Your personal data – What is it?
Personal data relates to a living individual who can be identified from the data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by [the General Data Protection Regulation 2016/679 (the “GDPR”)].
Who we are
The Volunteer Centre Camden will be what’s known as the Data Controller of the personal data you provide to us. This means it decides how your personal data is processed and for what purposes. We take your privacy seriously and will only use your personal information to administer your account and to provide the Service(s) you requested from us.
At Volunteer Centre Camden (a Service provided by the registered charity Volunteer Centre Camden, Kentish Town Community Centre, 17 Busby Place, London, NW5 2SP, telephone number 020 7424 9990. Charity Number 1001907, and Company Limited by guarantee no. 2476916) we abide by our obligations under the Data Protection Act (1998) and EU General Data Protection Regulation (GDPR) (2018).
We’re Volunteer Centre Camden and we give information and support to people who want to volunteer, promote volunteering and equality of access to volunteering opportunities. We also work with organisations to develop volunteering opportunities, and support them with best practice in volunteer management.
Volunteer Centre Camden is registered with the Information Commissioner’s Office https://ico.org.uk/ (Supervisory Authority).
We may change this Notice from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using this website and corresponding with Volunteer Centre Camden, you’re agreeing to be bound by this Notice. Any questions regarding this Notice and our privacy practices should be sent by email to sheila@volunteercentrecamden.org.uk or by writing to Volunteer Centre Camden, Kentish Town Community Centre, 17 Busby Place, London, NW5 2SP. Alternatively, you can telephone 0207 424 9990.
Privacy Policy (Short Version)
- We take your privacy and personal data seriously and ensure it is securely processed.
- Keep your login details confidential and change your password if necessary.
- You have Rights to see your data, update it, withdraw etc.
- When you ‘Register your interest’ in an opportunity, we will forward your details to the opportunity provider.
The only information the provider will see is: Name; First half of the postcode; Skills, interests, activities; Personal profile, Availability, your email address and telephone number. - We can contact you about volunteering and other services.
- We will add you to our mailing list, if you have given us consent to, where we will email you information and news on volunteering, project updates, volunteering opportunities and events no more than once a month.
- We keep your information for five years. You have the right to withdraw that consent at anytime and delete and update your details.
- The Volunteer Centre will email you, information and news about volunteering opportunities and events up to six times a month, but usually four. Your name and email address will be held with one of our data processors MailChimp. Read how Mailchimp is GDPR compliant on page six https://kb.mailchimp.com/binaries/content/assets/mailchimpkb/us/en/pdfs/mailchimp_gdpr_sept2017.pdf.
Privacy Policy (Long Version)
Your personal data – What is it?
Personal data relates to a living individual who can be identified from the data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by [the General Data Protection Regulation 2016/679 (the “GDPR”)].
Commitment to data protection
Volunteer Centre Camden is committed to making sure that information about service users, employees, volunteers and trustees is kept private and we handle data complaint to all legal requirements. We recognise that people trust us to keep their information safe, and that is a responsibility we take very seriously. This policy sets out our legal duties and responsibilities, and says what we will do to make sure that we meet them.
How do we collect information from you?
We obtain information about you when you use our website, register on Volunteer Connect for volunteering opportunities and to advertise volunteering opportunities, email, telephone, visit or correspond with Volunteer Centre Camden, for example when you contact us about events and our volunteering services.
We may sometimes need to access your information to assist you in managing your account or your listing. We may sometimes need to use your personal information to contact you about your account or listing and to find out about your recruitment of volunteers. Your information will not be shared with anyone else outside of Volunteer Centre Camden’s team, unless there is a legal basis.
What type of information is collected from you?
Via Volunteer Connect
The personal information we collect might include your name, address, email address, telephone number. We may also ask for the following which you may choose not to disclose; date of birth, gender, ethnicity, house number and street, disability, employment status, religion, how you heard about us, skills, interests and activities and personal profile.
When you register with our Service we ask you to choose a password. This allows you to login to the site.
As your password controls your access to the site, you should not share it with anyone else. If you believe that your password is known by another person, you should change your password immediately.
For your own security, you should also remember to log out when you finish using the Service. Volunteer Centre Camden cannot and will not be liable for any loss or damage arising from your failure to comply with this Section.
Via Eventbrite
If you pay for an event, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit / debit card transactions.
Below is an in-depth summary of the different categories of data we may use.
Communication Data that includes any communication that you send us whether that be through the contact form on our website, registering on Volunteer Connect, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, to provide services to you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back-ups of our website and / or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
Technical Data that includes data about your use of our website and online services such as your IP address, your log-in data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.
Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our services, events, to deliver relevant website content. Our lawful ground for this processing is our legitimate interests which in this case are to study how clients use our services, to develop them, to grow our business and to decide our marketing strategy.
Special Categories of Data
Volunteer Centre Camden gathers data for the purpose of monitoring equal opportunities. Diversity Data, like gender and ethnicity is processed for the purposes of understanding barriers to volunteering and to improve accessibility of volunteering to groups. This information will be held for 5 years and the information is anonymised after 5 years to analyse trends and set targets for involving under-represented groups and inform our Diversity and Equal Opportunities Policy.
You have the right not to give us this information if you choose. We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. If we need to use your details for an unrelated new purpose we will let you know and explain the legal ground for processing. We may process your personal data without your knowledge or consent where this is required or permitted by law. We collect this information in order to be able to provide a better service to you and match you with suitable volunteering opportunities.
How is your information used?
All the personal data we process is processed by our staff in the UK who adhere to our strict confidentiality agreements and data processing techniques. All your personal information is password protected and only seen by people who have signed our strict confidentiality agreement.
We may use your information to:
- Deliver services to you
- To set up and administer your Volunteer Connect account
- Share your personal information with voluntary organisations as directed by you
- Customise and improve the service we provide
- Moderate use of our website and the Volunteer Connect Site
- If you agree, we will include your details in the Volunteer Brokerage Platform
- Carry out our obligations arising from any contracts entered into by you and us
- Seek your views or comments on the services we provide
- Notify you of changes to our services
- Send you communications which you have requested and that may be of interest to you. These may include information about campaigns, events, other activities, volunteering and promotions of our associated companies’ goods and services.
- Process a job application.
Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
If you register on Volunteer Connect and have chosen to be in our Volunteer Bank, this means you have agreed to be contacted by other organisations. Please note that neither we nor the Volunteer Centre check the privacy policies of those other organisations. This is your responsibility.
We are not responsible for the privacy policies and practices of other organisations you deal with or the processing arrangements of the Data Controller. Please review their privacy policies before you “register your interest”.
Data Processors
MailChimp is one of our data processors and we use Mailchimp it to create our mailing lists. See how Mailchimp is compliant with GDPR law on page six.
https://kb.mailchimp.com/binaries/content/assets/mailchimpkb/us/e/pdfs/mailchimp_gdpr_sept2017.pdf
Voluntary Action Sheffield manage our online database, Volunteer Connect, and are one of our data processors.
We use VAS to register organisations and volunteers and to advertise volunteering opportunities.
How long we keep your data for
We will keep your data for five years. We will use this data anonymously funders. If you have consented we will also use your data to provide references to a third party, if you have requested this from us. If at anytime, you would like us to delete your data you can email or call us on xxx
What we would also like to do with your data
We would like to use your name and email address to inform you of future volunteering opportunities. This information is not shared with third parties and is held by one of our data processors, Mailchimp and you can unsubscribe at any time via phone, email or telephone.
Your Personal Data Rights
Please contact your data controller to exercise your rights in relation to Data Protection 1998 and General Data Protection Regulation 2016/679.
1. Right of Access Access to your personal data.
2. Right to Erasure The right to have all our records which contain references to your personal data deleted.
3. Right to Data Portability On request we will provide your personal data to you, in a CSV format.
4. Right to be Informed How your data is processed is explained in this Privacy Notice. If you have any questions please contact us.
5. Right to Rectification.
6. To have personal data rectified if it is inaccurate or incomplete. Please contact us.
7. Right to Restrict Processing To limit the ways in which we use your data please contact us.
8. Right to Object You have the right to object to processing which is based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling).
9. Rights related to Automated Profiling You have the right not to be subject to a decision when it is based on automated processing.
Data controller contact details
Volunteer Centre Camden
Kentish Town Community Centre
17 Busby Place
London
NW5 2SP
020 7424 9990
sheila@volunteercentrecamden.org.uk
Complaints Procedure
Any queries regarding your account or if you wish to make a complaint about the service we provide please contact sheila@volunteercentrecamden.org.uk or 020 7424 9990.
Every effort will be made to resolve your issue. If you have concerns about how your data is being handled you can contact the Information Commissioner’s Office (Supervisory Authority) contact details at https://ico.org.uk/concerns/ or call the helpline on 0303 123 1113.
Subject Access Request
If you wish for a copy of the information we store about you please telephone 020 7424 9990 and ask for a Subject Access Request form.
You can also put in writing a request. Please contact:
The Volunteer Centre Camden, Kentish Town Community Centre, 17 Busby Place, London, NW5 2SP or email sheila@volunteercentrecamden.org.uk
Volunteer Centre Camden will then provide you with a Subject Access Request Form to complete and enable The Volunteer Centre Camden to provide the information you request within one month of the Subject Access Request. Where the data request is more complex or numerous this may take longer, however we will outline our reasons for taking longer and will notify you within one month of why it will take longer and when you can expect the request.
We have the right to charge an administration fee to provide you with the Subject Access Request.
Sharing information
As a general principle, information should be held on a ‘need to know’ basis.
To determine whether someone needs to know a piece of information, we need to ask ourselves questions such as: Is there a legal requirement for the person to know? Is the person unable to use or provide a service unless they know?
People using services or taking part in activities may be asked to give their name, borough, postcode, and equalities information for monitoring purposes. It is not intended that this equalities information should be traceable back to any individual.
Information about people using services or taking part in activities may be passed on in circumstances where this is necessary to implement internal disciplinary or grievance procedures. Personnel information may be passed on where, if it were not, significant damage would be caused to the Volunteer Centre. Such sharing of information may be done only to the extent that it is necessary to protect the organisation or people in it.
Where it may be helpful to pass on information, permission must be sought from the person concerned, e.g. to facilitate referrals etc. Service users need to be informed that an act of disclosure, e.g. of an additional support need, grants us a right to pass on that information.
The Volunteer Centre is committed to obtaining the consent of the service-user concerned before information is disclosed outside the organisation, though in very exceptional circumstances, e.g. threats of violence, actual violence or suspected child abuse, this may not always be possible. Service-users can have access to information, which is held on them. General information and statistics gathered for planning and monitoring purposes are always anonymised.
Under the Data Protection Act 1998, any individual has the right to access the information we hold and write to the Data Controller at the Volunteer Centre and request a copy of the information, which the Centre holds about them. All individuals have the right to also ask their information to be deleted or amended. We will make sure to get this information to you in one month and there will be an admin fee to provide this information. If this is likely to take longer than one month, we will let you know.
The Volunteer Centre reserves the right to charge the maximum fee payable for providing this information. If the details are inaccurate an individual can ask the organisation to amend them or delete them.
Our legal duties and responsibilities
We will make sure, through this policy and extra support where it’s needed, that employees, staff and volunteers, know their legal duties and responsibilities for data and are carrying them out.
Breaches of confidentiality
Improper disclosure
This is also known as breach of confidentiality and can occur in two ways:
Accidental disclosure, perhaps through carelessness, e.g. discussion being overheard or because of inadequate storage and recording procedures for information about service-users.
Failure or refusal to follow organisational guidelines, e.g. confirming that someone is a service-user of a particular service within the Volunteer Centre or discussing a service-user’s situation with a third party without permission.
A related issue is the ‘need to tell’ where employees and/or volunteers feel the need to talk about a service-users situation to colleagues not involved in the person’s care, who consequently have no genuine need to know the information. There could be many reasons for this such as: feeling stressed and needing support from peers or the worker needing assurance from peers about the way they are handling a particular situation or issue. The Volunteer Centre aims to provide appropriate systems and structures to meet the needs of employees and volunteers to talk through distressing issues (e.g. in supervision or in confidential support groups, or through use of confidential employee assistance programmes). In such situations care should be taken to not use personally identifying information about an individual service-user whilst seeking support.
We will tell the ICO of any breaches to the security of our data as soon as possible and no later than 72 hours after the knowledge of the breach.
Disclosure without consent
This is making a considered decision to share information without seeking the consent from the individual concerned. It is generally accepted that there are limits to the duty to maintain confidentiality. These limits are reached in circumstances when after decision and consultation, other considerations are judged to outweigh the duty to maintain confidentiality.
Exceptions to the duty to maintain confidentiality that are acceptable to the Volunteer Centre are as follows:
When disclosure appears to be in the best interests of the person, e.g. when someone seems to be at risk of significant harm or present a danger to themselves.
When disclosure appears to be in the best interests of a third party, e.g. in child protection issues or when there are or have been threats or incidents of violence.
When disclosure appears to be in the interest of the organisation and its service users, e.g. if an individual staff member, volunteer or service-user is breaching the confidentiality of another’s or is undertaking actions which could be damaging to the organisation and its services, e.g. spreading malicious or untrue gossip.
Employees, whether as supervisors, or supervisees, are expected to follow this policy and cooperate with its implementation. Failure to do so will be treated as a disciplinary offence.
Cookies Policy
Please see information on our Cookie Policy on our website:
https://volunteercentrecamden.org.uk/cookie-policy/
Complaints Procedure
Any queries regarding your account or if you wish to make a complaint about the Service please contact the CEO on 020 7424 9990. Every effort will be made to resolve your issue.
If you have concerns about how your data is being handled you can contact the Information Commissioner’s Office (Supervisory Authority) contact details at https://ico.org.uk/concerns/ or call the helpline on 0303 123 1113.
Last updated November 2020
