Privacy Policy for Nordlys Hundehjem

1. Introduction and company information

This privacy policy explains how Nordlys Hundehjem collects, uses, stores, shares, and protects personal data when you interact with us, visit our premises, contact us, donate, volunteer, adopt, foster, or otherwise use our services as a dog-shelter.

Data controller: Nordlys Hundehjem
Address: Nordlys Hundehjem, Maridalsveien 3, 0178 Oslo, Norway
Email: [email protected]
Phone: +47 23 45 78 91

We process personal data in accordance with applicable privacy laws and principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality.

2. Data collection and processing

Nordlys Hundehjem may collect and process the following categories of personal data, depending on your relationship with us:

• Identification and contact information: name, address, email address, phone number, and other contact details.
• Adoption, fostering, and volunteer information: application details, household information, experience with animals, references, and suitability assessments.
• Donation and payment information: payment records, donation history, and billing-related information.
• Communication data: correspondence with us by email, phone, forms, or other channels.
• Website and technical data: IP address, device information, browser type, log data, and cookie-related information where applicable.
• Special categories of data: in limited cases, information you voluntarily provide that may reveal health-related or other sensitive circumstances, for example in connection with an adoption application or support request. We only process such data where permitted by law and necessary for the stated purpose.

We generally collect data directly from you. In some cases, we may also receive information from referees, veterinarians, public authorities, payment providers, or other third parties where necessary and lawful.

3. Purpose of data processing

We process personal data for the following purposes:

• to assess and manage adoption, foster, and volunteer applications;
• to communicate with you and respond to enquiries;
• to administer donations, memberships, receipts, and related financial records;
• to maintain records of animals in our care and the persons involved in their placement;
• to comply with legal obligations, including accounting, tax, animal welfare, and record-keeping requirements;
• to improve our services, website, and operations;
• to protect the safety and security of people, animals, property, and systems;
• to send relevant information or updates where you have requested or consented to receive them;
• to establish, exercise, or defend legal claims.

4. Legal basis for processing

We only process personal data where we have a valid legal basis. Depending on the context, our processing may be based on:

• Consent: where you have given us clear consent, for example for certain communications or optional processing.
• Contract: where processing is necessary to enter into or perform an agreement with you, such as adoption, fostering, volunteering, or donation-related arrangements.
• Legal obligation: where processing is required to comply with applicable laws and regulations.
• Legitimate interests: where processing is necessary for our legitimate interests, such as managing our shelter operations, ensuring security, preventing fraud, and improving services, provided that your interests and fundamental rights do not override those interests.
• Vital interests: in rare situations where processing is necessary to protect the vital interests of a person or animal-related safety context where permitted by law.

Where we process special categories of personal data, we do so only when a specific legal condition applies under the relevant privacy laws.

5. Data sharing and third parties

Nordlys Hundehjem may share personal data with trusted third parties only when necessary and lawful. These may include:

• payment service providers and banks;
• IT and hosting providers;
• email, communication, and customer management service providers;
• veterinarians, animal welfare partners, and rescue organisations;
• accountants, auditors, and legal advisers;
• public authorities, where required by law;
• reference providers or other persons involved in adoption, foster, or volunteer assessments, where appropriate and lawful.

We require third parties to protect personal data and to process it only for the agreed purposes and in accordance with applicable law.

6. Data transfer to third countries

In some cases, personal data may be processed by service providers located outside Norway or the European Economic Area (EEA). If such transfers occur, Nordlys Hundehjem will ensure that appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms permitted under applicable privacy laws.

Where required, we will also assess whether additional technical and organisational measures are needed to protect your data during international transfers.

7. Storage duration

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, unless a longer retention period is required or permitted by law.

• Adoption, foster, and volunteer records: retained for the period necessary to manage the relationship and for a reasonable period thereafter for documentation and legal protection.
• Donation and accounting records: retained in accordance with applicable accounting and tax requirements.
• Communication records: retained as long as needed to handle the matter and for follow-up purposes.
• Website and technical logs: retained for a limited period necessary for security, troubleshooting, and analytics.

When data is no longer needed, we will delete, anonymise, or securely archive it in accordance with legal requirements and internal retention procedures.

8. User rights

Subject to applicable law, you may have the following rights regarding your personal data:

• Access: the right to request confirmation of whether we process your data and to receive a copy of that data.
• Rectification: the right to request correction of inaccurate or incomplete data.
• Erasure: the right to request deletion of your data in certain circumstances.
• Restriction: the right to request that we limit the processing of your data in certain situations.
• Data portability: the right to receive certain data in a structured, commonly used, machine-readable format and, where technically feasible, to have it transmitted to another controller.
• Objection: the right to object to processing based on legitimate interests and, in some cases, to direct marketing.

To exercise your rights, please contact us using the details provided below. We may need to verify your identity before responding. We will respond within the time limits required by applicable law.

9. Withdrawal of consent

Where our processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

You may withdraw consent by contacting us at [email protected] or by using any unsubscribe or preference-management option provided in our communications, where available.

10. Right to complain

If you believe that Nordlys Hundehjem has processed your personal data unlawfully or in a way that infringes your rights, you have the right to lodge a complaint with the relevant supervisory authority. In Norway, this is the Norwegian Data Protection Authority (Datatilsynet).

We encourage you to contact us first so that we can try to resolve your concern directly and promptly.

11. Data security

Nordlys Hundehjem implements appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include access controls, role-based permissions, secure storage, encryption where appropriate, staff confidentiality obligations, and regular review of our security practices.

While we take reasonable steps to protect your data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we continuously work to improve our safeguards.

12. Contact information

If you have questions about this privacy policy or our processing of personal data, please contact:

Nordlys Hundehjem
Nordlys Hundehjem, Maridalsveien 3, 0178 Oslo, Norway
Email: [email protected]
Phone: +47 23 45 78 91

13. Changes to privacy policy

Nordlys Hundehjem may update this privacy policy from time to time to reflect changes in our practices, services, legal obligations, or applicable privacy laws. Any updated version will be published in an appropriate manner, and the revised policy will apply from the date of publication unless otherwise stated.

We encourage you to review this privacy policy periodically to stay informed about how we process personal data.