Havering Volunteer Centre Privacy Policy

INTRODUCTION

• This Privacy Policy explains what we do with your personal data, whether we are in the process of helping you find a volunteering role, continuing our relationship with you once we have found you a role, providing you with a service, receiving a service from you, using your data to ask for your assistance in relation to one of our  volunteers or you are visiting our website.
• It describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.
• This Privacy Policy applies to the personal data of our website, users, volunteers, service users and other people whom we may contact. . It also applies to the emergency contacts of our Staff and volunteers.
• It is important to point out that we may amend this Privacy Policy from time to time.

What kind of personal data do we collect?

• VOLUNTEER DATA: In order to provide the best possible volunteering opportunities that are tailored to you, we need to process certain information about you. We only ask for details that will genuinely help us to help you, such as your name, age and contact details. Where appropriate and in accordance with local laws and requirements, we may also collect information related to your health, diversity information or details of any criminal convictions.
• ORGANISATION DATA: If you registered with Havering Volunteer Centre, we need to collect and use information about you, or individuals at your organisation, in the course of providing you services such as: (i) finding Volunteers who are the right fit for you or your organisation; (ii) providing you with governing documents (or assisting another organisation to do so); (iii) providing you with a volunteer recruitment service (or assisting another organisation to do so); and/or (iv) notifying you of content published by Havering Volunteer Centre  which is likely to be relevant and useful to you
• SUPPLIER DATA: We need a small amount of information from our Suppliers to ensure that things run smoothly. We need contact details of relevant individuals at your organisation so that we can communicate with you. We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).
• PEOPLE WHOSE DATA WE RECEIVE FROM HVC VOLUNTEERS AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: In order to provide volunteers with suitable volunteering opportunities safely and securely and to provide for every eventuality for them and our Staff we need some basic background information. We only ask for very basic contact details, so that we can get in touch with you either for a reference or because you’ve been listed as an emergency contact for one of our Volunteers or Staff members.

A number of elements of the personal data we collect from you are required to enable us to fulfil our contractual duties to you or to others, where appropriate some information may simply be needed to ensure that our relationship can run smoothly. Depending on the type of personal data in question and the grounds on which we may be processing it, should you decline to provide us with such data, we may not be able to fulfil our contractual requirements or, in extreme cases, may not be able to continue with our relationship. How do we collect your personal data?

• VOLUNTEER DATA: There are two main ways in which we collect your personal data:

1. Directly from you; and 2. From third parties. Such as support workers or supporting agencies (This would not be done without your prior knowledge)

• ORGANISATION DATA: There are two main ways in which we collect your personal data:

1 Directly from you; and 2 From third parties (e.g. online and offline media).

• SUPPLIER DATA: We collect your personal data during the course of our work with you.
• PEOPLE WHOSE DATA WE RECEIVE FROM HVC VOLUNTEERS AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: We collect your contact details only where a Volunteer or a member of our Staff puts you down as their emergency contact or where a Volunteer or Staff  gives them to us in order for you to serve as a referee.

How do we use your personal data?

• VOLUNTEER DATA: The main reason for using your personal details is to help you find volunteering or other volunteering roles that might be suitable for you. The more information we have about you, your skillset and your ambitions, the more bespoke we can make our service. Where appropriate and in accordance with local laws and requirements, we may also use your personal data for things like marketing, profiling and diversity monitoring. Where appropriate, we will seek your consent to undertake some of these activities.
• ORGANISATION DATA: The main reason for using information about organisations is to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly. This may involve: (i) finding Volunteers who are the right fit for you or your organisation; (ii) providing you with governing documents (or assisting another organisation to do so); (iii) providing you with a volunteer recruitment service (or assisting another organisation to do so); and/or (iv) notifying you of content published by Havering Volunteer The more information we have, the more bespoke we can make our service.
• SUPPLIER DATA: The main reasons for using your personal data are to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly, and to comply with legal requirements.
• PEOPLE WHOSE DATA WE RECEIVE FROM HVC VOLUNTEERS AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: We use referees’ personal data to help our Volunteers to find volunteering which is suited to them. If we are able to verify their details, we can make sure that they are well matched. We use the personal details of a HVC Volunteer or Staff member’s emergency contacts in the case of an accident or emergency affecting that Volunteer or member of Staff .
• Please note that communications to and from HVC Volunteers or Staff including emails may be reviewed as part of internal or external investigations or litigation.

Who do we share your personal data with?

• VOLUNTEER DATA: We may share your personal data with various parties, in various ways and for various reasons. Primarily we will share your information with prospective volunteer involving organisations to increase your chances of securing the volunteering role you want. This is always done with your knowledge and agreement and no information will be sent without your consent,.
• ORGANISATION DATA: We will share your data: (i) primarily to ensure that we provide you with a suitable pool of Volunteers.
• SUPPLIER DATA: Unless you specify otherwise, we may share your information with any of our group companies and associated third parties such as our service providers and organisations to whom we provide services.
• PEOPLE WHOSE DATA WE RECEIVE FROM HVC VOLUNTEERS AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: This information is held within HVC and not passed onto any third party.
• How do we safeguard your personal data?

• We care about protecting your information. That’s why we put in place appropriate measures that are designed to prevent unauthorised access to and misuse of, your personal data.
• How long do we keep your personal data for?

• If we have not had meaningful contact with you (or, where appropriate, the organisation you are volunteering for or with) for a period of two years, we will Delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).
• How can you access, amend or take back the personal data that you have given to us?

• Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.
• Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.
• Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example, for profiling your suitability for certain roles), or consent to market to you, you may withdraw your consent at any time.
• Data Subject Access Requests (DSAR): Just so it’s clear, you have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or Delete such information. At this point we may comply with your request or, additionally do one of the following:

– we may ask you to verify your identity, or ask for more information about your request; and – where we are legally permitted to do so, we may decline your request, but we will explain why if we do so.

• Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will Delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted. That way, we will minimise the chances of you being contacted in the future where your data are collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.
• Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format.
• Right to lodge a complaint with a supervisory authority: You also have the right to lodge a complaint with your local supervisory authority.
• If your interests or requirements change, you can unsubscribe from part or all of our marketing content (for example volunteering role emails or HVC newsletters)

Who is responsible for processing your personal data on the HVC website?

• HVC controls the processing of personal data on its website(s).

WHAT KIND OF PERSONAL INFORMATION DO WE COLLECT? So you’re looking for a bit more insight into what data we collect about you? Here’s a more detailed look at the information we may collect. The information described below is, of course, in addition to any personal data we are required by law to process in any given situation.

• VOLUNTEER DATA: Depending on the relevant circumstances and applicable local laws and requirements, we may collect some or all of the information listed below to enable us to offer you volunteering opportunities which are tailored to your circumstances and your interests.

– Name; – Age/date of birth; – Sex/gender; – Sexual Orientation – Contact details; – Emergency contacts and details of any dependants; – Referee details; – Nationality/citizenship/place of birth; – Diversity information including racial or ethnic origin, religious or other similar beliefs, and physical or mental health, including disability-related information; – Details of any criminal convictions if this is required for a role that you are interested in applying for; – Information on your interests and needs regarding future volunteering both collected directly and inferred, for example from volunteer roles viewed or articles read on our website; – Extra information that you choose to tell us; – Extra information that your referees chooses to tell us about you;

• Please note that the above list of categories of personal data we may collect is not exhaustive.

• ORGANISATION DATA: The data we collect about organisations is actually very limited. We generally only need to have your contact details or the details of individual contacts at your organisation (such as their names, telephone numbers and email addresses) to enable us to ensure that our relationship runs smoothly.

• SUPPLIER DATA: We don’t collect much data about Suppliers – we simply need to make sure that our relationship runs smoothly. We’ll collect the details for our contacts within your organisation, such as names, telephone numbers and email addresses. We’ll also collect bank details, so that we can pay you..

PEOPLE WHOSE DATA WE RECEIVE FROM HVC VOLUNTEERS AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: All we need from referees is confirmation of what you already know about our Volunteer or prospective member of Staff, so that they can secure that volunteering role they really want. Emergency contact details give us somebody to call on in an emergency. To ask for a reference, we’ll obviously need the referee’s contact details (such as name, email address and telephone number). We’ll also need these details if our Volunteer  or a member of our Staff has put you down as their emergency contact so that we can contact you in the event of an accident or an emergency. HOW DO WE COLLECT YOUR PERSONAL DATA?

• VOLUNTEER DATA: We collect Volunteer personal data in two primary ways:

1. Personal data that you, the Volunteer, give to us;
2. Personal data that we receive from other sources, such as support workers or support agencies

Personal data you give to us

• • HVC needs to know certain information about you in order to provide a tailored service. This will enable us to provide you with the best opportunities and should save you time in not having to trawl through information about roles and services that are not relevant to you.
  • There are numerous ways you can share your information with us. It all depends on what suits you. These may include

– Entering your details on the HVC website or via an application form, as part of the registration process; – Leaving a hard copy at a HVC recruitment event or office; – Emailing your registration form to a HVC Volunteer/staff or being interviewed by them; – Applying for roles through Do-it.org Personal data we receive from other sources

• • We also receive personal data about Volunteers from other sources. Depending on the relevant circumstances and applicable local laws and requirements, these may include personal data received in the following situations:

– Your referees may disclose personal information about you; – Our organisations  may share personal information about you with us; – If you ‘like’ our page on Facebook or ‘follow’ us on Twitter we will receive your personal information from those sites Personal data we collect automatically

• • To the extent that you access our website or read or click on an email from us, where appropriate and in accordance with any local laws and requirements, we may also collect your data automatically or through you providing it to us.

• ORGANISATION DATA We collect Organisation personal data in two ways:

1. Personal data that we receive directly from you;
2. Personal data that we receive from other sources; and

Personal data that we receive directly from you

• We both share the same goal – to make sure that you have the best staff for your organisation. We will receive data directly from you in two ways:

– Where you contact us proactively, usually by phone or email; and/or – Where we contact you, either by phone or email.   Personal data we receive from other sources

• Where appropriate and in accordance with any local laws and requirements, we may seek more information about you or your colleagues from other sources generally by way of due diligence or other market intelligence including:

– From third party market research and by analysing online and offline media (which we may do ourselves, or employ other organisations to do for us); – From delegate lists at relevant events HOW DO WE USE YOUR PERSONAL DATA? Having obtained data about you, we then use it in a number of ways.

• VOLUNTEER DATA: We generally use Volunteer data in three ways:

– Recruitment Activities; – Marketing Activities; – Equal Opportunities Monitoring; Here are some more details about each: Recruitment Activities

• Obviously, our main area of work is volunteer recruitment – connecting the right volunteers with the right volunteering roles. We’ve listed below various ways in which we may use and process your personal data for this purpose, where appropriate and in accordance with any local laws and requirements. Please note that this list is not exhaustive.

– Collecting your data from you – Storing your details (and updating them when necessary) on our database, so that we can contact you in relation to recruitment; – Providing you with our recruitment services and to facilitate the recruitment process; – Assessing data about you against volunteering vacancies which we think may be suitable for you; – Sending your information to Organisations in order to apply for volunteering roles – Allowing you to participate in the interactive features of our services, when you choose to do so; – Carrying out volunteer satisfaction surveys – Complying with our legal obligations in connection with the detection of crime or the collection of taxes or duties – Processing your data to enable us to send you targeted, relevant marketing materials or other communications which we think are likely to be of interest to you.

• We may use your personal data for the above purposes if we deem it necessary to do so for our legitimate interests. If you are not happy about this, in certain circumstances you have the right to object.
• Marketing Activities
  • We may periodically send you information that we think you may find interesting. In particular, we may wish to use your data for the purposes listed below, where appropriate and in accordance with any local laws and requirements. Please note that this list is not exhaustive. To:

– enable us to develop and market other products and services; – market our full range of recruitment services – send you details of reports, promotions, offers, networking and organisation events and general information about the industry sectors which we think might be of interest to you; – display promotional excerpts from your details on HVC website(s) as a success story (only where we have obtained your express consent to do so)

• • If you are not happy about our approach to marketing, you have the right to withdraw your consent at any time. Nobody’s perfect, even though we try to be. We want to let you know that even if you have opted out from our marketing communications, it is possible that your details may be recaptured through public sources in an unconnected marketing campaign. We will try to make sure this doesn’t happen, but if it does, we’re sorry. We’d just ask that in those circumstances you opt out again.
  • All our marketing is based on what we think will serve our Volunteers and Organisations best, but we know we won’t always get it right for everyone. We may use your data to show you HVC adverts and other content on other websites, for example Facebook.

Equal opportunities monitoring and other sensitive personal data

• We are committed to ensuring that our recruitment processes are aligned with our approach to equal opportunities. Some of the data we may (in appropriate circumstances and in accordance with local law and requirements) collect about you comes under the umbrella of “diversity information”. This could be information about your ethnic background, gender, disability, age, sexual orientation, religion or other similar beliefs, and/or social-economic background. Where appropriate and in accordance with local laws and requirements, we’ll use this information on an anonymised basis to monitor our compliance with our equal opportunities policy.
• This information is what is called ‘sensitive’ personal information and slightly stricter data protection rules apply to it. We therefore need to obtain your explicit consent before we can use it. We’ll ask for your consent by offering you an opt-in. This means that you have to explicitly and clearly tell us that you agree to us collecting and using this information.
• We may collect other sensitive personal data about you, such as health-related information, religious affiliation, or details of any criminal convictions if this is appropriate in accordance with local laws and is required for a role that you are interested in applying for. We will never do this without your explicit consent.
• If you are not happy about this, you have the right to withdraw your consent at any time

To help us to establish, exercise or defend legal claims

• In more unusual circumstances, we may use your personal data to help us to establish, exercise or defend legal claims. ***

• ORGANISATION DATA: We use Organisation information for:

– Recruitment Activities – Marketing Activities Here are some more details about each: Recruitment Activities

• • Obviously, our main area of work is recruitment, through: providing you with Volunteers We’ve listed below the various ways in which we use your data in order to facilitate this.

– Storing your details (and updating them when necessary) on our database, so that we can contact you in relation to recruitment activities; – Keeping records of our conversations and meetings, so that we can provide targeted services to you; – Undertaking customer satisfaction surveys; and – Processing your data for the purpose of targeting appropriate marketing campaigns.

• • We may use your personal data for these purposes if we deem this to be necessary for our legitimate interests.
  • If you are not happy about this, in certain circumstances you have the right to object

Marketing Activities

• • Subject to any applicable local laws and requirements, we will not, as a matter of course, seek your consent when sending marketing materials to a corporate postal or email address.
  • If you are not happy about this, you have the right to opt out of receiving marketing materials from us

• SUPPLIER DATA: We realise that you’re probably busy, and don’t want us to be contacting you about all sorts of things. To find the right balance, we will only use your information:

– To store (and update when necessary) your details on our database, so that we can contact you in relation to our agreements; – To offer services to you or to obtain support and services from you; – To perform certain legal obligations; – To help us to target appropriate marketing campaigns

• We may use your personal data for these purposes if we deem this to be necessary for our legitimate interests
• We will not, as a matter of course, seek your consent when sending marketing messages to a corporate postal or email address.
• If you are not happy about this, in certain circumstances you have the right to object

PEOPLE WHOSE DATA WE RECEIVE FROM HVC VOLUNTEERS AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: We will only use the information that our volunteers gives us about you for the following purposes: – If our s Volunteers or staff members put you down on our form as an emergency contact, we’ll contact you in the case of an accident or emergency affecting them; or – If you were put down by our Volunteer or a prospective member of Staff as a referee, we will contact you in order to take up a reference. This is an important part of our Volunteer quality assurance process and could be the difference between the individual getting a volunteering role or not.

• If you are not happy about this, you have the right to object

WHO DO WE SHARE YOUR PERSONAL DATA WITH?

• Where appropriate and in accordance with local laws and requirements, we may share your personal data, in various ways and for various reasons, with the following categories of people:

– Any of our Organisations – Individuals and organisations who hold information related to your reference or application to volunteer  with us, such as current, past or prospective employers, educators and examining bodies and employment and recruitment agencies; – Tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data (for example, because of a request by a tax authority or in connection with any anticipated litigation); – Third party outsourced IT and document storage providers where we have an appropriate processing agreement (or similar protections) in place;   HOW DO WE SAFEGUARD YOUR PERSONAL DATA?

• We are committed to taking all reasonable and appropriate steps to protect the personal information that we hold from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures. These include measures to deal with any suspected data breach.
• If you suspect any misuse or loss of or unauthorised access to your personal information please let us know immediately.

HOW LONG DO WE KEEP YOUR PERSONAL DATA FOR?

• We will Delete your personal data from our systems if we have not had any meaningful contact with you (or, where appropriate, the company you are working for or with) for two years (or for such longer period as we believe in good faith that the law or relevant regulators require us to preserve your data). After this period, it is likely your data will no longer be relevant for the purposes for which it was collected.
• For those Volunteers whose services are provided via a third party company or other entity, “meaningful contact” with you means meaningful contact with the company or entity which supplies your services. Where we are notified by such company or entity that it no longer has that relationship with you, we will retain your data for no longer than two years from that point or, if later, for the period of two years from the point we subsequently have meaningful contact directly with you.
• When we refer to “meaningful contact”, we mean, for example, communication between us (either verbal or written), or where you are actively engaging with our online services. If you are a Volunteer we will consider there to be meaningful contact with you if you submit your updated CV onto our website or take part in any of our online training. We will also consider it meaningful contact if you communicate with us about potential roles, either by verbal or written communication or click through from any of our marketing communications. Your receipt, opening or reading of an email or other digital message from us will not count as meaningful contact – this will only occur in cases where you click-through or reply directly.

HOW CAN YOU ACCESS, AMEND OR TAKE BACK THE PERSONAL DATA THAT YOU HAVE GIVEN TO US?

• One of the GDPR’s main objectives is to protect and clarify the rights of EU citizens and individuals in the EU with regards to data privacy. This means that you retain various rights in respect of your data, even once you have given it to us. These are described in more detail below.
• We will seek to deal with your request without undue delay, and in any event within one month (subject to any extensions to which we are lawfully entitled). Please note that we may keep a record of your communications to help us resolve any issues which you raise.
• Right to object: this right enables you to object to us processing your personal data where we do so for one of the following four reasons: (i) our legitimate interests; (ii) to enable us to perform a task in the public interest or exercise official authority; (iii) to send you direct marketing materials; and (iv) for scientific, historical, research, or statistical purposes.
• The “legitimate interests” and “direct marketing” categories above are the ones most likely to apply to our Website Users, Volunteers, Organisations and Suppliers. If your objection relates to us processing your personal data because we deem it necessary for your legitimate interests, we must act on your objection by ceasing the activity in question unless:

– we can show that we have compelling legitimate grounds for processing which overrides your interests

• If your objection relates to direct marketing, we must act on your objection by ceasing this activity.
• Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example, for our marketing arrangements or automatic profiling), you may withdraw this consent at any time and we will cease to carry out the particular activity that you previously consented to unless we consider that there is an alternative reason to justify our continued processing of your data for this purpose in which case we will inform you of this condition.
• Data Subject Access Requests (DSAR): You may ask us to confirm what information we hold about you at any time, and request us to modify, update or Delete such information. We may ask you to verify your identity and for more information about your request. If we provide you with access to the information we hold about you, we will not charge you for this unless your request is “manifestly unfounded or excessive”. If you request further copies of this information from us, we may charge you a reasonable administrative cost where legally permissible. Where we are legally permitted to do so, we may refuse your request. If we refuse your request we will always tell you the reasons for doing so.
  • Right to erasure: You have the right to request that we erase your personal data in certain circumstances. Normally, the information must meet one of the following criteria:

– the data are no longer necessary for the purpose for which we originally collected and/or processed them; – where previously given, you have withdrawn your consent to us processing your data, and there is no other valid reason for us to continue processing; – the data has been processed unlawfully (i.e. in a manner which does not comply with the GDPR); – it is necessary for the data to be erased in order for us to comply with our legal obligations as a data controller; or – if we process the data because we believe it necessary to do so for our legitimate interests, you object to the processing and we are unable to demonstrate overriding legitimate grounds for our continued processing.

• • We would only be entitled to refuse to comply with your request for one of the following reasons:

– to exercise the right of freedom of expression and information; – to comply with legal obligations or for the performance of a public interest task or exercise of official authority; – for public health reasons in the public interest; – for archival, research or statistical purposes; or – to exercise or defend a legal claim.

• • When complying with a valid request for the erasure of data we will take all reasonably practicable steps to Delete the relevant data.
  • Right to restrict processing: You have the right to request that we restrict our processing of your personal data in certain circumstances. This means that we can only continue to store your data and will not be able to carry out any further processing activities with it until either: (i) one of the circumstances listed below is resolved; (ii) you consent; or (iii) further processing is necessary for either the establishment, exercise or defence of legal claims, the protection of the rights of another individual, or reasons of important EU or Member State public interest.
  • The circumstances in which you are entitled to request that we restrict the processing of your personal data are:

– where you dispute the accuracy of the personal data that we are processing about you. In this case, our processing of your personal data will be restricted for the period during which the accuracy of the data is verified; – where you object to our processing of your personal data for our legitimate interests. Here, you can request that the data be restricted while we verify our grounds for processing your personal data; – where our processing of your data is unlawful, but you would prefer us to restrict our processing of it rather than erasing it; and – where we have no further need to process your personal data but you require the data to establish, exercise, or defend legal claims.

• • If we have shared your personal data with third parties, we will notify them about the restricted processing unless this is impossible or involves disproportionate effort. We will, of course, notify you before lifting any restriction on processing your personal data.
  • Right to rectification: You also have the right to request that we rectify any inaccurate or incomplete personal data that we hold about you. If we have shared this personal data with third parties, we will notify them about the rectification unless this is impossible or involves disproportionate effort. Where appropriate, we will also tell you which third parties we have disclosed the inaccurate or incomplete personal data to. Where we think that it is reasonable for us not to comply with your request, we will explain our reasons for this decision.
  • Right of data portability: If you wish, you have the right to transfer your personal data between data controllers. In effect, this means that you are able to transfer your Hays account details to another online platform. To allow you to do so, we will provide you with your data in a commonly used machine-readable format that is password-protected so that you can transfer the data to another online platform. Alternatively, we may directly transfer the data for you. This right of data portability applies to: (i) personal data that we process automatically (i.e. without any human intervention); (ii) personal data provided by you; and (iii) personal data that we process based on your consent or in order to fulfil a contract.
  • Right to lodge a complaint with a supervisory authority: You also have the right to lodge a complaint with your local supervisory authority.
  • If you would like to exercise any of these rights, or withdraw your consent to the processing of your personal data (where consent is our legal basis for processing your personal data). Please note that we may keep a record of your communications to help us resolve any issues which you raise.
  • You may ask to unsubscribe from Volunteering alerts at any time.
  • It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the period for which we hold your data.

OUR LEGAL BASES FOR PROCESSING YOUR DATA LEGITIMATE INTERESTS

• Article 6(1)(f) of the GDPR is the one that is relevant here – it says that we can process your data where it “is necessary for the purposes of the legitimate interests pursued by [us] or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of [you] which require protection of personal data.”
• We don’t think that any of the following activities prejudice individuals in any way – in fact, they help us to offer you a more tailored, efficient service, so everyone’s a winner! However, you do have the right to object to us processing your personal data on this basis.
• VOLUNTEER DATA:
• We think it’s reasonable to expect that if you are looking for volunteering, you are happy for us to collect and otherwise use your personal data to offer or provide our recruitment services to you, share that information with prospective organisations and assess your skills against our bank of vacancies. Once it’s looking like you may get the volunteering role, your prospective organisation may also want to double check any information you’ve given us or to confirm your references, qualifications and criminal record, to the extent that this is appropriate and in accordance with local laws. We need to do these things so that we can function as a not for profit-making organisation and to help you and other volunteers   get the volunteering roles you deserve.
• We want to provide you with tailored volunteering recommendations and relevant articles to read to help you on your volunteering hunt. We therefore think it’s reasonable for us to process your data to make sure that we send you the most appropriate content.
• We have to make sure our organisation runs smoothly, so that we can carry on providing services to volunteers like you. We therefore also need to use your data for our internal administrative activities.

• ORGANISATION DATA:
• To ensure that we provide you with the best service possible, we store your personal data and/or the personal data of individual contacts at your organisation as well as keeping records of our conversations, meetings, registered jobs and placements. From time to time, we may also ask you to undertake a customer satisfaction survey. We think this is reasonable – we deem these uses of your data to be necessary for our legitimate interests as an organisation providing various recruitment services to you.

• SUPPLIER DATA:
• We use and store the personal data of individuals within your organisation in order to facilitate the receipt of services from you as one of our Suppliers.  We also hold your financial details, so that we can pay you for your services. We deem all such activities to be necessary within the range of our legitimate interests as a recipient of your services.

• PEOPLE WHOSE DATA WE RECEIVE FROM HVC VOLUNTEERS  AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS:
• If you have been put down by a Volunteer or a prospective member of Staff as one of their referees, we use your personal data in order to contact you for a reference. This is a part of our quality assurance procedure and so we deem this to be necessary for our legitimate interests as an organisation offering recruitment services and employing people ourselves.
• If a Volunteer or Staff member has given us your details as an emergency contact, we will use these details to contact you in the case of an accident or emergency. We are sure you will agree that this is a vital element of our people-orientated organisation, and so is necessary for our legitimate interests.

CONSENT

• In certain circumstances, we are required to obtain your consent to the processing of your personal data in relation to certain activities. Depending on exactly what we are doing with your information, this consent will be opt-in consent or soft opt-in consent.
• Article 4(11) of the GDPR states that (opt-in) consent is “any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.” In plain language, this means that:

– you have to give us your consent freely, without us putting you under any type of pressure; – you have to know what you are consenting to – so we’ll make sure we give you enough information; – you should have control over which processing activities you consent to and which you don’t. We provide these finer controls within our privacy preference centre; and – you need to take positive and affirmative action in giving us your consent – we’re likely to provide a tick box for you to check so that this requirement is met in a clear and unambiguous fashion. We will keep records of the consents that you have given in this way.

• We have already mentioned that, in some cases, we will be able to rely on soft opt-in consent. We are allowed to market products or services to you which are related to the recruitment services we provide as long as you do not actively opt-out from these communications.
• As we have mentioned, you have the right to withdraw your consent to these activities. You can do so at any time