1. Purpose and scope
The purpose of this Animal Intake & Surrender Policy is to set out when and how animals may enter the care of the HEADTURNED Sanctuary (the Sanctuary), and the factors we consider when deciding whether we are able to accept an animal.
This policy applies to all animals considered for admission to the Sanctuary, including:
- Animals surrendered by members of the public.
- Animals transferred from other shelters, sanctuaries, or rescue organisations.
- Animals brought to us as part of an emergency or welfare intervention.
This policy does not replace detailed clinical or operational procedures used by our team, which may contain additional internal steps and safeguards.
2. Definitions
- Sanctuary refers to the HEADTURNED Sanctuary and any associated land, facilities, and approved foster placements used for animal care.
- Guardian refers to the person or organisation that currently has legal responsibility for the animal, including owners and authorised representatives.
- Intake refers to the process by which an animal is assessed for and, where appropriate, admitted into the care of the Sanctuary.
- Surrender refers to a Guardian formally transferring responsibility for an animal to the Sanctuary.
- Transfer refers to an animal moving into our care from another recognised shelter, rescue, or sanctuary under an agreed arrangement.
3. Guiding principles
All intake and surrender decisions are guided by the Sanctuary's wider mission and our ethical duties to the animals in our care, our team, and the wider environment. In particular, we aim to:
- Prioritise the welfare, safety, and long-term prospects of each individual animal.
- Ensure we do not exceed our safe capacity or compromise standards of care for existing animals.
- Act in line with applicable laws and regulations, including those relating to animal welfare, wildlife, biosecurity, and land use.
- Work collaboratively with other organisations, Guardians, and professionals where this is in the best interests of the animal.
4. Who this policy applies to
This policy applies to anyone seeking to place an animal into the care of the Sanctuary, including:
- Individual Guardians or families wishing to surrender an animal.
- Rescue organisations, shelters, and sanctuaries requesting a transfer.
- Professionals such as veterinary practices, local authorities, or emergency services engaging with us about an animal in need.
5. Types of animals we may accept
The Sanctuary is primarily focused on animals that align with our conservation and welfare goals. The exact species and categories we can accept will be set out in more detail as our facilities develop, but may include:
- Domestic companion animals in need of rehoming or long-term care where this is consistent with our capacity and expertise.
- Wildlife and wild-born animals requiring rehabilitation, with any release or rewilding decisions governed by our Rehabilitation & Rewilding Policy.
- Farmed or formerly farmed animals in need of long-term sanctuary, where we can meet their species-specific needs.
We may not be able to accept certain species due to legal restrictions, biosecurity risks, specialist care requirements, or limitations of our facilities.
6. Sources of intake
Animals may come into our care through several routes, including:
- Planned surrender by a Guardian – for example due to changes in circumstances, health, or housing.
- Transfers from other organisations – where another shelter, rescue, or sanctuary asks us to accept an animal because they cannot continue care.
- Emergency or welfare interventions – for example animals needing urgent assistance following neglect, abandonment, or environmental events, where we are asked to help by an appropriate authority or trusted partner.
7. Intake assessment
Before agreeing to accept an animal, we will normally carry out an intake assessment. This may involve:
- Collecting background information about the animal's history, behaviour, and medical needs.
- Requesting access to veterinary records, behaviour reports, or other relevant documents.
- Considering our current capacity, staffing, and facilities to ensure we can provide appropriate care.
- Identifying any legal restrictions, licensing requirements, or risks associated with the animal or its previous environment.
In urgent cases, some steps may need to be completed after the animal has been admitted. In all cases, our aim is to make decisions that are safe, lawful, and in the best interests of the animal.
8. When we may not be able to accept an animal
We recognise that asking for help can be difficult, and we treat all enquiries with respect. However, we may not be able to accept an animal where:
- Our facilities are at or near safe capacity.
- We do not have the appropriate facilities, expertise, or environment for the species or specific needs of the animal.
- There are legal restrictions that prevent us from accepting or keeping the animal.
- Significant and unmanaged safety risks are identified for the animal, our team, or other animals in our care.
Where possible, we will signpost Guardians to other organisations or support options if we cannot help directly.
9. Surrender process for members of the public
Guardians who wish to surrender an animal to the Sanctuary will normally be asked to:
- Complete an initial enquiry or surrender form, providing honest and accurate information.
- Provide any documentation we reasonably request (for example vet records, identification, or proof of ownership where available).
- Agree to a formal surrender agreement transferring responsibility to the Sanctuary, where the intake is accepted.
In signing a surrender agreement, the Guardian confirms that they are legally entitled to surrender the animal and that any information they provide is correct to the best of their knowledge.
10. Transfers from other organisations
Transfers from other organisations will be considered on a case-by-case basis. We will usually seek:
- A clear written understanding of the animal's history, including why a transfer is being requested.
- Up-to-date veterinary and behavioural information where available.
- Confirmation of any legal, licensing, or reporting requirements relevant to the animal.
Transfers must be agreed by authorised representatives of both organisations. We may set additional conditions or decline a transfer if we believe it is not in the interests of the animal or the Sanctuary.
11. Ownership, consent and legal responsibility
The Sanctuary will not knowingly accept an animal where there is a dispute about ownership, unless this is done at the request of a competent authority or as part of a lawful process.
By surrendering or transferring an animal to us, the Guardian or transferring organisation confirms that they are authorised to do so. Once the Sanctuary accepts an animal and a surrender or transfer is completed:
- The Sanctuary will normally assume ongoing responsibility for decisions about the animal's care, in line with our policies.
- Previous Guardians or organisations will not usually retain any rights to direct future decisions about the animal, including rehoming or relocation, unless this is explicitly agreed in writing.
12. Health, quarantine and biosecurity
To protect all animals in our care, the Sanctuary may apply quarantine periods, health checks, and biosecurity measures when an animal is admitted. These may include:
- Initial veterinary assessment and treatment where necessary.
- Isolation or limited contact with other animals for a defined period.
- Vaccinations, parasite control, or diagnostic testing, where appropriate and lawful.
Full details of our biosecurity measures will be set out in our Biosecurity & Disease Prevention Policy and internal procedures.
13. Records and privacy
We keep records relating to each animal admitted or assessed for admission, as well as records of the people and organisations we interact with. Personal information is handled in line with our Privacy Notice and any applicable data protection laws.
Information we collect may include contact details, notes about the animal's history, and copies of relevant documentation. We use this information to make safe decisions, provide appropriate care, and meet our legal obligations.
14. Fees, donations and costs
The Sanctuary may invite Guardians or partner organisations to make a donation or contribute towards the costs of caring for an animal, particularly in cases of planned surrender. Any such contribution will be explained clearly at the time.
We will never refuse emergency help that we are able to lawfully and safely provide solely because a Guardian cannot afford to make a contribution.
15. Outcomes for animals after intake
Once an animal is in our care, future decisions about rehoming, long-term sanctuary, or where appropriate, release or rewilding, will be taken in line with our:
- Animal Welfare & Care Standards.
- Adoption & Fostering Policy.
- Rehabilitation & Rewilding Policy.
In rare cases, and usually only on veterinary advice, humane euthanasia may be considered where this is in the best interests of the animal and consistent with our ethical framework.
16. Questions, concerns and complaints
We understand that decisions about animals are deeply personal. If you have questions about this policy or a concern about how it has been applied, you can contact us using the details on our website.
Formal complaints will be handled in line with our Complaints & Feedback Policy once published.
17. Review and updates
This policy will be reviewed periodically and may be updated to reflect changes in law, best practice in animal welfare, or the development of the Sanctuary's facilities and programmes.
The version published on the HEADTURNED Foundation website is the version currently in force.