Reaching out –
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Volunteer Privacy Notice

What information do we collect?

For the processing to which this notice relates to be carried out we use the following information:

  • personal information (such as: your name, address, telephone number)
  • sensitive personal information (such as: your ethnicity, information about your physical and mental health)
How do we collect information about you?

We obtain your information from you directly. We will only collect information from other sources when you have provided their contact details. For example, if you ask us to contact another organisation for a reference.

How will your information be used?

Your information might be used to:

  • contact volunteers about volunteering opportunities and events
  • manage volunteers hours and working arrangements
  • provide training and guidance
  • address health and safety issues
  • assess the impact of our volunteer programme
The Legal Basis for using your information

Voluntary Action Doncaster collects and uses personal information about you on the basis that:

  • to do so is necessary because of a legal obligation that applies to Voluntary Action Doncaster such as compliance with employment law and health & safety legislation
  • to do so is necessary for the performance of a task carried out in the public interest, i.e. the provision of museum services

Voluntary Action Doncaster collects and uses special category information about you on the basis that:

  • processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of yourself in the field of employment.
Who will your information be shared with?

We share information for a variety of reasons, such as to provide services to you, for safeguarding and the prevention and detection of crime. Voluntary Action Doncaster will never sell your information to anyone else, but we may share some of it with other individuals and organisations, including:

  • Companies that work for, with, or on behalf of, Voluntary Action Doncaster;
  • Central Government agencies (e.g. HM Revenue & Customs, Department of work and Pensions); and,
  • Local Government Agencies

We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. We will always use a secure way to share information. In certain cases we may also share your information with other individuals and organisations. Sometimes, we might share your information without your knowledge.

How long will we keep your information for?

Voluntary Action Doncaster will keep your information for a period of 12 months following completion of your service.

The law gives you specific rights over your information

These rights are:

  • to be informed of our use of information about you; 
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Voluntary Action Doncaster does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further on the Information Commissioner’s Office (ICO) website.

You can request the information we have about you by contacting us via email at info@voluntaryactiondoncaster.org.uk

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Questions and Complaints

If you have any questions about or if you are unhappy with the way in which your information has been handled, you can contact Voluntary Action Doncaster via email at info@voluntaryactiondoncaster.org.uk so that we can try and put things right.

Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK’s independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website:        www.ico.org.uk 

Telephone:    0303 123 1113

Post:              Information Commissioner’s Office
                       Wycliffe House
                       Water Lane
                       SK9 5AF

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