Privacy Policy

This Privacy Policy was last updated on 30th May 2025.

We will take care in the collection, handling and storage of any personally identifiable or sensitive data and will act in accordance with all applicable UK general data protection regulations. We will not use your data in a way that is adverse to your interests. 

 

Who We Are  

Infinity Dogs CIC is an organisation that provides programmes and training for owner trained assistance dogs and their handlers. We are a non-profit organisation operating as a community interest company (14947355). 
 
Who are our handlers 
We support a wide range of disabilities and medical conditions. Our handlers are from a variety of diverse backgrounds. 
 
Collecting data
When applying to our organisation, we will collect data about yourself and your dog to ensure that we have all the knowledge needed to provide our services. We may ask you to send us data if it is required e.g. information about the locations you can access for training  sessions and assessments.
 
How we use your data
  • Requesting information and communication. We use mobile phone numbers and email addresses to communicate with you and send information on request and information which relates to your training programme. 
  • Google system. We use this system for our video calls, group meetings, video storage and chat box. To access this, we use your chosen email address. 
  • Whatsapp. We use Whatsapp groups, with your consent,  to communicate information about training sessions. 
  • We do not use your information for internal marketing purposes e.g. we will not contact you with advertisements or newsletters.
  • We use your disability evidence with the sole purpose of confirming a disability and gathering relevant information for task work at the time of application. 
  • We will ask for your consent to share your dog’s information with other trainers to discuss a question or query as a group. 
     
Our website is designed using Webador. Please visit Webador for the website privacy policy and the use of cookies. We may use website analytics such as location, site visits and views for business development. Our website is not used to create accounts.
 
Financial information 
  • We do not access, screen or profile financial information. 
  • Financial information is stored to track payments, refunds and business finances. 
  • We hold financial information for at least 7 years for business finances. 
  • When viewing transactions we can access: the type of transaction it was, e.g. faster payments, the date, the name of the person who made the transaction, and the amount. We cannot access any personal details such as account, sort code, or card numbers.  
 
Data handling
  • We will never sell or exchange your information with an external party unless in the explicit situation of handing over a client. 
  • We do not segment or target information based on demographic or geographical factors. 
  • We do not share physical copies of your data with volunteers or any other person involved with the organisation. Verbal information is provided with explicit permission from the handler. 
 
Storing data securely 
We do not store any client details in paper copies including physical notes. If a trainer is required to write something down for the reason of urgency it never contains identifiable or personal details and this paper is destroyed and is not recycled.  
  • Each device (mobile phone or laptop) is password-protected
  • We do not handle your data whilst using a public WIFI 
  • The Google system for use of members of the organisation and the storage of emails, documents, sharing of files etc is a double encrypted system – only the Director and a Trustee  have access to email enquiries and submissions. 
  • We advise that your emergency contact details are kept with your assistance dog. 
 
Client confidentiality
Infinity Dogs CIC reserves the right to break confidentiality should it be necessary but not limited to the reasons below. Any reason will have a focus on the well-being and safety of members and in applicable cases we will discuss this with the client beforehand. 
If a member of the organisation, another handler or your trainer: 
  • Believes you are a danger to yourself or others 
  • In the circumstance of suspected or knowledge of abuse to another person or  an animal 
  • If information is disclosed with the nature of a crime being committed – disclosure is required by law or the police 
The decision to break confidentiality is taken extremely seriously and is ultimately decided by the Director and Trustees who have received safeguarding and health and safety training.  
 
Data retention 
In most cases, we retain data for 7 years after the last financial transaction. There may be exceptions to this such as holding networking information, reviewing content  etc. We are unlikely to hold information on new unsuccessful applications past  2 years. We do not hold data past the point where it is no longer needed. We hold your personal data on a basis of consent and in line with data protection rights, you can request the deletion of this data at any stage except the financial transaction records we hold to be compliant with maintaining the accuracy of accounts. Please view ICO guidance ‘Your right to get your data deleted’ to view when there may be exceptions to immediate deletion.  
 
You have a right to ask for a copy of the information we hold on you. This is known as a subject access request and information can be found on the ICO website.