- This Privacy Notice gives information about how volunteers’ and clients’ personal data will be used
- The wording in this document reflects the requirements of the General Data Protection Regulation (GDPR), which came into effect in the UK on 25 May 2018.
- Church Stretton Good Neighbours Care Group (GN) collects and processes personal data relating to its volunteers and clients to manage and promote its charitable objects. GN is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
Data Controller: The Church Stretton Good Neighbours Care Group.
Data Protection Officer: GN Secretary.
What information does GN collect?
- GN collects and processes a range of information including but not limited to: name, address and telephone number of both volunteers and clients and email addresses of volunteers.
- GN collects this information in a variety of ways. For example, data is collected through application forms, your driving licence; from forms completed by you at the start of or during the period of volunteering; from correspondence with you; or through interviews, meetings or other assessments.
- In some cases, GN collects personal data about you from third parties, such as information from the Disclosure and Barring Service (DBS) including information from criminal records checks permitted by law.
- However, GN only seeks such information from third parties with your consent.
- Data is stored in a range of different places, including in GN’s management systems and in other IT systems (including GN’s email system).
Why does GN process personal data?
- GN needs to process data in order to meet its charitable objects and to comply with the requirements of external bodies such as its insurers and the Charity Commission.
- In some cases, GN needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check to comply with Health and Safety laws.
- In other cases, GN has a legitimate interest in processing personal data before, during and after the end of the volunteering relationship. Processing personal data allows GN to:
- Maintain accurate and up-to-date volunteering and client request records, including contact details;
- Ensure effective general administration; respond to and defend against legal claims; and to maintain and promote equality in the workplace.
- Where GN relies on legitimate interests as a reason for processing data, it will always consider whether or not those interests are overridden by the rights and freedoms of volunteers and clients.
Who has access to data?
- Your information will be not be shared internally beyond members of the Committee, Drivers, Duty Coordinators and Mayfair Meals volunteers and then only if access to the data is absolutely necessary for the management of GN.
- Sometimes, GN shares your data with Shropshire Partners in Care (SPIC) and the DBS. In those circumstances the data will be subject to strict confidentiality arrangements.
How does GN protect data?
- GN takes the security of your data seriously. GN has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by the Committee, Mayfair Meals volunteers and Duty Coordinators in the performance of their duties.
- Where GN engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organizational measures to ensure the security of data.
For how long does GN keep data?
GN will hold your personal data only for as long as it is needed to meet the objectives described under “Why does GN process personal data” above.
As a data subject, you have rights. You can:
- Access and obtain a copy of your data on request;
- Require GN to change incorrect or incomplete data;
- Require GN to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
- Object to the processing of your data where GN is relying on its legitimate interests as the legal ground for processing; and
- Ask GN to stop processing data for a period if the data is inaccurate or there is a dispute about whether or not your interests override GN’s legitimate grounds for processing data.
- If you wish to exercise any of these rights, please contact the Secretary.
- If you believe that GN has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You have some obligations under your acceptance of a voluntary role or as a client with GN to provide GN with data.
Certain information, such as contact details, has to be provided to enable GN to carry out its charitable aims.
GN’s decision to accept you as a volunteer or a client is not based solely on automated decision-making.