Volunteers privacy notice

The following privacy notice applies to volunteering within Community Support Services.

Who we are and what we do

Community Support Services have over 500 active volunteers who give their time to support our 7 Centres for the Community, our Relief Care Scheme, and our Meals on Wheels service.

As part of the volunteer recruitment process, the council collects and processes personal data relating to applicants. The council must tell you how it collects and uses that data and how meets its data protection obligations in relation to that data.

What personal information we need

  • name, address and contact details including email address and telephone number
  • details of your skills and experience
  • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process

The council may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

The council may also collect personal data about you from third parties, such as references and information from criminal records checks. The council will seek information from third parties only once a volunteer role has been offered to you and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in Community Support Services management systems and on other IT systems (including email).

Why we need your personal information

The council has a legitimate interest in processing personal data during the volunteer recruitment process and for keeping records of the process. Processing data from volunteer applicants allows the council to manage the recruitment process, assess and confirm a candidate's suitability for a volunteer role and decide to whom to offer a role. The council may also need to process data from volunteer applicants to respond to and defend against legal claims and safeguarding issues.

For some volunteer roles, the council is obliged to seek information about criminal convictions and offences. Where the council seeks this information, it does so because it is necessary for it to carry out its obligations in terms of safeguarding vulnerable customers. The organisation will not use your data for any purpose other than the recruitment exercise for the role which you have applied.

Who we share your personal information with

Your information may be shared internally for the purposes of the volunteer recruitment exercise. This includes members of the Community Support Services central volunteering team and the Centre or Service team, interviewers involved in the recruitment process, and IT staff if access to the data is necessary for the performance of their roles.

The council shares your data with third parties in order to obtain references and obtain necessary criminal records checks from the Disclosure and Barring Service.

How long we keep your personal information

If your application for a volunteer role is successful, personal data gathered during the recruitment process will be transferred to your personal file and retained by the Centre or Service team during your time as a volunteer.

If your application for a volunteer role is unsuccessful or after sending you information on volunteering with Community Support Services we have not heard from you, the council will hold your data on file for 6 months.

In the event of a safeguarding or health and safety issue we will keep your personal information for as long as required for safeguarding purposes or to fulfil legal obligations.

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