Volunteer Privacy Notice

Through application forms and onboarding documents.

Verbal and written conversations, including email where appropriate.

Relevant documentation such as drivers documents training applicable to your role.

Information from third parties, such as references, and information from criminal records checks.

To run volunteer recruitment and selection processes.

To support your ongoing volunteering relationship with us.

To monitor the effectiveness of our processes and volunteer experience, including assurance that we maintain and promote equality.

To send you information about your volunteering with us.

To enable us to provide references on request for current or former volunteers.

To respond to and defend against legal claims

Article 6 of the GDPR and the DPA state, we must have a legal reason to collect, keep and use your data. We rely on the following legal basis.

(1) (a) Consent
(1) (c) Legal obligation
(1) (f) Legitimate interests

We process your personal data for our legitimate interests to allow us to run as a charitable entity effectively and in pursuit of our objectives. When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you and your rights under data protection laws. We will always ensure that your personal data will not be used where our interests are overridden by the impact on you.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to comply with health and safety laws and in some cases, it is necessary to carry out criminal checks to ensure that individuals to undertake the role in question.

Where we reply on consent as our lawful basis, you have the right to withdraw consent at any time, however this may have an adverse effect providing services. We seek consent from the holder of parental responsibility when processing personal data relating to those under the age of 18.

For the processing of special category data, we rely on Article 9 (2) (d), this permits not for profit bodies to carry out processing during its legitimate activities.

Your information will be shared internally, including with members of the HR / Voluntary Services team, your supervisor, colleagues in the business area in which you volunteer, on-call managers and IT staff, if access to the data is necessary for performance of their roles.

We also share your data with third parties to obtain pre-engagement references from employers and obtain necessary criminal records checks. When necessary for the performance of the volunteering engagement, we would also share your data with third parties that process data on its behalf, such as:

Ucheck – in connection with criminal records checks

Legal advisers/ insurers – in connection with any aspects of insurance, disputes or claims

Volunteer database

Cambridgeshire County Council – where appropriate, for work permits for youth volunteers

Xperience – in connection with IT support services

Our volunteer mandatory training provider.

We adopt appropriate data collection, storage, and processing practices, including the use of multifactor authentication for remote access, to safeguard your personal and transactional data from unauthorised access, alteration, disclosure, or destruction on our website and systems.

We have security procedures, rules and technical measures in place to protect your data. Your data will be kept in a secure environment with access restricted on a need-to-know basis.

We do not use any suppliers outside of the European Economic Area, if we were to enlist trusted suppliers who operate outside of the EEA, we would only share personal information if we were satisfied they have sufficient protections in place and they are complying with the applicable privacy laws.

The law gives you several rights to control your personal data when it is used by us:

The right to be informed – this privacy notice is part of your right to be informed

The right of access

The right to rectification

The right to erasure

The right to restrict processing

The right to data portability

The right to object

Rights in relation to automated decision making and profiling.

We will keep your information for as long as required to enable us to operate our services, but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations when determining how long we should retain your information. When we no longer need to retain your information, we will ensure it is securely disposed of, in line with our Data Retention Schedule.

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