StreetVet Privacy Policy
Privacy Notice
Last updated: August 2026
Previous version: May 2026
StreetVet takes the privacy of our clients, donors, supporters and volunteers very seriously. We are strongly committed to protecting your privacy and every reasonable effort is taken to ensure that your information is kept secure and intact.
StreetVet collects, uses and is responsible for certain personal information about you. We ask that you read this privacy notice carefully as it tells you who we are, how we collect your personal data, how we store it, how we use it, how we keep it safe, your rights in relation to your own personal information, and how to contact us or the Supervisory Authority if you have a complaint.
If we ask you to provide information by which you can be identified, the information will only be used in accordance with this privacy notice and applicable UK data protection and privacy laws, including the UK General Data Protection Regulation, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations. We are committed to complying with this Privacy Policy and data protection laws, including those outside the UK and EEA, that apply to our collection and use of your personal information.
The terms of this policy may change, so please check it from time to time. This version was published on 26th August 2026 and supersedes all previous versions.
Who we are
This is the privacy statement for StreetVet, a charity registered in England and Wales, under registration number 1181527 and in Scotland under registration number SC052940.
Our registered address is: StreetVet, C/O Irwin Mitchell LLP, 28 Tudor Street, London, EC4Y 0AY
We comply with current requirements to notify our data processing activities to the Information Commissioner’s Office and are registered under registration reference ZA764983.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. Your information will be held in a secure environment, and access to it will be restricted to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
To prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and protect the information we collect online. We use state of the art technology for processing and storing data, and data transfers, including encryption and access control. Your personal data is processed with confidentiality and integrity.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
This Privacy Notice provides important information in the following areas:
What we collect about you
Where we collect personal data
How we use your personal information
With whom we share your personal information
Data Transfers
How long we keep your personal information
StreetVet’s AI usage
Your rights and control over your personal data
Your right to complain
Contacting the Data Protection Regulator
Changes and updates to this privacy notice
What we collect about you
We process the personal data of our clients, donors, corporate partners, volunteers, sponsors, distributors, staff of StreetVet accredited sites, trustees, patrons, individuals related to other charities, StreetVet Ambassadors, our referrers, our suppliers and our workers. There may be a separate Privacy Notice which describes how we use your data in specific cases, for example if you are a member of staff or apply for a job with us. We only collect personal information that is relevant to the interaction you have with us, which includes:
Contact data: individual contact name, job title, company name and business address if relevant; telephone number (landline and/or mobile); the telephone number from which you contacted us; your email address.
Client data: your contact details, living information, hostel name, address and contact details, health conditions, support workers’ name and contact details, your pet’s name, age, breed, colour, microchip number, photo, and its medical details
Volunteer data: name, email address, home address, telephone number (mobile and/or landline), profession, special skills, emergency contact/next of kin, RCVS number, VDS cover number, social media data (such as WhatsApp and personal Facebook account).
Supplier data: your contact details, job title, company name, business address, invoice, transactional and payment data
Marketing data: your contact and communication preferences; information relating to offers and promotions.
Telephone call data: we may store information on telephone calls you make to us, or which we make to you, including the telephone number the call was made from, date and time of call
Special category data: special category data are certain categories of personal data that are particularly sensitive and require particular care, such as health data, race, religious beliefs and so on. We do not collect special category data unless there is a clear reason for doing so – for example where you are participating in a fundraising or StreetVet organised event and where we may need the information to support you while you participate (eg allergies, or accessibility requirements). Where required, we will ask for your explicit consent to store and process special category information. In other cases, we will only process this information where we have a clear lawful basis and an appropriate condition under data protection law. Special category information will be held securely, and only individuals with a genuine need to access and process that information will be able to do so.
Donation and transaction data: name, email address, home address, telephone number (mobile and/or landline), Information relating to donations you have made, tax details for Gift Aid purposes; reason for donation (if you provide it to us); events or fundraising / sponsorship you have undertaken for StreetVet (but note, no bank or card details are recorded or retained).
Images: photographs or videos if you participate in one of our events or represent StreetVet at a third party event. Photographs or videos may be taken and stored of StreetVet staff, volunteers, clients and pets at outreach clinics, events or media opportunities.
Events data: where we hold events, we may collect additional personal data from you, such as T-shirt size for running events, or general dietary requirements and so on.
Market research data: information relating to surveys and information you share with us about your experience of using our products and services
Competitions data: name, address, email and phone number
Login data: username, email address and passowrd for volunteers who access our systems
Technical data: we collect information from your computer and about your visits to and use of this website. This includes collecting unique online identifiers such as IP addresses, which are numbers that uniquely identify a specific computer or other device on the internet. Please see our Cookie Policy for more details.
General data: Any other personal information you may have given us when discussing your needs or submitted in writing, which may include sensitive personal data.
Where do we collect personal data
Much of the data we hold about you will be data you share with us via our website, or through email, telephone calls, whatsapp messages or texts, or at events.
However, we may also collect data about you from the following sources:
Third parties: from a third party who has provided your details in order that we may assist you and your pet, including support workers, family or friends, members of the public or other homelessness service providers.
Donation platforms: such as Raisley, JustGiving, Enthuse, PayPal Giving Fund, Big Give, VisuFund and Facebook
Devices: automatically from the devices you use, including telephone numbers collected automatically by our telephone systems
Social media: information you may make available via social media
How we use your personal information
We shall always respect your privacy. In certain territories, we are required to have a legal basis for processing your personal data.
Where we need to collect personal data by law and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). If this happens, we may have to cancel, or be unable to provide, any services you have requested.
We process your data for the following purposes, and under the following legal grounds:
Purpose | Personal data | Article 6 lawful basis and the interest pursued | Article 9 condition |
|---|---|---|---|
A. Clients and their pets | |||
Assessing your eligibility and registering you as a client | Name, contact details, living situation, referrer or support worker details, pet details. Where eligibility is verified at outreach: the verifier's name, organisation, role and relationship to you, and the volunteer's name and location | Article 6(1)(f) legitimate interests. Interest: deciding who is eligible for a free service, and maintaining an accurate record of the people and animals in our care | See the health row below where health information is collected as part of registration |
Recording your health and accessibility information | Health conditions, accessibility requirements, support worker details | Article 6(1)(f) legitimate interests. Interest: delivering care safely and in a way that works for the client's circumstances | Article 9(2)(a) explicit consent for information the client chooses to give. Article 9(2)(g) with DPA 2018 Schedule 1 paragraph 18 only where the information is necessary to protect a client at risk and consent cannot reasonably be obtained |
Providing and coordinating veterinary care | Client name and contact details; pet name, age, breed, sex, microchip number, medical history and photographs | Article 6(1)(f) legitimate interests. Interest: treating the animal and coordinating its care with other practices | Not applicable to information about the animal. Where human health information is included, the condition in the health row applies |
Arranging transport, kennelling, food and item support | Client name, address and phone number, pet details, hostel advocate name | Article 6(1)(f) legitimate interests. Interest: getting animals to treatment and helping owners continue to care for them | Not applicable unless client health information is shared, in which case the health row applies |
Managing safeguarding concerns | Client details, the concern reported, details of the person reporting and relevant third party contacts | Article 6(1)(ea) recognised legitimate interest for safeguarding vulnerable individuals, per Annex 1 UK GDPR, where the statutory test is met. Otherwise Article 6(1)(f), interest: protecting people at risk of harm | Article 9(2)(g) with DPA 2018 Schedule 1 paragraph 18 |
Retaining records where we cannot provide support | Name, contact details, living situation, and limited details of the enquiry and the eligibility decision | Article 6(1)(f) legitimate interests. Interest: recording decisions made and avoiding repeat assessment of the same enquiry | Where health information was collected at the point of enquiry, the condition that applied on collection continues to apply |
Service analytics and impact reporting | Service information, location, and client and patient records drawn from the clinical system | Article 6(1)(f) legitimate interests. Interest: understanding demand for the service and demonstrating impact to funders | The original condition continues where identifiable or pseudonymised health data is used. Not applicable only to genuinely anonymous information |
UK Pet Population Project with Dogs Trust | Outreach postcode, partial microchip number, pet attributes and death data | Article 6(1)(f) legitimate interests. Interest: contributing to research on the UK dog population | Not applicable where the information relates only to animals and no individual is identifiable |
B. Supporters, donors and fundraising | |||
Processing donations and administering Gift Aid | Name, contact and address details, donation amounts and history, Gift Aid declaration, communication preferences | Article 6(1)(c) legal obligation for Gift Aid and tax records. Article 6(1)(f) for donation administration, interest: administering donations and maintaining accurate donor records | Not applicable |
Sending email updates and fundraising appeals | Name, email address, communication preferences | Article 6(1)(a) consent | Not applicable |
Postal and live telephone fundraising | Name, postal address, phone number | Article 6(1)(f) legitimate interests. Interest: raising the funds that sustain the service | Not applicable |
Automated marketing calls | Name, phone number | Article 6(1)(a) consent | Not applicable |
Maintaining suppression and preference records | Contact details, preferences, objections and opt-outs | Article 6(1)(c) legal obligation to honour opt-outs, supported where appropriate by Article 6(1)(f) | Not applicable |
Communicating with corporate partners and sponsors | Name, business contact details, organisation, job title | Article 6(1)(f) legitimate interests. Interest: developing and maintaining corporate support for the charity | Not applicable |
Organising events, participants and competitions | Name, contact and address details, date of birth, dietary and accessibility requirements | Article 6(1)(b) contract where participation terms apply. Otherwise Article 6(1)(f), interest: running the event and keeping participants safe | Article 9(2)(a) explicit consent for health, allergy, accessibility or religious dietary information |
General event photography and filming | Images and footage of attendees, staff, volunteers and people captured incidentally | Article 6(1)(f) legitimate interests. Interest: recording and promoting the charity's work | Applies where an image reveals health, disability, racial origin or religious belief, whether or not that was intended |
Staged photographs, client stories and identifiable portraits | Images, footage and the personal stories that accompany them | Article 6(1)(a) consent | Article 9(2)(a) explicit consent where health or other special category information is revealed |
C. Volunteers | |||
Recruiting, registering and maintaining volunteer records | Name and contact details, profession, qualifications, RCVS and VDS details, location, skills, volunteering history | Article 6(1)(f) legitimate interests. Interest: recruiting and managing the volunteer workforce that delivers the service | The original condition continues for any retained special category information |
Holding medical, accessibility and emergency contact information | Medical conditions, allergies, accessibility requirements, next of kin name and contact details | Article 6(1)(f) legitimate interests. Interest: keeping volunteers safe on outreach and being able to respond if someone is taken ill | Article 9(2)(a) explicit consent |
Disclosing medical information in an emergency | Medical information necessary to respond to the emergency | Article 6(1)(d) vital interests | Article 9(2)(c) vital interests, where the person is physically or legally incapable of giving consent |
Coordinating outreaches and operational communications | Volunteer name and contact details, and relevant client and patient information | Article 6(1)(f) legitimate interests. Interest: organising outreach sessions and supporting volunteers delivering them | The condition applying to the underlying client care or safeguarding purpose |
Arranging volunteer insurance | Name, profession, RCVS number | Article 6(1)(f) legitimate interests. Interest: ensuring volunteers are covered while delivering veterinary care | Not applicable |
Sending administrative volunteering messages | Name, email address, volunteering information | Article 6(1)(f) legitimate interests. Interest: keeping volunteers informed about their volunteering | Not applicable |
Sending promotional or fundraising newsletters to volunteers | Name, email address, communication preferences | Article 6(1)(a) consent | Not applicable |
D. Hostels and partner organisations | |||
Administering the Accredited Hostel & Day Centre Scheme, including staff training and scheme communications | Hostel name, address and contact details, staff names and email addresses, pet advocate name | Article 6(1)(f) legitimate interests. Interest: running the scheme and equipping hostel staff to support pets in their accommodation | Not applicable |
Providing 24/7 remote veterinary access through PawSquad | Hostel details, client details, pet name, age, breed, sex and microchip number | Article 6(1)(f) legitimate interests. Interest: giving hostel staff and clients access to veterinary advice out of hours | Not applicable unless human health information is processed, in which case the client health condition applies |
Sending the hostel marketing newsletter | Contact name, email address, organisation | Article 6(1)(f) legitimate interests for genuine corporate subscribers. Interest: promoting the scheme to hostels and day centres | Not applicable |
E. Website, systems and administration | |||
Operating, securing and analysing the website | IP address, technical information, essential cookies and identifiers, first-party statistical analytics | Article 6(1)(f) legitimate interests. Interest: keeping the website running securely and understanding how it is used | Not applicable |
Analytics and non-essential cookies outside an exemption | Online identifiers, website usage information | Article 6(1)(a) consent | Not applicable |
Responding to marketing, media and partnership enquiries | Name, contact details, organisation | Article 6(1)(f) legitimate interests. Interest: responding to people who contact us and developing partnerships | Not applicable |
Using Microsoft Copilot for internal administration | Contact details, communications and internal working materials | Article 6(1)(f) legitimate interests. Interest: improving the efficiency of internal administration | Not applicable. Staff and volunteers are instructed not to enter special category data or sensitive client information into AI tools |
Handling data protection complaints and rights requests | Name, contact details, the request or complaint and supporting evidence | Article 6(1)(c) legal obligation | Article 9(2)(g) with an applicable Schedule 1 statutory purpose condition where necessary. Article 9(2)(f) where necessary for legal claims |
Administering IT systems, user accounts and security logs | Name, email address, identifiers, access records and audit logs | Article 6(1)(f) legitimate interests. Interest: administering and securing the systems that hold personal data | Not applicable unless special category content is unnecessarily reproduced in logs |
F. Suppliers and other sources | |||
Managing suppliers and contractors | Contact name, job title, organisation, business address, invoice, transaction and payment data | Article 6(1)(b) contract where the individual is the contracting party. Otherwise Article 6(1)(f), interest: procuring and paying for goods and services | Not applicable |
Social media | Names, contact details, and content shared with us publicly or by direct message | Article 6(1)(f) legitimate interests. Interest: engaging with supporters and responding to enquiries | Where a message reveals special category information, Article 9(2)(a) or the condition applying to the underlying client care purpose |
With whom we share your personal information
StreetVet does not sell, share or give any personal data to external companies for the marketing purposes of those companies. We may share Client’s personal information with third parties that we are asked to deal with on your behalf.
We shall keep your personal data within StreetVet and our trusted third-parties except where disclosure is required by law, for example to government bodies and law enforcement agencies. We will restrict the information shared to third parties and only share the information they need to complete a service.
We only transfer your data to trusted third parties. We ensure that your data is treated confidentially and securely, and in accordance with data protection legislation. Our contracts and agreements with them will not allow them to use your information for anything other than the fulfilment of our agreement with you if:
they provide products, services or research on behalf of StreetVet, for example sub-contractors providing administrative, processing, development, analytical or other services to help us in our sales, marketing, digital, administration and product development activities. Our contract with them will not allow them to use your information for anything other than the fulfilment of our contract with you.
they provide veterinary care that StreetVet is unable to provide at outreach clinics.
they provide review services and may ask you, on our behalf, to complete a product or service review or questionnaire.
they carry out and research animal welfare studies to provide industry insight and to help shape the sector. Our Contract with them allows them to act as data controller but the data provided will be limited and anonymised as much as possible.
they provide market research services to help us improve our product, marketing and services.
we have asked you and been given your consent.
we transfer rights or obligations of our contract with you.
we are required or permitted to do so by law or regulation.
Data Transfers
StreetVet is based in the United Kingdom. Where we use service providers who store, access or process personal data outside the UK, we will ensure that appropriate safeguards are in place in accordance with UK data protection law.
This may include transferring personal data to countries recognised by the UK as providing an adequate level of protection, or using approved contractual safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, where required.
How long we keep your personal information
All personal data will be held in accordance with our company retention and deletion policy. We only keep your personal information for as long as we need to, so that we can use it for the reasons described above. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirement. By law we have to keep basic information about our clients and their pets clinical history for seven years after they cease being Clients in order to be compliant with RCVS regulations, and donors (including Contact, Identity, Financial and Transaction Data) for six years after they cease being donors for tax purposes. For anyone that has contact us that is not eligible for our support or for any other reason, we keep their data for 7 years.
To make sure that you do not receive marketing from us after you have told us to stop sending it, we need to keep a record of that instruction with your contact details. We shall hold that information until you tell us otherwise.
StreetVet’s AI usage
StreetVet may use Microsoft Copilot to support internal administrative tasks, such as drafting, summarising, organising information, improving internal documents and supporting staff productivity.
Where personal data is used with AI tools, this is limited to what is necessary for the relevant task and remains subject to StreetVet’s internal policies, access controls and confidentiality requirements. Staff and volunteers are instructed not to enter unnecessary personal data, special category data or highly sensitive client information into AI tools unless there is a clear operational need and appropriate safeguards are in place.
StreetVet does not permit personal data entered into Microsoft Copilot to be used to train public AI models.
We do not use AI to make solely automated decisions about individuals that have legal or similarly significant effects. Decisions about clients, volunteers, donors, staff or applicants are not made by AI without appropriate human involvement.
You may have rights in relation to personal data processed using AI tools, including rights of access, correction, erasure, restriction, objection and, where applicable, rights relating to automated decision-making. Please see the section “Your rights and control over your personal data” for further information.
Your rights and control over your personal data
Under the General Data Protection Regulation and the DPA 2018, you have a number of rights over your personal data. These include:
Right to know: the right to be informed about what data we collect, the purposes for processing your data, how long we will keep it, and with whom it will be shared. This Privacy Policy has been designed to meet that right.
Right of access: you have the right at any time to ask us (by making a subject access request) what personal information we hold about you, how we are using it, with whom we are sharing it, and where we obtained your personal data. You may also request a copy of the personal information. To protect your privacy and security we may need to verify your identity before disclosing or deleting your data.
Right to correct: the accuracy of your personal data is important to us. You can ask us to rectify/update your personal data, including your address and contact details at any time, and we shall do so promptly at your request. You may also request that we restrict processing if this is justified. Proof of identity may be required in some circumstances.
Right to restrict: you may request that we restrict processing of your personal data if this is justified. Proof of identity may be required in some circumstances.
Right to erasure: in some instances, you have the right to request that we delete your personal data. If the request is valid, we shall do so promptly. We may need to verify your identify before deleting your data.
Right to object: you have the right to ‘block’ or suppress processing of your personal data. You have the right to object to legitimate interest processing or to opt out of marketing promotions at any time. For example, every promotional email we send you contains a link which you may click to unsubscribe. When you make such a request, we shall retain just enough of your personal data to ensure that the restriction is respected in the future. You also have rights in relation to solely automated decision-making, including profiling, where this produces legal effects concerning you or similarly significantly affects you. StreetVet does not use AI to make solely automated decisions about individuals that have legal or similarly significant effects.
Right to withdraw consent: Where our processing of your personal data is based on your consent, you have the right to withdraw that consent at any time.
Right to portability: you have the right to receive personal data which you have provided to us, in a structured, commonly used and machine-readable format, and the right to transmit that data to a third party in certain situations.
If you wish to exercise any of your rights, or to request details of personal information which we hold about you or have any questions about this privacy notice or the information we hold about you please contact:
Privacy Officer
StreetVet
C/O Irwin Mitchell LLP
28 Tudor Street
London
EC4Y 0AY
Your right to complain
If you believe your personal data has been mishandled or your rights under data protection law have been infringed, you have the right to lodge a complaint with us directly.
You can submit a complaint via:
Email: privacy@streetvet.org.uk
Post: Privacy Officer, StreetVet, C/O Irwin Mitchell LLP, 28 Tudor Street, London, EC4Y 0AY
To help us investigate your complaint efficiently, please include your full name and contact details, a clear description of your complaint, and any relevant supporting documents.
We will acknowledge receipt of your complaint within 30 working days and may make additional reasonable enquiries about it. We will then look into the concerns you've raised and take appropriate steps to investigate and respond without undue delay. We take all feedback seriously and will handle your complaint in line with our Complaints Policies.
If a complaint is particularly complex and requires additional time to investigate, we will keep you informed, explain the reasons for the delay, and provide a revised timeframe for our response.
Contacting the Data Protection Regulator
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you have the right to make a compliant to the data protection regulator. If you are unhappy with our response you may lodge a complaint with the Information Commissioner’s Office.
Data Protection Team
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
www.ico.org.uk
Tel: +44 (0) 1625 545 745
Changes to this privacy notice
We may update this privacy notice from time to time to capture any changes made within the charity or any regulatory changes. When we do so, we shall inform you via our website.