Privacy & Policy

Last Updated: 01/09/2025

At Rehoming Tails, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your information when you interact with our website, services, and programs.

1. Information We Collect

1.1 Personal Information

We collect personal information that you voluntarily provide to us, including:

Adoption Applications:

• Full name, age, and contact details (phone, email, address)
• Family composition and living arrangements
• Employment and financial information
• Pet ownership history and experience
• Veterinary references
• Landlord information (if applicable)
• Emergency contact details

Foster Applications:

• Personal and contact information
• Housing details and living situation
• Experience with animals
• Availability and preferences
• Veterinary references

Donation Information:

• Name and contact details
• Payment information (processed through secure third-party platforms)
• Donation preferences and history

Volunteer Applications:

• Personal and contact information
• Skills, experience, and availability
• Background information relevant to volunteer roles
• Emergency contact details

Website Interactions:

• Contact form submissions
• Newsletter subscriptions
• Lost and found reports
• Comments and feedback

1.2 Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address and browser information
• Device type and operating system
• Pages visited and time spent on site
• Referring website information
• General location data (city/region level)

1.3 Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember your preferences and settings
• Analyze website usage and performance
• Provide social media integration
• Serve relevant content and advertisements

2. How We Use Your Information

2.1 Primary Uses

We use your personal information for:

Adoption Services:

• Processing and evaluating adoption applications
• Conducting background checks and reference verification
• Scheduling and performing home visits
• Matching pets with suitable families
• Facilitating meet-and-greet sessions
• Preparing adoption agreements and documentation
• Post-adoption follow-up and support

Foster Services:

• Processing foster applications and screening
• Matching foster families with appropriate pets
• Coordinating veterinary care and medical needs
• Providing ongoing support and guidance
• Arranging pet placement and adoption events

Donation Processing:

• Processing financial contributions securely
• Providing donation receipts and acknowledgments
• Maintaining donor records and communication preferences
• Sending updates on how donations are used

General Operations:

• Responding to inquiries and providing customer support
• Sending important updates about our services
• Conducting surveys and gathering feedback
• Improving our programs and services

2.2 Communications

We may use your contact information to send:

• Application status updates
• Appointment confirmations and reminders
• Pet care information and tips
• Newsletter and organizational updates
• Fundraising communications (with your consent)
• Emergency notifications regarding pets in your care

2.3 Legal and Safety Purposes

We may use information when necessary to:

• Comply with legal obligations and court orders
• Investigate suspected fraud or policy violations
• Protect the safety and welfare of animals
• Respond to emergency situations
• Defend our legal rights and interests

3. Information Sharing and Disclosure

3.1 Limited Sharing

We do not sell, rent, or trade your personal information. We may share information only in these circumstances:

Authorized Personnel:

• Volunteers and staff involved in adoption/foster processes
• Veterinarians and medical professionals caring for our animals
• Transport volunteers and coordinators
• Board members and organizational leadership

Service Providers:

• Payment processors for donation handling
• Website hosting and technical support providers
• Email service providers for communications
• Background check and reference verification services

Partner Organizations:

• Collaborating NGOs and rescue groups
• Veterinary clinics and hospitals
• Pet supply and service providers (with your consent)

3.2 Reference Checks

For adoption and foster applications, we may contact:

• Previous veterinarians for pet care history
• Landlords for housing permission verification
• Personal references provided in applications
• Employers (only if relevant to application)

3.3 Legal Requirements

We may disclose information when required by:

• Court orders or legal proceedings
• Law enforcement investigations
• Animal welfare authorities
• Emergency situations involving human or animal safety

3.4 Organizational Changes

If Rehoming Tails undergoes organizational changes (merger, acquisition, etc.), personal information may be transferred as part of the transition, subject to the same privacy protections.

4. Data Security

4.1 Security Measures

We implement appropriate security measures to protect your information:

• Secure data transmission (SSL encryption)
• Password-protected access to sensitive information
• Regular security assessments and updates
• Limited access based on role and necessity
• Secure storage of physical documents

4.2 Payment Security

• All payment processing is handled through secure, PCI-compliant third-party services
• We do not store credit card or banking information on our systems
• Payment data is encrypted during transmission

4.3 Data Breaches

In the event of a security breach:

• We will assess the scope and impact immediately
• Affected individuals will be notified promptly
• Authorities will be contacted as required by law
• We will take immediate steps to secure the breach and prevent future incidents

5. Data Retention

5.1 Retention Periods

We retain personal information for different periods based on its purpose:

Successful Adoptions: Indefinitely for animal welfare tracking and support Unsuccessful Applications: 2 years for potential future applications Foster Records: Duration of fostering relationship plus 2 years Donation Records: 7 years for financial and tax purposes Volunteer Information: Duration of service plus 2 years Website Analytics: 2 years for performance analysis General Inquiries: 1 year unless ongoing relationship exists

5.2 Data Deletion

We securely delete or anonymize personal information when:

• Retention periods expire
• Individuals request deletion (subject to legal requirements)
• Information is no longer necessary for operational purposes
• Legal obligations no longer require retention

6. Your Rights and Choices

6.1 Access and Correction

You have the right to:

• Request access to your personal information
• Correct inaccurate or incomplete information
• Update contact details and preferences
• Request information about how your data is used

6.2 Communication Preferences

You can:

• Opt out of non-essential communications at any time
• Update your communication preferences
• Unsubscribe from newsletters and marketing materials
• Choose your preferred communication methods

6.3 Data Deletion Requests

You may request deletion of your personal information, subject to:

• Our legal obligations to maintain records
• Ongoing relationships (active adoptions, fostering)
• Animal welfare and safety considerations
• Financial record-keeping requirements

6.4 Withdrawal of Consent

You can withdraw consent for:

• Non-essential communications
• Data sharing with partner organizations
• Participation in surveys and feedback requests
• Newsletter and promotional communications

Note: Withdrawal of consent may affect our ability to provide certain services.

7. Third-Party Services

7.1 Website Analytics

We use analytics services to understand website usage:

• Google Analytics (subject to Google’s Privacy Policy)
• Social media analytics (Facebook, Instagram)
• Website performance monitoring tools

7.2 Payment Processors

Donations are processed through secure third-party services:

• Payment gateway providers
• Banking and financial institutions
• Each has their own privacy policies governing data handling

7.3 Social Media Integration

Our website may include social media features:

• Social sharing buttons
• Embedded content from social platforms
• These features are governed by respective platform privacy policies

7.4 External Links

Our website contains links to external sites. We are not responsible for the privacy practices of these third-party websites.

8. Children’s Privacy

8.1 Age Requirements

Our services are intended for individuals 18 years and older. We do not knowingly collect personal information from children under 18.

8.2 Family Applications

When families with minors apply for adoption or fostering:

• We collect information about household composition
• We consider the welfare of all family members, including children
• We may require additional safety considerations for homes with children

9. International Data Transfers

9.1 Data Location

Personal information is primarily stored and processed in India. Some service providers may process data internationally, subject to appropriate safeguards.

9.2 Cross-Border Sharing

We may share information across borders only when:

• Required for emergency animal welfare situations
• Collaborating with international rescue organizations
• Using service providers with adequate data protection measures

10. Cookies Policy

10.1 Types of Cookies

Essential Cookies: Required for website functionality Analytics Cookies: Help us understand website usage Preference Cookies: Remember your settings and choices Social Media Cookies: Enable social sharing features

10.2 Cookie Management

You can control cookies through:

• Browser settings and preferences
• Opt-out tools provided by analytics services
• Direct communication with us about preferences

10.3 Cookie Consent

By using our website, you consent to our use of cookies as described in this policy.

11. Updates to This Policy

11.1 Policy Changes

We may update this Privacy Policy to reflect:

• Changes in our practices or services
• Legal or regulatory requirements
• Technological developments
• Best practice improvements

11.2 Notification of Changes

We will notify you of significant changes through:

• Email to registered users
• Prominent notices on our website
• Social media announcements
• Direct communication with active adopters and fosters

11.3 Continued Use

Continued use of our services after policy updates constitutes acceptance of the revised terms.

12. Contact Information

12.1 Privacy Inquiries

For questions about this Privacy Policy or your personal information:

Email: [Privacy Contact Email] Phone: [Contact Number] Mail: [Organization Address]

12.2 Data Protection Officer

For formal privacy complaints or data protection inquiries: Contact: [DPO Contact Information]

12.3 Response Times

We aim to respond to privacy inquiries within:

• Urgent requests: 24-48 hours
• General inquiries: 5-7 business days
• Complex requests: 15-30 days

13. Legal Basis for Processing

13.1 Legitimate Interests

We process information based on legitimate interests in:

• Animal welfare and protection
• Providing rescue and adoption services
• Ensuring suitable pet placements
• Organizational operations and communications

13.2 Consent

We rely on your consent for:

• Newsletter subscriptions
• Marketing communications
• Non-essential data sharing
• Optional survey participation

13.3 Legal Obligations

We process information to comply with:

• Animal welfare regulations
• Financial record-keeping requirements
• Legal reporting obligations
• Court orders and investigations

14. International Compliance

This Privacy Policy is designed to comply with applicable Indian data protection laws and international best practices, including consideration of GDPR principles where relevant.

15. Effective Date

This Privacy Policy is effective as of 01/09/2025 and applies to all information collected on or after this date.

Your Trust Matters: At Rehoming Tails, protecting your privacy is essential to our mission. We handle your information with the same care and responsibility we show our rescued animals. If you have any concerns or questions about our privacy practices, please don’t hesitate to contact us.