Volunteer Now - Privacy Policy

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Privacy Policy

Volunteer Now/Volunteer Now Enterprises obtains information about you in the course of the dealings it has with you.  This privacy policy explains how we use any personal information we collect.

What information do we collect about you?

The only information we hold about you is the information you provide and our own records about services we have delivered.  The only information our website automatically records is users’ IP address.  These IP addresses are not linked to any personal data and visitors to our website remain anonymous.

How will we use your information?

We only use your information for the purposes for which it was intended. As defined by the Information Commissioner’s Office (ICO), the lawful basis for processing your information is when:

  • Consent of the data subject is given;
  • Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract;
  • Processing is necessary for compliance with a legal obligation;
  • Processing is necessary to protect the vital interests of a data subject or another person;
  • Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
  • Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.

The following table outlines how your information will be used and if it will be shared with anyone. Information is only shared for the purposes for which it is intended and on a need to know basis.

Your Relationship with Volunteer Now What Information Purpose of Collection Lawful Basis for Processing Shared With
Potential or existing volunteer Name, contact details, financial details (if applicable) Registration for Volunteer Opportunities; Payment of expenses (if applicable) Performance of Contract Volunteer Involving Organisations; Finance Officer (financial details if applicable); Volunteer Supervisor
Youth volunteer Name, contact details, school (if applicable) Registration for Volunteer opportunities and projects;MV Certificates Performance of Contract Volunteer Involving Organisations;Youth Team staff
Membership of Volunteer Now Name, organisation, contact details Registration for Membership services Legitimate Interests Relevant staff at Volunteer Now
Voluntary and Community Organisations Name, organisation, contact details

Registration of opportunities; provision of services e.g. queries;

Send information including marketing

Legitimate Interests


Consent

Outreach Support Officer;Relevant staff at Volunteer Now
Training Participant Name, organisation, contact details Registration for Training;Invoicing; Accreditation Performance of Contract Relevant Trainer and venue;Finance Department; Accreditation Body
Access NI Umbrella Body User Name, organisation, contact details, Access NI applicant details Completion of Access NI checks on behalf of organisation Legal Obligation;Performance of Contract Relevant staff at Volunteer Now, Access NI Signatories
User of Driving, Befriending or other Service Name, contact details, relevant medical information Provision of  Driver/Befriender services Performance of Contract Relevant staff (medical info) and Volunteers at Volunteer Now
Supplier or Business Partner Name, organisation, contact details, finance information (if applicable) Provision of goods and services Performance of Contract Relevant Staff at Volunteer Now, Finance Department
Associates and Trainers associated with partnership initiatives Name, organisation, contact details, finance information (if applicable) Provision of goods and services, communication Performance of Contract Relevant Staff at Volunteer Now, Finance Department
Users of our social media Name, facebook or twitter addresses are held on platform Analysis of usage Performance of Contract Details not shared
Visitors to website IP address Analysis of  usage Performance of Contract Details not shared
Employee Contact details, HR record, finance info Fulfilment of role, payment of salary Performance of contract HR, Finance, payroll/pension provider
Board of Trustees Name, contact details Communication regarding meetings, governance matters Legal obligation Relevant Staff at Volunteer Now

 

If you are not included in any of the above categories and would like to know more about what we do with your data, please contact the Data Protection Officer who will advise (contact details below).

How do we store your information?

We store all your information securely, we restrict access to only those who need it and we train our staff in handling information securely.  Your information will only be retained for as long as necessary.  Your information will normally be deleted or destroyed within 3 years after the end of your relationship with us, or 7 years in the case of financial records.

Marketing

We will not pass your information on to a third party for marketing purposes.  Whenever we collect information which may be used for marketing, we will inform you and you will have the opportunity to opt in or out.  At any time, you have the right to stop us from contacting you for marketing purposes; you can do this by email or post (see contact details below). 

Access to your information

You have the right to request a copy of the information that we hold about you.  To request this information you can email kelli.cleland@volunteernow.co.uk or write to the Data Protection Officer at the address below.  You can make a request using our standard form – please click here to access.  You are not obliged to use this form to make a request, but doing so will make it quicker and easier for us to respond.

We will require proof of your identity before the information can be given.  There is no charge for this service.  We aim to reply as promptly as possible within one month of the request.  Some more complicated requests may take longer; you will be advised if this is the case.  Requests which are unfounded, excessive or unreasonable may be refused and you will be advised if this is the case.

We want to make sure that your personal information is accurate and up to date.  You may ask us to correct or remove information you think is inaccurate.

How to complain about our handling of your information

If you are not happy with the way we have handled your information, you have the right to complain to the Information Commissioner’s Office (ICO).  Information about how to make a complaint can be found at www.ico.org.uk.

Cookies

Volunteer Now uses cookies to improve your experience when using our website.  By continuing to browse this site, we presume that you agree to their use.

Other websites

Our website may contain links to other websites of interest.  This privacy policy only applies to this website, so when you click on a link to another website, you should be aware of their own privacy policies.

Changes to our policy

We keep our privacy policy under regular review and any changes to the policy will be updated on this web page.  The privacy policy was last updated April 2018.

Contact us

If you have any questions about our privacy policy or the information we hold about you, please contact us by:

Email: kelli.cleland@volunteernow.co.uk

Telephone: 028 9023 2020

Post: Data Protection Officer

         Volunteer Now

         34 Shaftesbury Square

         Belfast

         BT2 7DB