Volunteer Privacy Notice
Data controller: Developing Health & Independence
As part of any volunteer recruitment process, the organisation collects and processes personal data relating to applicants for volunteering roles. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the organisation collect?
The organisation collects a range of information about you. This includes, but is not limited to:
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment and volunteering history, including any gaps;
- whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
- information disclosed by you on past criminal history; and
- equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
The organisation collects this information in a variety of ways. For example, data might be contained in application forms or CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
The organisation will also collect personal data about you from third parties, such as references supplied by other organisations you have worked for or with and information from criminal records checks permitted by law. The organisation will seek information from third parties only once an offer to you has been made 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 volunteering management systems and on other IT systems (including email).
Why does the organisation process personal data?
The organisation needs to process data to take steps at your request prior to enter into a volunteering agreement with you. It also needs to process your data to enter into a volunteering agreement with you.
In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, for certain positions, to carry out criminal records checks to ensure that individuals are permitted to undertake a role in question.
The organisation 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 organisation to manage the recruitment process, assess and confirm a candidate's suitability for volunteering and decide to whom to offer a volunteering position. The organisation may also need to process data from volunteer applicants to respond to and defend against legal claims.
The organisation processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations under health and safety law.
Where the organisation processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied.
Who has access to data?
Your information will be shared within the organisation to the fewest number of people possible and may include members of the volunteer, HR and recruitment team, interviewers involved in the recruitment process, members of the Executive and IT staff, including those managing DHI’s third party HR software (‘Carval’) if access to the data is necessary for performance of their roles.
The organisation will not share your data with third parties, unless your application for a volunteering position is successful and it offers you a volunteering agreement. The organisation will then share your data with former employers to obtain references for you and the Disclosure and Barring Service to obtain necessary criminal records checks.
The organisation will not transfer your data outside the European Economic Area.
How does the organisation protect data?
The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
For how long does the organisation keep data?
If your application for a volunteering role is unsuccessful, the organisation will hold your data on file for one year after the end of the relevant recruitment process. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.
If your application for a volunteering role is successful, personal data gathered during the recruitment process will be transferred to your volunteering file and retained during the period of your volunteering. The periods for which your data will be held will be provided to you in a new privacy notice.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require the organisation to change incorrect or incomplete data;
- require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
- object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
- ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact Volunteering using the email address Volunteers@dhi-online.org.uk
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.