How we use your data at the Volunteer Network
The Volunteer Network is committed to protecting your privacy. The information we collect is essential in order for us to carry out our legal responsibilities, functions and tasks. We hold personal information about you electronically and in paper format, under the requirements of the Data Protection Act 2018 (DPA) and General Data Protection Regulation (GDPR). We follow security procedures regarding the storage and disclosure of information which you have given us in order to avoid unauthorised loss or access. As such we have security systems and procedures to protect information from unauthorised disclosure, misuse or destruction.
What information do we hold about you?
During the course of your involvement with the Volunteer Network, your personal information is collected, stored and processed securely by us. Much of the information we ask you to provide is linked to government requirements for funding or education. The information that we collect includes, but is not limited to:
The information we collect from you is used for a range of purposes, including:
Your personal information is used for a range of purposes, including:
How long do we keep your information?
The information you provide us will be kept for the duration of your time with the Volunteer Network and for a period of time after your completion of your volunteering or course(s). the Volunteer Network is required to retain certain information to comply with financial and audit regulations, the Limitation Act 1980, and to provide references for former volunteers and students.
Your rights
You have the right to ask for a copy of the information we hold on you. This is called a subject access request and you should contact the Volunteer Network by email [email protected] to initiate this request.
If you wish to correct any information held about you by the the Volunteer Networks, contact [email protected]
Generally, the Volunteer Networks lawful basis for processing your information is part of our public interest task of providing volunteering opportunities and education to you. When we collect information that is not required for these purposes, such as marketing, we will ask for your consent to use your information. If you provide consent for us to collect and hold your information for certain purposes, you have the right to change your mind and remove consent. Please contact us by email [email protected] for advice and guidance on this.
If you would like further information on how we handle your personal information or you have any concerns please contact any member of the Volunteer Networks staff and we do our utmost to protect your privacy but if we unable to address your concerns to your satisfaction you also have the right to complain to the Information Commissioners Office. More information can be found on www.ico.org.uk/concerns
For Education we also use GOV.UK and this is their policy about data
Government Digital Service user support privacy notice
Published 17 May 2018
User support for the GOV.UK website and other GDS services is provided by the Government Digital Service (GDS), which is part of the Cabinet Office. The GDS user support team provides assistance and guidance for people using the GOV.UK website and other GDS services. We answer most enquiries directly, but in some cases we will forward the user’s information onto the relevant government department so that they can provide more detailed and specific advice.
We currently use Zendesk to process and store records of communications with users. The data controller for GDS is the Cabinet Office. A data controller determines how and why personal data is processed. For more information, read the Cabinet Office’s entry in the Data Protection Public Register.
What data we need
The personal data we collect from you includes:
If we get sensitive personal data
If we get enquiries that contain sensitive personal data (for example National Insurance numbers or credit card or bank details) we will:
Why we need your data
We need to retain user email addresses for a limited period of time in order to provide responses to user enquiries.
What we do with your data
We will reply with the relevant information to the email address you provide, or direct your request to the department, agency, or other government body best placed to provide a response.
In line with security and information assurance protections, we will also retain email addresses for spam contacts submitted in order to reduce the incidence of such spam and free up time to deal with legitimate enquiries.
We will not:
How long we keep your data
We will only retain your personal data for as long as:
We’ll delete the names, email contact details, and complete records of previous email contacts from members of the public who have contacted us previously if we have heard nothing further for at least 1 year.
Children’s privacy protection
Our services are not designed for, or intentionally targeted at, children 13 years of age or younger. We do not intentionally collect or maintain data about anyone under the age of 13.
Where your data is processed and stored
We design, build and run our systems to make sure that your data is as safe as possible at any stage, both while it’s processed and when it’s stored.
Your personal data may, throughout the course of its processing at GDS, be transferred outside of the European Economic Area (EEA). Where this is the case, all appropriate technical and legal safeguards will be put in place to ensure that you are afforded the same level of protection as within the EEA.
How we protect your data and keep it secure
We are committed to doing all that we can to keep your data secure. We have set up systems and processes to prevent unauthorised access or disclosure of your data – for example, we protect your data using varying levels of encryption.
We also make sure that any third parties that we deal with keep all personal data they process on our behalf secure.
Your rights
You have the right to request:
Changes to this policy
We may change this privacy policy. In that case, the ‘last updated’ date at the top of this page will also change. Any changes to this privacy policy will apply to you and your data immediately.
If such changes affect how your personal data is processed GDS will take reasonable steps to let you know.
How to contact us
Contact the Data Protection Officer if you:
Email[email protected]
If you have a complaint, you can also contact the Information Commissioner, who is an independent regulator set up to uphold information rights.
Information Commissioner's Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
[email protected] Contact formhttps://ico.org.uk/glo… Telephone0303 123 1113
The Volunteer Network is committed to protecting your privacy. The information we collect is essential in order for us to carry out our legal responsibilities, functions and tasks. We hold personal information about you electronically and in paper format, under the requirements of the Data Protection Act 2018 (DPA) and General Data Protection Regulation (GDPR). We follow security procedures regarding the storage and disclosure of information which you have given us in order to avoid unauthorised loss or access. As such we have security systems and procedures to protect information from unauthorised disclosure, misuse or destruction.
What information do we hold about you?
During the course of your involvement with the Volunteer Network, your personal information is collected, stored and processed securely by us. Much of the information we ask you to provide is linked to government requirements for funding or education. The information that we collect includes, but is not limited to:
- Your name, contact information, such as address, email address and telephone number, date of birth, country of domicile and nationality.
- Residency information to confirm your eligibility for funding
- Information relating to your education and employment history, the school(s), sixth form college(s) and other colleges you have attended, the courses you have completed, and examination results.
- Information used to contact your next of kin in case of an emergency
- Information about your family or personal circumstances
- Volunteering event or course enrolment details, your attendance, assessments and progress monitoring information
- Information about your engagement with and use of the Volunteer Network services
- Information relating to the provision of advice, support and welfare, such as information relating to your use of the services offered by our Support Team including counselling
- Information related to the prevention and detection of crime and the safety and security of our staff volunteers and students, including, but not limited to, CCTV recording and data relating to breaches of the Volunteer Network regulations
- Your health and disabilities, to provide support and enable access to services and to determine volunteering or course suitability & Your ethnic origin for equal opportunities monitoring
- Previous criminal convictions, before a place can be offered on certain programmes
The information we collect from you is used for a range of purposes, including:
- the administration tasks linked to your application/enrolment & to facilitate, support and deliver your volunteering or education
- to improve the services and facilities we provide
Your personal information is used for a range of purposes, including:
- Administration of the application process, including informing the decision about suitability for potential programmes
- Volunteering or Academic administration and to facilitate your Volunteering or education, including admission and registration, administering programmes of study, organising professional placements, recording progress, agreeing awards, assessments, examinations, attendance monitoring and research
- To administer your use of facilities and participation at events (for example building access, computing services, functions)
- Administration of complaints & Administration of other regulatory processes where you provide personal information to us – for example, Non Exam Assessment requests, Exam Access Arrangements, to enlist participation in volunteer surveys and student feedback reporting. Plus Fulfil statutory reporting requirements
- To monitor our responsibilities under equality legislation & Ensure the health, safety and well-being
- Assessment and provision of support services
- Monitor compliance with the Volunteer Network regulations & Management reporting/ performance monitoring
- Education and Skills Funding Agency (ESFA) & Examination awarding bodies
- Local Authorities & Your previous school
- Youth Offending Team (YOT)
- Office for Students (OFS) & Universities and Colleges Admissions Service (UCAS)
- Employers (i.e. for those enrolled on an apprenticeship or when you ask us to confirm that you are a volunteer or student here or write a reference)
- Relevant professional or statutory regulatory bodies and other course accrediting organisations
- Auditors
- Companies providing specific services on behalf of the Volunteer Network
- The providers of any external volunteering, learning or training placements
- The police and other law enforcement agencies/MASH
- The Independent Psychological Service (TIPS) & Special Educational Needs Assessment Team (SENAT)
- Joint Council for Qualifications (JCQ)
- Your parents/guardian if you are under 18 years old
- Third party software systems required to facilitate applicant and enrolled of volunteers or student data functions (for example Google education or insightly. These organisations may be based outside of the UK or the European Union. We have ensured these organisations have safeguards in place, which meets appropriate standards, to protect your personal data.
How long do we keep your information?
The information you provide us will be kept for the duration of your time with the Volunteer Network and for a period of time after your completion of your volunteering or course(s). the Volunteer Network is required to retain certain information to comply with financial and audit regulations, the Limitation Act 1980, and to provide references for former volunteers and students.
Your rights
You have the right to ask for a copy of the information we hold on you. This is called a subject access request and you should contact the Volunteer Network by email [email protected] to initiate this request.
If you wish to correct any information held about you by the the Volunteer Networks, contact [email protected]
Generally, the Volunteer Networks lawful basis for processing your information is part of our public interest task of providing volunteering opportunities and education to you. When we collect information that is not required for these purposes, such as marketing, we will ask for your consent to use your information. If you provide consent for us to collect and hold your information for certain purposes, you have the right to change your mind and remove consent. Please contact us by email [email protected] for advice and guidance on this.
If you would like further information on how we handle your personal information or you have any concerns please contact any member of the Volunteer Networks staff and we do our utmost to protect your privacy but if we unable to address your concerns to your satisfaction you also have the right to complain to the Information Commissioners Office. More information can be found on www.ico.org.uk/concerns
For Education we also use GOV.UK and this is their policy about data
Government Digital Service user support privacy notice
Published 17 May 2018
User support for the GOV.UK website and other GDS services is provided by the Government Digital Service (GDS), which is part of the Cabinet Office. The GDS user support team provides assistance and guidance for people using the GOV.UK website and other GDS services. We answer most enquiries directly, but in some cases we will forward the user’s information onto the relevant government department so that they can provide more detailed and specific advice.
We currently use Zendesk to process and store records of communications with users. The data controller for GDS is the Cabinet Office. A data controller determines how and why personal data is processed. For more information, read the Cabinet Office’s entry in the Data Protection Public Register.
What data we need
The personal data we collect from you includes:
- questions, queries or feedback you leave, including your email address if you contact GOV.UK
- your Internet Protocol (IP) address
If we get sensitive personal data
If we get enquiries that contain sensitive personal data (for example National Insurance numbers or credit card or bank details) we will:
- delete this immediately
- tell you what we’ve done
- tell you not to share similar information with us in future
- give you details of government organisations that could help you (if relevant)
Why we need your data
We need to retain user email addresses for a limited period of time in order to provide responses to user enquiries.
What we do with your data
We will reply with the relevant information to the email address you provide, or direct your request to the department, agency, or other government body best placed to provide a response.
In line with security and information assurance protections, we will also retain email addresses for spam contacts submitted in order to reduce the incidence of such spam and free up time to deal with legitimate enquiries.
We will not:
- sell or rent your data to third parties
- share your data with third parties for marketing purposes
How long we keep your data
We will only retain your personal data for as long as:
- it is needed for the purposes set out in this document
- the law requires us to
We’ll delete the names, email contact details, and complete records of previous email contacts from members of the public who have contacted us previously if we have heard nothing further for at least 1 year.
Children’s privacy protection
Our services are not designed for, or intentionally targeted at, children 13 years of age or younger. We do not intentionally collect or maintain data about anyone under the age of 13.
Where your data is processed and stored
We design, build and run our systems to make sure that your data is as safe as possible at any stage, both while it’s processed and when it’s stored.
Your personal data may, throughout the course of its processing at GDS, be transferred outside of the European Economic Area (EEA). Where this is the case, all appropriate technical and legal safeguards will be put in place to ensure that you are afforded the same level of protection as within the EEA.
How we protect your data and keep it secure
We are committed to doing all that we can to keep your data secure. We have set up systems and processes to prevent unauthorised access or disclosure of your data – for example, we protect your data using varying levels of encryption.
We also make sure that any third parties that we deal with keep all personal data they process on our behalf secure.
Your rights
You have the right to request:
- information about how your personal data is processed
- a copy of that personal data
- that anything inaccurate in your personal data is corrected immediately
- raise an objection about how your personal data is processed
- request that your personal data is erased if there is no longer a justification for it to be processed
- ask that the processing of your personal data is restricted in certain circumstances
Changes to this policy
We may change this privacy policy. In that case, the ‘last updated’ date at the top of this page will also change. Any changes to this privacy policy will apply to you and your data immediately.
If such changes affect how your personal data is processed GDS will take reasonable steps to let you know.
How to contact us
Contact the Data Protection Officer if you:
- have any questions about anything in this document
- think that your personal data has been misused or mishandled
Email[email protected]
If you have a complaint, you can also contact the Information Commissioner, who is an independent regulator set up to uphold information rights.
Information Commissioner's Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
[email protected] Contact formhttps://ico.org.uk/glo… Telephone0303 123 1113
Charity Number : 1096507
Phone number : 01458 836130
Address : The Volunteer Network, 9 Silver Street, Glastonbury, Somerset, BA6 8BS
Phone number : 01458 836130
Address : The Volunteer Network, 9 Silver Street, Glastonbury, Somerset, BA6 8BS
