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Volunteer Privacy Notice

Privacy Notice

This privacy notice covers the use of your personal data if you are a volunteer at Family Action and our related services.

Family Action needs to process information about its volunteers for purposes such as management and administration. We take the privacy and security of your information extremely seriously and will only use it in a lawful, fair and transparent manner in order to manage our relationship with you and to ensure the effective running of the organisation.

Information may be collected and used at many stages of your employment with Family Action:

  • During the recruitment and selection process
  • To carry out pre-volunteering checks
  • When you join Family Action
  • During the time you volunteer at Family Action
  • At the time when your volunteering role ends
  • After you have stopped volunteering at Family Action.

We use personal information:

  • In order to fulfil our responsibilities to you under your volunteer agreement
  • To comply with legal requirements, such as the health and safety at work legislation
  • In order to pursue our legitimate business interests
  • To perform our rights and obligations in connection with your volunteering role
  • To contact your emergency contact, where necessary and appropriate

If information is not provided by you we may, in some cases, not be able to comply with our obligations. In such circumstances, we will advise you of the implications of your decision.

Where do we obtain your information?

Most of the information we hold about you will be provided by you in the form of application forms, disclosure forms etc. Additional information may be provided by your supervisor, by employees and by external sources such as service users, clients and your referees during the course of your volunteering with us.

What information do we process?

The information held about you may include:

  • Your name and contact details
  • Emergency contact details
  • Records relating to your volunteer role, such as training records, supervision notes, personal development plans and other performance measures
  • Details of your qualifications
  • Where appropriate, records of complaints procedures
  • Records of your volunteering hours
  • Information needed for equal opportunities monitoring
  • Employment history
  • Your volunteer agreement
  • References
  • Details of your bank account (for payment of expenses)
  • Correspondence (e.g. Letters confirming changes to your contract)
  • DBS details and ID numbers and passport details where required for DBS checks
  • Visa details confirming your eligibility to volunteer

You will, of course, be referred to in many Family Action documents and records that are produced by you and your colleagues in the course of carrying out your role and the business of Family Action. Please refer to the Family Action Data Protection Policy and Information Security Policy.

Where necessary, we may keep information relating to your health, which could include records relating to your physical or mental health. This information will be used in order to comply with Family Action’s health and safety and obligations in connection with your volunteering role, so that we can consider how your health may affect your ability to perform your role, and to ensure we are able to support you within your role. We may also use the information to address any complaints by or about you.

We will only process special categories of data relating to your ethnic origin, religion, race and sexual orientation to enable us monitor equality and diversity. Whenever we process such information, we will always ensure that the data is anonymised and kept confidential.

As an organisation we may process data in pursuit of our legitimate business interests. These include:

  • The detection and prevention of fraud or other criminal activity
  • Protecting the security and integrity of Family Action networks and systems
  • Detecting and preventing the loss of personal data
  • Improving employee productivity and performance

Under these legitimate interests we monitor computer and network use in line with the Family Action Information Security Policy. You should therefore be aware that when you are using Family Action telephone and computer systems for your own personal use, such use is not considered to be private.

We will never process your data on this basis where Family Action’s interests are overridden by yours.

Is my data safe?

Family Action takes appropriate precautions to protect the security and integrity of the personal data we hold. Technical and organisational measures have been put in place to protect the information systems on which your data is stored and we require our suppliers and service providers to protect your personal information by contractual means.

Will your information be shared with any other parties?

We will only disclose information about you to third parties if we are legally obliged to do so.

If in future we intend to process your personal data for a purpose other than that which it was collected, we will provide you with information on that purpose and any other relevant information.

Transfer of data to other countries

In limited and necessary circumstances, your personal information may be transferred outside of the European Economic Area (EEA). Where such transfers occur, we will assure that adequate protection exists as required by law.

How long will we keep your data?

Your personal information will be kept on file only for as long as it is required under GDPR, or we are obliged to retain the information by law.

Your Rights

If you have provided consent for the process of your data you have the right (in certain circumstances) to withdraw that consent at any time. To do so, you should contact your supervisor in the first instance or the Data Protection Officer whose details are recorded below. Withdrawing consent will not affect the lawfulness of the processing before your consent was withdrawn.

Under the General Data Protection Regulation (GDPR) you have a number of rights with relation to your personal data.

Access

You have the right to request access to the personal information held about you. To request access, you should send a Subject Access Request (stating what information you would like access to) in writing to the Data Protection Officer whose details are below.

Rectification

It is important that the information we hold about you is accurate and up to date. If you believe that your information is inaccurate you should notify your supervisor in the first instance.

Erasure

In certain circumstances, you have the right to request that we erase information about you from our files and systems. This will only be possible if there is no other legal basis under which we are obliged to keep the information.

Restrict Processing

You may have the right to request that Family Action restrict the processing of your data if you believe the data to be inaccurate, no longer required or processed unlawfully.

Complaints

You have the right to complain to the data protection authorities if you believe that your data is being processed improperly or illegally.

Changes to This Policy

Family Action reserves the right to make changes to this policy from time to time.
Where changes are made, the details will be posted on the Family Action intranet. If you do not have access to this, your supervisor will pass on the information.

If you have any questions in relation to any of the above, please contact the Data Protection Officer by email at dataprotection@family-action.org.uk or contact the legal team.