1. What is a privacy notice?
1.1 This privacy notice describes how Deafblind UK collect and use personal information about you during and after your volunteering relationship with us, in accordance with the UK General Data Protection Regulation (GDPR). It applies to all current and former volunteers
1.2 As a “data controller”, we are responsible for deciding how we process personal data about you. We take your privacy seriously and we are fully committed to always protecting your personal data. We will only process your personal data in accordance with applicable data protection laws, adhering to the principles (as applicable) contained in the UK GDPR.
1.3 We will provide you with a new privacy notice when we make any substantial updates, and we may also notify you in other ways from time to time about the processing of your personal data.
1.4 Deafblind UK are not required to appoint a DPO Data Protection Officer (“DPO”). However, the responsible person can be contacted by emailing: [email protected] or by post at : National Centre for Deafblindness, 167-169 Great Portland Street, 5th Floor, London, W1W 5PF
2. What types of information we collect?
2.1 “Personal data” is any information about a living individual from which they can be identified such as name, ID number, location data, any online identifier, or any factor specific to the physical, physiological, genetic, mental, economic, or social identity of that person. It does not include data where any potential identifiers have been removed (anonymous data) or data held in an unstructured file.
2.2 “Special category data” this is more sensitive personal data which is more private in nature and therefore requires a higher level of protection, such as genetic data, biometric data, sexual orientation, race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership and health.
2.3 When we refer to “processing”, this means anything from collecting, using, storing, transferring, disclosing, altering, or destroying personal data.
2.4 We will collect, store, and use the following categories of personal information about you:
| Data collected | What we use it for | Legal Basis | |
|---|---|---|---|
| Personal contact details such as name, title, addresses, telephone numbers, and personal email Legitimate Interests addresses | To contact the applicant/volunteer | Legitimate Interest | |
| Name, Email | To send e-newsletter , marketing comms, access online training | Consent | |
| Date of Birth | To check age/suitability for role | Legitimate Interest | |
| Emergency Contact | To contact someone in an emergency | Legitimate Interest | |
| Recruitment information (references and other information collected as part of the application process) | Making a decision about your recruitment as a volunteer | Legitimate Interests | |
| Information about any criminal convictions and offences as part of the recruitment process (collected on application form | Making a decision about your recruitment as a volunteer for the role you have applied for. | Legitimate Interests | |
| Information about your race or ethnicity, religious beliefs. | To monitor our diversity and inclusion processes | Consent | |
| Information about your health, including any medical condition | To comply with our health & safety obligations and enable any reasonable adjustments to be made | Consent | |
| Driving details | To complete driver checks | Consent |
3. Collecting your personal data
3.1 We may obtain personal data and/or special category personal data about you via our volunteer application forms, the recruitment process and directly from you. We may collect information from third party sources, such as volunteer job boards, former employers or when carrying out a DBS check if relevant to your role.
4. How we use your information
4.1 We will only use your personal information when the law allows us to. Usually, we will use your personal information in the following circumstances:
- Where we need to perform the contract we have entered into with you.
- Where we need to comply with a legal obligation.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- The legitimate interest we rely on is to fulfil the charitable purpose of Deafblind UK
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
5. Information we hold on criminal convictions
5.1 We will hold information about criminal convictions for categories of volunteers where we are required by law to undertake checks by the Disclosure and Barring Service, Access NI or Capita.
5.2 We will only collect this information if it is appropriate given the nature of your role and where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations, provided that we do so in line with our Data Protection Policy.
5.3 We will use information about criminal offences and convictions to assess suitability for the role in which they are to be recruited.
5.4 Where we process criminal convictions information about you, whether as part of any application process or otherwise, we will retain it in accordance with our Data Retention Policy.
6. Profiling and automated decision making
6.1 We do not envisage that any decisions will be taken about you using any form of automation or artificial intelligence software.
7. How we share your information with others
7.1 We may share your personal data and special category personal data internally. In particular, it may be shared with:
- Volunteer managers involved in the volunteer recruitment process and who will support you in your role
- Finance team - For expenses to be processed
- other appropriate persons who we shall make you aware of from time to time as.
We may share your personal data and special category personal data with third parties, agents, subcontractors and other organisations (as listed in the table below) where it is necessary to administer the working relationship with you or where we have a legitimate interest in doing so.
| Category of personal information | Recipient/relationship to us | Purpose of disclosure |
|---|---|---|
| Title, gender, forename, middle name, surname, date of birth, email address | Capita, Access NI, Disclosure and baring service | For processing and managing disclosure applications electronically through the DBS Service |
| Name | Online Training provider | To complete required training for role |
| Title, gender, forename, middle name, surname, date of birth, email address, ethnicity, gender, heath information | Volunteer Recruitment and Management System | Application and management |
8. Transfer outside the European Economic Area (EEA)
8.1 No data is processed stored or backed up outside the EEA. Data is however stored outside of the UK
9. Data Storage and Security
9.1 Your personal data and special category personal data is stored in a variety of locations, including: electronically on our secure servers/in hard copy form in access-restricted, locked filing cabinets
9.2 We limit access to your personal information to those members of our workforce who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
10. How long we hold your information for
10.1 We keep your personal data and special category personal data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, and in line with our Data Retention Policy.
11. CCTV and Audio recordings
All Deafblind UK buildings are covered by CCTV. Signs are displayed and clearly visible in all locations where CCTV is installed. For more information on how long we store these recordings, please see our Data Retention and Deletion Policy.
12. Your responsibilities
12.1 We encourage you to ensure that the personal data that we hold about you is accurate and up to date by keeping us informed of any changes to your personal data.
12.2 As a volunteer you also have obligations under various data protection laws. Our policy on data protection is set out in our Data Protection Policy.
13. Your rights
Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing information. This enable of your personal s you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your data to another party
14. Accessing your rights
To access any of your rights above, please write to Deafblind UK’s at: National Centre for Deafblindness, 19 Rainbow Court, Paston, Ridings, Peterborough, PE4 7UP Or, email: [email protected]
If you would rather speak to someone, please call 01733 358100.
We try our best to respond to all enquiries within five working days of receiving them and will offer a full response to all access requests within one month.
15. Updating your preferences and unsubscribing
If your personal details change or you would like to change your preferences, please email [email protected] or call 01733 358100.