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Fylde Community Link | Resources | Privacy Notice for Volunteers

Privacy Notice For Volunteers


This is One Fylde’s privacy notice for volunteers.

 

As part of the services we offer, we are required to process personal data about our volunteers. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data.

 

We are committed to providing transparent information on why we need your personal data and what we do with it. This information is set out in this privacy notice. It will also explain your rights when it comes to your data. 

 

Who are we?

 

One Fylde is a community led non profit-making agency in the Fylde, whose purpose is to provide an excellent support service for people with a learning disability.  We are registered in England and Wales under company registration number 3017303, and our registered office is at 19 Church Road, Lytham, Lancashire, FY8 5LH.

 

You can contact us by writing to the business address above, by email to info@onefylde.org or by telephone on 01253 795648.

 

Data protection registration

We are registered as a data controller with the UK Information Commissioner’s Office and our data protection registration number is Z210476X.

 

What data do we have?

 

We process data relating to those who volunteer for the Organisation.  Personal data that we may collect, store and use about you includes:

  • Contact details (including next of kin and emergency contact numbers)
  • Photograph
  • Signature
  • Record of expenses paid
  • Bank account details (if needed)
  • Recruitment information (including copies of right to work documentation, references, DBS certificate number and other information included in the Volunteer Application Form)
  • Skills and experience
  • Performance information
  • Attendance data

 As part of your application you will be required to undergo a Disclosure and Barring Service (DBS) check (Criminal Record Check).

 

Why do we have this data?

We require this data so that we can contact you, reimburse you and make sure you receive the training and support you need to perform your role. By law, we need to have a lawful basis for processing your personal data.

 

We process your data because:

 

  • We have a legitimate interest in processing your data.

 

If we request your criminal records data it is because we have a legal obligation to do this due to the type of volunteering you will do. This is set out in the Data Protection Act 2018 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.  If content is disclosed we will retain details of offences on file.  This will be kept securely.

 

Who has access to your data?

 As your employer we need specific data. This is collected from or shared with:

  1. You or your legal representative(s)
  2. Third parties.

 We do this face to face, via phone, via email, via post, via application forms and via computer software.

 Third parties are organisations we have a legal reason to share your data with. These include:

  • Her Majesty’s Revenue and Customs (HMRC)
  • Our payroll system provider (IT Lab)
  • Our HR system provider (Intrelate)
  • Our insurance companies
  • Our employment law and health and safety consultants (Rradar)
  • Organisations we have a legal obligation to share information with e.g. for safeguarding, the Care Quality Commission (CQC) and Local Authorities
  • The police or other law enforcement agencies if we have to by law or court order
  • The DBS Service (Eurocom C.I.)

 

Next of Kin

 

What data do we have?

 

As part of our work providing high-quality care and support, it might be necessary that we hold the following information on you:

  • Your basic details and contact information e.g. your name, address and telephone number

 

 Why do we have this data?

 

By law, we need to have a lawful basis for processing your personal data.

 

We process your data because we have a legitimate business interest in holding next of kin information and emergency contact details for our volunteers.

 

International transfers

 

Your data is not transferred to any third countries or international organisations.

 

Your rights

 

The data that we keep about you is your data and we ensure that we keep it confidential and that it is used appropriately. You have the following rights when it comes to your data:

 

  1. You have the right to request a copy of all of the data we keep about you (this is known as a “Data Subject Access Request”). Generally, we will not charge for this service;
  2. You have the right to ask us to correct any data we have which you believe to be inaccurate or incomplete. You can also request that we restrict all processing of your data while we consider your rectification request;
  3. You have the right to request that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for. We retain our data in line with our Records Management Policy.
  4. You may also request that we restrict processing if we no longer require your personal data for the purpose we originally collected it for, but you do not wish for it to be erased.
  5. You can ask for your data to be erased if we have asked for your consent to process your data. You can withdraw consent at any time – please contact us to do so.
  6. If we are processing your data as part of our legitimate interests as an organisation or in order to complete a task in the public interest, you have the right to object to that processing. We will restrict all processing of this data while we look into your objection.

 

Data Subject Access Requests

 

You may need to provide adequate information for our employees to be able to identify you, for example, a passport or driver’s licence. This is to make sure that data is not shared with the wrong person inappropriately. We will always respond to your request as soon as possible and at the latest within one month from verification of your identity.

 

If you would like to complain about how we have dealt with your request, please contact:

           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

https://ico.org.uk/global/contact-us/