Privacy Policy


Independent Flatcoated Retriever Rehoming Privacy Policy


1) The Independent Flatcoated Retriever Rehoming


1.1) The Independent Flatcoated Retriever Rehoming (IFRR) are a group of devotees of the flatcoated retriever breed and our aim is to benefit the welfare of any flatcoated retriever who needs rehoming or assistance. Our group includes subscribing supporters, volunteers, contacts who are seeking to surrender a dog through the IFRR or who are seeking other assistance, contacts who are seeking to adopt a dog through the IFRR, and contacts who have adopted a dog through the IFRR.

1.2) In order to achieve our aim the IFRR holds personal data on the members of our group including – name, postal address, email address, telephone number(s). The General Data Protection Regulation (GDPR) is part of the data protection regime in the UK, together with the new Data Protection Act 2018. The GDPR and the Data Protection Act came into force on May 25th 2018. In accordance with the UK’s data protection regime including the General Data Protection Regulation (GDPR), the IFRR are required to protect the personal data that is held on the members of our group.

1.3) This privacy policy sets out the sources of the data gathered by the IFRR, how the data are used, and how the data are held in accordance with the requirements of the GDPR.

2) Data sources and uses

2.1) Sources: emails, phone calls, paper post, paper surrender forms, paper adoption forms, paper records of contacts including home inspection data, online bank activity, website contacts.

2.2) Subscribing supporters: if you choose to become a subscribing supporter then after receipt of your annual subscription you will receive the IFRR’s magazine four times a year either by post or electronically.

Volunteers: if you apply to be a volunteer with the IFRR then your data will be processed in readiness for the establishment of a volunteer agreement with us.

Rehoming contacts: for contacts who are seeking to surrender a dog through the IFRR or who are seeking other assistance, and for contacts who are seeking to adopt a dog through the IFRR, data will be collected to enable the IFRR to assess each dog in order to match her/him with the most suitable home. The data will be processed by the IFRR in order to enable the surrender form and the adoption form, as appropriate, to be signed by the contact and the IFRR.

Rehoming contacts who have adopted a dog through the IFRR: their data will be kept in order to arrange follow up visits if appropriate and to enable other continued support by the IFRR. All dogs rehomed by the IFRR remain under the ownership of the IFRR.

If you wish to change how the IFRR communicates with you then please email Mrs Mary Haines at [email protected];      

3) Data holding

3.1) Email and other electronic details: up to date antivirus, spyware, and other malware protection are used and the email address is checked before an email is sent.

3.2) Computer systems: these contain inbuilt security software that is regularly updated.

3.3) Access to computer systems: the IFRR’s co-ordinators, treasurer, magazine editor only.

3.4) Files with information about subscribing supporters, volunteers, and rehoming contacts: the minimum information is kept on paper which is kept in locked filing cabinets or on computers which are protected by passwords. The IFFR do not use Cloud storage for personal data.

3.5) Social media: the IFRR only posts personal information by private messaging. Images of dogs adopted by the IFRR will only be posted on social media with the adopter’s permission. Other postings about lost dogs, owners requesting assistance, or for other purposes will only be posted on social media with the owner’s permission. Similar practices apply to postings on the IFRR’s website.

3.6) Access to their personal data by subscribing supporters, volunteers, and rehoming contacts: individuals have the right to access their personal data held by the IFRR through making a subject access request to: Mrs Mary Haines at [email protected]; or by writing to Mrs Mary Haines, Silvermere Cottage, 11 Lower Stanton St. Quintin, Chippenham, Wilts SN14 6BY. More information about your data rights is at:

3.7) Disclosure of personal data: the IFRR will only disclose your personal data if required by law e.g. national security, criminal investigation, or with your consent. The IFRR will not share your personal data with third parties without your consent.

3.8) Retention of personal data: the IFRR will only keep personal data for as long as necessary for the purposes for which the data were collected. After that time, the IFRR will assess if there are other reasons to retain the data e.g. statistical or evaluation purposes, breed research, in which circumstances the data will be anonymised. If there are no reasons to retain the data then they will be deleted completely.

3.9) Complaints: the governing body dealing with complaints about the use of personal data by the IFRR is the Information Commissioner’s Office:

3.10) Personal data breaches: in the event of a data breach that carries a high risk of adversely affecting your rights and freedoms, the IFRR will inform you without undue delay. The IFRR will also inform the Information Commissioner’s Office within 72 hours if feasible. More information about personal data breaches is available at:

3.11) Other websites: our website and social media pages may contain links to other websites that are outside our control and are not covered by the IFRR’s privacy policy. 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 the IFRR’s.

3.12) Personal data transfers outside the European Union: the IFRR do not transfer data outside of the EU.

3.13) Updating the IFRR’s privacy policy: this policy is subject to updating. It was updated most recently on December 9th 2018.

3.14) The IFRR’s data controller and processor: Mrs Mary Haines,  

Email: [email protected]