is stored
Access to your personal information is restricted to team members who need it to carry out their roles, such as:
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Adoption and fostering coordinators
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Volunteer coordinators
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Finance administrators
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Website administrators
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Trustees (only where necessary)
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All individuals with access are required to follow strict confidentiality and data‑protection practices.
Your personal information may be stored in a combination of:
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Secure cloud‑based systems
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Email and communication platforms
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Encrypted databases
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Jotform (used for application and enquiry processing)
Where we use third‑party service providers (data processors), they only process your information on our instructions and must keep it secure.
Our main processors include:
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Jotform – for application and volunteer forms
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Email service providers (such as Gmail or Outlook) – for correspondence
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Payment processors – for handling donations and direct debits
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Website hosting providers – for secure website functionality and enquiry forms and mailing list subscriptions.
International data transfers
Some of our third‑party providers store data outside the UK (in the EU or Serbia).
When this happens, we ensure that appropriate safeguards are in place, such as:
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UK Addendum to the EU Standard Contractual Clauses (SCCs)
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ICO‑approved international transfer mechanisms
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Adequacy regulations for countries approved by the UK government
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These measures ensure that your personal information is protected to UK GDPR standards.
How we keep your information safe
We use a range of technical and organisational measures to protect your information, including:
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Encrypted storage and secure servers
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Restricted access to personal data (staff access only where necessary)
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Strong password and authentication controls
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Regular data‑protection training for staff and volunteers
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Secure data‑transfer methods
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Regular security reviews and system monitoring
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Use of reputable, GDPR‑compliant third‑party processors
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Despite our security measures, no online or electronic system can be guaranteed to be completely secure. We cannot guarantee that hackers or unauthorised individuals will never defeat our security.
However, we take all reasonable steps to minimise this risk and protect your information.
When sending information to or from our website, or via third‑party processors such as Jotform, you should ensure you are using a secure and trusted device and internet connection.
Children’s data
We do not knowingly collect personal information relating to children. If we become aware that a child’s information has been submitted without a parent or guardian’s consent, we will delete it.
Your rights
UK data protection law gives you several rights over your personal information. Some rights apply in all situations, while others depend on the reason we are using your data.
Your rights include:
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The right to be informed – You have the right to know how we use your personal information. This Privacy Notice is one of the ways we explain this.
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The right of access – You can ask for a copy of the personal information we hold about you.
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The right to have inaccurate information corrected – If any information we hold is wrong or incomplete, you can ask us to update it.
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The right to erasure (“the right to be forgotten”) – In certain circumstances, you can ask us to delete your personal information.
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The right to restrict processing – You can ask us to limit how we use your information in certain situations.
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The right to data portability – You can ask us to send the personal information you provided to us to another organisation, or to you, in a structured and machine‑readable format.
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The right to object – You can object to us using your data for certain purposes, such as direct marketing or processing based on legitimate interests.
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We do not use your personal information for automated decision‑making or profiling.
If this ever changes, we will update this Privacy Notice and inform you before any such processing occurs.
If you want to use any of these rights, please email kikishope4@gmail.com. We will respond to your request in line with UK data protection law.
Withdrawing your consent
If we rely on your consent to use your personal information, you can withdraw that consent at any time by contacting kikishope4@gmail.com.
Withdrawing your consent does not affect the lawfulness of any processing we carried out before you withdrew it. It also does not affect processing carried out on other lawful bases.
HOW CAN YOU CONTACT US ABOUT THIS NOTICE?     
We do not have a data protection officer as this is not required. If you have questions,comments or complaints about this notice, you may email us at kikihope4@gmail.com or by post to:
Kiki’s Hope for Animal’s CIC
97 Havard Road,
Llanelli,
Carmarthenshire,
Wales,
SA14 8SD
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You have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection, if you are unhappy with how we have handled your personal information:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/
