Privacy Policy

The Douglas Cat Sanctuary
Last updated: 12th December 2025

1. Who We Are

The Douglas Cat Sanctuary (“we”, “us”, “our”) is a volunteer-run rescue dedicated to rehabilitating and rehoming cats.

Website: https://thedouglascatsanctuary.co.uk
Email: info@theodouglascatsanctuary.co.uk

We are the Data Controller for all personal information collected through our website, email communications, and adoption processes.

2. What Personal Data We Collect

a) Information you provide directly

When contacting us or completing adoption forms, you may provide:

  • Name
  • Address (adoption applicants only)
  • Email address
  • Telephone number
  • Details about your home, lifestyle, and suitability to adopt
  • Any information you choose to include in enquiries

b) Adoption application data

Includes information required to:

  • assess your suitability
  • check that an adoption match is safe and appropriate
  • comply with animal welfare responsibilities

c) Automatically collected technical data

When visiting our site, we may collect:

  • IP address (anonymised if analytics consent not given)
  • Browser and device information
  • Pages visited, referral sources, and timestamps
  • Security-related request data (Security and Server logs)

d) Cookies and tracking technologies

Used for:

  • essential website functions
  • security
  • analytics (only with consent)
  • YouTube video embedding (functional cookies, only after consent)

See our Cookie Policy for full details.

3. How We Use Your Data

We use your personal information to:

  • respond to enquiries
  • process adoption applications
  • assess suitability for specific cats
  • match applicants with cats needing homes
  • maintain lifelong Rescue Back Up (RBU) records
  • ensure website security and prevent misuse
  • analyse site performance (with consent)

We do not use your data for advertising or profiling.

4. Legal Basis for Processing

Under the UK GDPR, we rely on:

a) Legitimate Interests

For responding to enquiries, processing applications, conducting home-check suitability assessments, preventing fraud, and ensuring site security.

b) Consent

For analytics cookies, functional cookies (YouTube), and any optional data collection.
You can withdraw consent at any time.

c) Legal Obligation

For complying with UK record-keeping or animal welfare obligations.

5. How Long We Keep Your Data

We only retain data for as long as necessary. Our adoption-related retention rules are:

a) If you apply for a specific cat and are not a match

Your application is deleted immediately, unless you explicitly request to be considered for other cats.
Your data will not be held on file.

b) If you submit a general adoption application

General applications are retained for up to 6 weeks, during which we may:

  • complete suitability checks
  • review available cats
  • discuss potential matches

After 6 weeks, your details are deleted, and we will not hold your data unless you ask us to.

c) If you adopt a cat

If you adopt from us, we retain your:

  • adoption application
  • name and address
  • adoption agreement

indefinitely, to provide our lifelong Rescue Back Up (RBU) for your adopted cat.

d) Email enquiries

Kept for up to 12 months, unless the conversation is ongoing.

e) Analytics data

Stored by Google Analytics according to your configured data retention period (typically 2–14 months).

f) Server logs

Retained approx. 30 days for security and diagnostic purposes.

6. How We Keep Your Data Secure

We use:

  • HTTPS encryption
  • Wordfence firewall and malware scanning
  • Hostinger secure hosting + off-site backups
  • LiteSpeed security features
  • Restricted volunteer access (only where necessary)
  • Data minimisation practices

Your data is never sold or used for advertising.

7. Sharing Your Data

We may share limited data with:

  • Our Web Hosting Provider
  • Our Security Tooling
  • Google (YouTube embeds & analytics — only after consent)
  • Law enforcement or regulatory bodies if required
  • Partner organisations – Agria Insurance for 5 weeks free cover on adoption

We do not share adoption applicant data unless explicitly necessary for the cat’s welfare (e.g., veterinary emergency).

b) Partner organisations and donations

Douglas Cat Sanctuary may receive donations from partner organisations when adopters choose to use their services.

For example, if an adopter chooses to continue with Agria Pet Insurance after the free rehoming cover period, Douglas Cat Sanctuary may receive a donation from Agria. This donation helps support the ongoing care and welfare of our sanctuary cats.

Adopters are under no obligation to use any particular provider and are free to choose services that best suit their needs.

8. Your Rights Under UK GDPR

You have the right to:

  • Access your personal data
  • Correct inaccurate information
  • Request deletion (subject to RBU obligations if you have adopted)
  • Restrict processing
  • Object to processing
  • Withdraw consent
  • Lodge a complaint with the ICO

To exercise any right, contact us at:
info@thedouglascatsanctuary.co.uk

9. Children’s Data

We do not knowingly collect children’s data.
If an adoption application mentions children in the household, this information is used only for suitability assessment and not stored beyond the application period unless adoption proceeds.

10. Changes to This Privacy Policy

We may update this Privacy Policy at any time.
The “Last Updated” date will always reflect the latest revision.

11. Contact Us

For any privacy concerns or requests, contact:
The Douglas Cat Sanctuary
Email: info@thedouglascatsanctuary.co.uk