Privacy notice

ShelterLink is the volunteer management system used by Assisi Animal Sanctuary. This notice explains what personal data we collect, why we use it, and your rights. It is written for volunteers and staff using the service.

What data we hold

Depending on how you use ShelterLink, we may hold:

• Account details — name, email, phone number, and password (stored as a secure hash)
• Volunteer profile — address, date of birth, emergency contact, skills, availability, and any custom fields the sanctuary asks for
• Activity records — shift applications, check-ins, logged hours, qualifications, waivers, foster offers, and messages related to volunteering
• Staff audit records — who viewed or changed sensitive records, for accountability

Why we use it

We use this information to:

• Run safe, organised volunteering (scheduling, check-in, and communications)
• Protect animal and people safety (qualifications, handling notes, emergency contacts)
• Meet legal and safeguarding duties where they apply
• Improve how the sanctuary supports volunteers

Volunteer contact privacy

Your phone number and emergency contact are shared with authorised Assisi staff when needed for a shift (for example on the day or week roster). We do not sell your details, and we do not publish volunteer contact information on public pages. Other volunteers do not see your phone number through ShelterLink.

Your GDPR rights

If UK GDPR applies to you, you can ask Assisi to:

• Access a copy of your personal data
• Correct inaccurate data
• Erase data where we are not required to keep it
• Restrict or object to certain processing
• Receive data you provided in a portable format where applicable

Staff administrators can export or erase volunteer accounts through ShelterLink’s privacy tools when that process applies.

Contact

For privacy questions about ShelterLink or Assisi Animal Sanctuary volunteering, contact the sanctuary office using the details published on the Assisi website, or speak to a member of staff at the sanctuary.

This page is a short privacy notice for users of ShelterLink. It is not legal advice.