Volunteering
This Privacy Notice is designed to help you understand how and why the Council processes personal data that we collect and process relating to our volunteers to manage the relationship with them. This notice should be read in conjunction with the Council’s Corporate Privacy Notice.
Who are we?
Redcar and Cleveland Borough Council is a ‘Data Controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR).
Data Protection Officer
Redcar and Cleveland House
Kirkleatham Street
Redcar
TS10 1RT
InformationGovernance@redcar-cleveland.gov.uk // 01642 774774
What personal information do we collect?
We may collect the following personal information:
- Your personal information (such as name, gender, date of birth)
- Contact details (such as your home address, telephone number and email address)
- Details of your qualifications, skills, experience, employment history and volunteering experience.
- Next of kin or emergency contact information
- Information about your role, such as the team you volunteer for and the activities you carry out
- Information about your nationality or entitlement to work in the UK
- Details of your volunteering patter (i.e. the days and hours you generally volunteer)
- Information about medical or health conditions or disabilities for which the organisation needs to make reasonable adjustments
- Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
Why do we collect your personal information?
We use your personal data to carry out tasks in the public interest or to comply with a legal obligation. We may need to seek your consent to collect and use your personal information in some circumstances.
We may use your personal information to:
- Enter into a volunteering relationship with you and meet our obligations to you
- Carry out criminal records checks, for certain roles, to ensure that individuals are permitted to undertake the role
- Run volunteer recruitment processes
- Maintain accurate and up to date records and contact details (including details of who to contact in the event of an emergency)
- Provide references on request for current or former volunteers
- Respond to and defend against legal claims
- Maintain and promote equality, diversity and inclusion in the workplace.
- Make appropriate adjustments for people with disabilities and for health and safety purposes
Who do we obtain your information from?
We obtain our information directly from you. Other organisations may share your personal information with us for the purpose of service delivery or because they are legally required to do so.
This includes but is not limited to:
- Application forms and CVs
- Information obtained from your passport or other identity documents
- Forms completed by you at the start of your relationship with the Council
- Through interviews, meetings or other assessments
- References by former employers
- Information from criminal records checks permitted by law
Who do we share this information with?
Your information may be shared internally, including with members of the HR and recruitment tam, your supervisor, managers in the business are in which you volunteer and IT staff if access to the data is necessary for performance of their roles.
The Council may also share your data with third parties in order to obtain references and to obtain necessary criminal records checks from the Disclosure and Barring Service where applicable.
Your data (e.g. telephone number or other contact information) may also be shared for the purposes of the Council’s Business Continuity Plan.
How long do we keep your information for?
Your information will be held in accordance with the Redcar and Cleveland Borough Council retention schedule.
What is our lawful basis for processing your information?
Redcar and Cleveland Borough Council relies on the following lawful basis to process your personal data:
UK GDPR Article 6 (1)(b) - processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract; or,
UK GDPR Article 6(1)(c) – processing is necessary for compliance with a legal obligation to which the controller is subject. For the processing of personal data relating to criminal convictions and offences, processing meets Schedule 1, Part 2 of the Data Protection Act 2018 as below:
- (1) Employment, social security and social protection
When processing special category data, the Council will rely on the following lawful bases:
UK GDPR Article 9(2)(b) – processing is necessary for the purposes of carrying out obligations in the field of employment meeting Schedule 1, Part 1 of the Data Protection Act 2018 as below:
- (1) Employment, social security and social protection
The legislations, policies and guidance that relate to this service includes, but is not limited to:
- Equality Act 2010
- UK GDPR
Your rights
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.
For more information about how the Council uses your data, including your privacy rights and the complaints process, please see our Corporate Privacy Notice.