Privacy Notices - Volunteer with Live Well Swindon

This notice explains what personal data (information) Swindon Borough Council hold about you, how we collect, how we use and may share information about you. We are required to give you this information under data protection law.

You need to be aware of this Privacy Notice if you are applying to become, or are a current Volunteer for Live Well Swindon.

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Swindon Borough Council (SBC) collects, uses and is responsible for certain personal information about you. 
Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018 /and the UK General Data Protection Regulations. 

To find out more about our data protection policies please contact our Data Protection Officer at dataprotection@swindon.gov.uk or in writing to:

Data Protection Officer
Civic Offices
Euclid Street
Swindon
SN1 2JH.
 

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the Data Protection Act 2018/UK GDPR.

We collect a range of personal data about you when you apply to be a volunteer. By providing this data you are giving explicit consent to collect it.

This includes:

• your name, address, contact details, as well as email address and telephone number
• your date of birth and gender
• your name and contact information of your parent/guardian if under the age of 18 (who provide consent and agreement to policies)
• your UK residency status
• whether you are an employee of Swindon Borough Council
• details of skills and/or experience relevant to this volunteering role
• what languages you speak
• information about you and why you would like to volunteer, your interests, your availability to volunteer, your preferences relating to volunteering and how you heard about the opportunity
• any informal training you undertake or talks you attend if you become a Volunteer
• details contained in conversations held, and correspondence received
• confirmation you have read and understood the Volunteer Agreement, Risk Assessments and other health and safety documentation shared with you
• information held in your Volunteer Induction Pack

For certain volunteer projects we also collect and record:

• character reference details (personal details of referees including name, email address, phone number, position held and relationship to you, and any references they provide)
• emergency contact details (name, phone number and relationship to you)
• proof of identity (such identity documents and/or information relating to the Disclosure and Barring Service process)
• photographs of you 

Special categories of personal data include:

• information about your racial or ethnic origin, religious or philosophical belief and your sexual orientation
• details about whether or not you have a disability or access needs for which we would need to make reasonable adjustments for matching you to volunteering opportunities
• equality data - so we can manage our legal requirements under the Equality Act 2010 (Public Sector Equality Duty)
• information about your health or disabilities, and any safety concerns  

For roles that involve children and/or adults, we will ask for data on any convictions/disqualifications in accordance with the Rehabilitation of Offenders Act 1974.

We may also collect personal data about you from third parties, such as references.

We comply with our obligations under the UK GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. 
 

We will need to process and use your personal data to:

• manage your volunteer application and keep records of the volunteer recruitment process
• assess and confirm a candidate's suitability for volunteer opportunities and decide to whom to offer a opportunity
• match you to suitable volunteer opportunities and enter a volunteer agreement with you
• ensure that we are complying with our legal obligations and exercise specific rights in relation to equality
• create a secure record of all of the work we do with you, and the work you do for us
• fully understand your needs
• keep you safe from harm
• monitor, evaluate and improve our services

We may also need to use some information about you to: 

• deliver services and support to you
• manage those services we provide to you
• train and manage the employment of our workers who deliver those services
• help investigate any worries or complaints you have about our services
• keep track of spending on services
• check the quality of services and analyse the services we are providing 
• monitor recruitment statistics and access to different opportunities
• help with research and planning of new services (this would use anonymised data)

We must always ensure that processing your data is generally lawful, fair and transparent and complies with all the other principles and requirements of the Data Protection ACT 2018/UK GDPR. 

As some of the personal data we are asking for is categorised as special category data we are required to identify an Article 6 basis for processing data and meet a specific condition of Article 9 of the Data Protection ACT 2018/UK GDPR.

Our lawful basis for processing is Consent - Article 6(1)(a) of the Data Protection ACT 2018/UK GDPR.

In relation to any special category data, our lawful basis is Explicit Consent - Article 9(2)(a) of Data Protection ACT 2018/UK GDPR.
 

During the application process, or if you are successful in your application, during the course of working with you, we may collect information from, or share it with, some of the following third parties (non-exhaustive list):

• Internally: Within Live Well Swindon and the wider council for the purposes of the volunteer recruitment process, and if you are successful in your application
• The Disclosure and Barring Service (DBS): Applicants will input their own personal data to complete a DBS check where the nature of the role requires this. Applicants may be asked to provide their Disclosure and Barring Service (DBS) certificate number and issue date, where the nature of the role requires this, and in some cases their DBS certificate. Council staff may access the DBS system/share data with DBS to check your status, confirm identification and renewal date. We may also share your data in relation to the DBS update service.
• Referees: We will share/collect personal data to obtain references for you
• People you are supporting or working with: If your application is successful and you volunteer for community projects, we may share your relevant personal data, with your consent, with the people you are supporting
• Partner agencies, such as volunteer organisations and statutory organisations, or other third party organisations to support specific volunteer projects

Please note: We will not share your data with third parties without your consent.

Volunteers may also be asked for consent to sharing their stories and experiencing (including first names and photographs) for promotion of the service. You do not have to consent to this.

Anonymous data may be shared for the purposes of monitoring and evaluation of the volunteering projects.
 

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.

We will maintain the reliability, accuracy, completeness and currency of personal data in our databases and to protect the privacy and security of our databases. We keep your personal data only for as long as reasonably necessary for the purposes for which it was collected.

Our servers and databases are protected by industry standard security technology.
 

If your application for a volunteer opportunity is successful, personal data (electronic and paper based) gathered during the recruitment process and during your deployment with us, will be retained during the time you remain a Volunteer.

Your will remain active as a Volunteer until you advise the council you wish to step down, or if you have not actively volunteered for six months. In this case, we will contact you to confirm that you no longer wish to volunteer and are happy that we remove you from our Volunteer list. If we do not hear back from you, we will  remove your details.

If your volunteering term has ended, or you no longer wish to volunteer for us, we will keep your details on file securely for six years from the date you step down. At the end of that period your data will be securely deleted/destroyed. 

If your application for a volunteer opportunity is unsuccessful, or incomplete, the Council will hold your data on file, securely, for six months after the end of the recruitment process. At the end of that period your data will be securely deleted/destroyed. Copies of your identification documentation will be securely destroyed one month after the end of the volunteer recruitment process. 

If you withdraw your consent, or request your personal data to be deleted, your details will be removed within one month of the request.

The above is in accordance with the council’s Retention and Disposal Policy.
 

Under data protection law, you have rights including: 

• your right of access - You have the right to ask us for copies of your personal information  
• your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
• your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
• your right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances
• your right to object to processing - you have the right to object to the processing of your personal information in certain circumstances
• your right to data portability - you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances 

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint and data protection incident procedures.
Data Protection Office 

You can contact our Data Protection officer by email: DataProtection@swindon.gov.uk 

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk.

You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk

The ICO website also contains information on data protection and your rights and remedies.
 

You are under no statutory or contractual obligation to provide personal data to Swindon Borough Council. However, if you do not provide the data, we may not be able to process your application properly, or at all.

To process your data, we rely on your consent and by providing your data you are giving us your consent to process it for the purpose of volunteering. This consent may be withdrawn at any time. If consent is withdrawn, you would not longer to be able to be a volunteer for Swindon Borough Council or take part in any volunteer activities.
 

A yearly audit will take place on employee data to ensure that we remain legally compliant in accordance with current data protection legislation. 

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