1. Introduction
Helping Pets Perthshire, which operates as Missing Pets Perth & Kinross, (“we”, “our”, “us”) is a Scottish Charitable Incorporated Organisation (SCIO) committed to protecting the privacy and personal information of everyone we work with, including our volunteers, trustees, supporters, donors, beneficiaries, service users, and members of the public.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable legislation. This Privacy Policy explains how we collect, use, store, share, and protect your personal information.
2. Data Controller
Organisation: Helping Pets Perthshire
SCIO Number: SC053227
Email: help@missingpetspk.org.uk
3. Your rights
If you have any questions regarding this Privacy Policy or your personal information, please contact us using the details above. Under UK GDPR you have the right to:
- Be informed
- Access your personal information
- Request correction of inaccurate information
- Request erasure in certain circumstances
- Restrict processing
- Object to processing
- Data portability (where applicable)
- Withdraw consent where consent is relied upon
Some rights may be limited where exemptions apply. You also have the right to complain to the Information Commissioner’s Office (ICO). Website: https://ico.org.uk, Telephone: 0303 123 1113.
4. Who This Policy Applies To
This policy applies to:
- Volunteers
- Trustees
- Service users
- Donors and supporters
- Contractors and suppliers
5. Personal Information We Collect
Depending on your relationship with us, we may collect information as set out below and we explain our lawful basis for processing that information:
| Relationship with us | Information collected | Legal basis of processing information |
| Volunteer | – Contact details (name, address, telephone number, email address) – Availability – Skills and qualifications – Training records – Emergency contact details | Legitimate interest to further the charity’s work and safeguard volunteers |
| Trustees | – Contact details (name, address, telephone number, email address) – Skills and qualifications – Identification documents where legally required – Trustee appointment information – Conflict of interest declarations – Financial declarations where required – Training records – Governance records | Legal obligation under Charities and Trustee Investment (Scotland) Act 2005 |
| Service Users (depending on services provided, including those who contact us through our website, social media, by email or telephone) | – Contact details (name, address, telephone number, email address) – Details of enquiries – Incident reports – Rescue or welfare information – Communications with our organisation – Information necessary to provide our services | Legitimate interest to evidence and provide the charity’s services |
| Donors and Supporters | – Contact details (name, address, telephone number, email address) – Donation history – Gift Aid declarations – Fundraising preferences – Event registrations – Communication preferences | Legitimate interest to evidence the charity’s income and for accounting purposes |
| Contractors and suppliers | – Contact details (name, address, telephone number, email address) – Any personal data contained on invoices | Legal obligation for accounting purposes under Charities and Trustee Investment (Scotland) Act 2005 |
6. Why We Process Your Information
We process personal information to:
- Deliver our charitable services
- Coordinate rescues and operational activities
- Recruit and manage volunteers
- Fulfil trustee governance responsibilities
- Respond to enquiries
- Communicate with supporters
- Process donations
- Claim Gift Aid
- Organise fundraising activities
- Improve our services
- Maintain operational records
- Comply with legal obligations
- Protect people, animals and property
- Produce publicity and educational material
- Maintain organisational security
7. Photos, Video and Drone Footage
In addition to the information listed in section 4, we may also collect information when we record photos, videos or drone footage (which we generally call ‘images’). These may cover any of the relationships listed in section 4. We may also be provided with CCTV images by service users. Images may include:
- Rescue operations
- Volunteers
- Trustees
- Service users
- Animals
- Vehicles
- Members of the public incidentally present
Drone imagery is only collected where lawful and necessary for operational purposes, training, public awareness or fundraising. Drone operations comply with Civil Aviation Authority (CAA) requirements and applicable privacy legislation. Drone images may be collected when we undertake:
- Rescue operations
- Site surveys
- Training exercises
- Environmental assessments
- Promotional activities
Images may be used for:
- Operational records
- Rescue documentation
- Incident investigations
- Volunteer training
- Insurance purposes
- Public awareness campaigns
- Website
- Social media
- Fundraising materials
- Annual reports
Where identifiable individuals are featured prominently in promotional material, we will normally seek consent unless another lawful basis applies.
8. Sharing Information
We only share personal information where necessary. This may include:
- Emergency services
- Police Scotland
- Local authorities
- Veterinary professionals
- Medical professionals
- Insurance providers
- Professional advisers
- HM Revenue & Customs (Gift Aid)
- Regulators
- IT service providers
- Cloud storage providers
We require organisations processing information on our behalf to protect it appropriately.
9. International Transfers
We do not transfer data out of the UK.
10. How We Protect Your Information
We use appropriate technical and organisational measures including:
- Password protected systems
- Access controls
- Encryption where appropriate
- Secure cloud storage
- Regular software updates
- Volunteer and trustee confidentiality obligations
- Secure disposal procedures
- Staff and volunteer training
11. How Long We Keep Information
We only retain information for as long as necessary. Typical retention periods include:
| Information | Typical Retention |
| Volunteer records | 6 years after leaving |
| Trustee records | 6 years after leaving office |
| Donation records | 6 years |
| Financial records | 6 years (minimum) |
| Gift Aid records | 6 years |
| Service user records | Normally 6 years after last contact (unless longer retention is required) |
| Incident reports | Up to 6 years or longer if legal proceedings are possible |
| Images | Reviewed regularly and retained only where necessary |
| Drone footage | Retained only for operational or evidential purposes |
Retention periods may be extended where required by law or ongoing investigations.
12. Marketing Communications
We will only send marketing or fundraising communications where we have an appropriate lawful basis. You can unsubscribe at any time.
13. Data Breaches
We have procedures for identifying, investigating and responding to personal data breaches. Where required by law, breaches will be reported to the Information Commissioner’s Office (ICO) and affected individuals.
14. Changes to this Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website.
Version: 1.0, Effective Date: 23 July 2026, Review Date: 23 July 2027
Appendix – Categories of Personal Data Processed
| Category | Examples |
| Identity Data | Name |
| Contact Data | Address, email, telephone, social media contact |
| Financial Data | Donations, Gift Aid |
| Volunteer Data | Training, qualifications, emergency contacts |
| Trustee Data | Governance records, declarations |
| Service Data | Incident details, enquiries, rescue information |
| Image Data | Photographs, video, drone footage |
| Communications | Emails, telephone calls, correspondence |
Website privacy
1. Who we are
Our website address is: www.missingpetspk.org.uk.
2. Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
3. Website statistics
We use the WP Statistics plugin to analyse traffic on our website. WP Statistics stores its data on our own server and does not transmit it to any third parties. Below, we describe what information we collect through WP Statistics, why we collect it, and how it is handled.
If you have questions or concerns about our analytics practices, please contact us or review the WP Statistics Data Privacy guide.
4. Website privacy
We do not collect or store any information that can identify you personally. This means:
- No Cookies: We do not set tracking cookies or similar identifiers in your browser.
- Anonymised IP: Your IP address is anonymised and securely processed (e.g. hashed) so it can’t be reversed to identify you.
- Aggregated Statistics: We only track general activity like page views or country of access.
- Local Storage: All data is stored locally on our server; we never share it with third parties.
Copyright and permissions
Unless otherwise stated, all text, photographs, videos, drone imagery, graphics, and other content on this website are the copyright of Helping Pets Perthshire, SCIO SC053227.
You may share links to our website and view and download material for your personal, non-commercial use.
You may not copy, reproduce, modify, or distribute our content without our prior written permission, except where permitted by law. Requests for permission should be sent to help@missingpetspk.org.uk.
© 2026 Helping Pets Perthshire.