Privacy Notice
Notice version: 2026-07-27
1. Who is responsible for your information?
Royal Society for the Prevention of Cruelty to Animals Coventry and District Branch CIO is the data controller for this collection and delivery service.
Registered charity number: 1208493
Contact address: Brownshill Green Farm, Coundon Wedge Drive, Allesley, Coventry, CV5 9DQ, United Kingdom
Privacy email: enquiries@collections-rspca-coventrydistrict.co.uk
2. Information we collect
When you submit a collection or delivery request, we collect your name, email address, telephone number, address, postcode, preferred dates, access and parking information, details about the donated items, condition information, and any photographs you upload.
We also create operational records such as your request reference, contact history, assessment notes, booking date, route slot, assigned staff or driver, outcome, confirmation-email status and security audit events.
Please do not include health information, identification documents, bank details or other sensitive information in free-text fields or photographs. If you tell us such information unexpectedly, we will limit its use and remove it where it is not needed.
3. Where the information comes from
Most information comes directly from you through the website, by telephone or during later contact with our team. A member of staff may enter information on your behalf when helping you make or update a request.
4. Why we use it and our lawful basis
We use personal information to assess whether items are suitable, communicate with you, plan safe collection and delivery routes, confirm bookings, operate and improve the service, handle complaints, protect staff and donors, prevent misuse, comply with legal obligations and establish or defend legal claims.
Our principal lawful basis for running this service is Legitimate interests. Where we rely on legitimate interests, those interests are: Operating a safe and efficient donated-furniture collection and delivery service, assessing suitability, arranging routes, preventing misuse and maintaining service records.
We may also rely on legal obligation where a law requires us to retain or disclose information, and on the establishment, exercise or defence of legal claims where necessary.
The form acknowledgement records that you were shown this notice. It is not consent to marketing. We do not use collection-request information for advertising or send marketing email from this app.
5. Information you need to provide
Your name, contact details, collection or delivery address and item information are required so we can assess and manage the request. Photographs are optional, but a lack of clear photographs or sufficient item information may mean we cannot assess or accept the collection. Submitting a request does not guarantee acceptance.
6. Who can access or receive the information?
Authorised Area Managers and Store Managers can access information needed to administer the service. Drivers only receive route and contact information needed for jobs assigned to them. Staff access is controlled by individual accounts and roles.
We use service providers acting as processors on our instructions, including Hostinger for website, file and database hosting and Resend for transactional email delivery. Email content may include your name, email address, booking type, date, time window, address and item description.
We may disclose information to professional advisers, insurers, law-enforcement bodies, regulators or courts where necessary and lawful.
7. International transfers
Resend stores customer data in the United States. Its Data Processing Addendum incorporates the UK Addendum to the EU Standard Contractual Clauses for relevant transfers and also describes use of the UK Extension to the EU–US Data Privacy Framework. The controller must retain and periodically review the applicable processor and transfer documentation. You may request a copy or further information about the safeguards by contacting the privacy email above.
Hosting location and any further international transfers must be recorded in the controller’s processor and transfer register.
8. How long we keep information
At the end of the applicable period, the app deletes uploaded photographs and deletes or anonymises personal information, unless a restriction, active complaint, legal requirement or legal claim requires it to be retained longer. Area Managers can preview and run the retention process and every action is audited.
9. Your rights—including your right to object
Depending on the circumstances, you may ask for access to your personal information, correction of inaccurate information, erasure, restriction of processing, or data portability. You may also object to processing based on legitimate interests.
You have the right to object to processing based on legitimate interests. If you object, we will stop that processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the information is required for legal claims.
Rights are not always absolute. We may need proportionate information to verify your identity and will explain any lawful exemption or refusal.
10. Automated decision-making
This app does not make decisions about you solely by automated processing or profiling that produce legal or similarly significant effects. Collection suitability and bookings are reviewed by authorised staff.
11. Security
Controls include encrypted HTTPS connections, role-based access, individual staff accounts, securely hashed passwords, forced replacement of temporary passwords, login throttling, CSRF protection, session expiry, private photograph storage, file validation, security headers, audit logs, CSV formula-injection protection, rights-request verification and retention controls.
No online system can guarantee absolute security. Staff must use unique passwords, keep accounts private, follow approved procedures and report suspected incidents immediately.
12. Complaints
Please contact the privacy email first so we can investigate. You can also complain to the Information Commissioner’s Office (ICO), the UK data-protection regulator, by visiting the ICO website or calling 0303 123 1113.
13. Changes to this notice
The app records the notice version shown when a request is submitted. We will update this page when the processing changes materially and will review the notice alongside the retention schedule, processor register and record of processing activities.