Annex 1 – Schedule of personal information processed
Annex 1 – Schedule of personal information processed
Annex 1
| Type of information | Information | Reason | Lawful basis and special condition (where relevant) |
| Identification information | o Title o Name o Date of birth (if given) | To identify you for various volunteering and administrative purposes. | Legitimate interest. The Trust has a legitimate interest to process your information for the purpose of identifying you. It is also in your legitimate interest. |
| Contact information | o Address o Email address o Telephone number o Emergency contact details | To arrange and conduct your induction and training. To manage and administer your volunteering activities and to contact you about your volunteering activities and rotas. To contact you about your volunteering activities and rotas. To request feedback or completion of surveys to understanding how we can improve our services, products, or information. To invite you to Trust or partner events. To provide you with information you need to help you promote the Trust. To contact your emergency contact in the case of an emergency. To send you marketing material in relation to the Trust (with consent). | Legitimate interest. The Trust has a legitimate interest to process your information for the purpose of contacting you in this way. It is also in your legitimate interest. Vital interests - in relation to emergency contacts. Consent – for Trust marketing purposes. |
| Financial information | o Bank details o Information about expenses | To reimburse your expenses. | Legitimate interest. The Trust has a legitimate interest to ensure that you are paid expenses for your role as a volunteer. It is also in your legitimate interest. |
| Volunteering information | o Volunteering work preferences. o Interactions with the trust regarding your volunteering. o Records of you volunteering activities. o Qualifications, skills, and experience. | To administer and maintain the best possible volunteering experience and one aligned to your interests, qualifications, skills, and experience. | Legitimate interest. The Trust has a legitimate interest to ensure that you receive the best possible volunteer experience. It is also in your legitimate interest. |
| Medical and health information | o Information relating to your health conditions (where this is relevant to the volunteer work interested in). | To comply with legislation and regulations, including the undertaking of health and safety risk assessments. To improve our working practices and our accessible areas. To assess your continued ability to perform your role. To organise our volunteering activities in an effective and efficient way. | Legal obligation (lawful basis) – we have a legal obligation to create a safe working environment under various health and safety laws. If you do not provide this information, we are unable to fully assess your health and safety, comfort, or ease of undertaking your volunteering role or reasonable adjustments. Substantial public interest (special condition) – processing the information is necessary for reasons of public interest in the area of public health and is carried out by the Trust who owes a duty of confidentiality under and enactment of law. |
| Disability information | o Information about mental and physical disabilities. o Information about required reasonable adjustments. | To comply with legislation and regulations, including the undertaking of health and safety risk assessments. To ensure a comfortable and inclusive volunteering experience, including determining whether any reasonable adjustments should be made. | Legal obligation (lawful basis) – we have a legal obligation to create a safe working environment under various health and safety laws. If you do not provide this information, we are unable to fully assess your health and safety, comfort, or ease of undertaking your volunteering role or reasonable adjustments. Substantial public interest (special condition) – processing the information is necessary for reasons of public interest in the area of public health and is carried out by the Trust who owes a duty of confidentiality under and enactment of law. |
| Convictions and criminal offence information | o Unspent convictions. o Disclosure and Barring Service reports (where relevant and required for your role). | For health, safety, and security. | Legitimate interest (lawful basis). It is in the Trust’s legitimate interest to process criminal convictions and offence information for this purpose. It is also in the interests of all those the Trust comes into contact with. Substantial public interest (special condition) – regulatory requirements relating to unlawful acts and dishonesty. The processing is necessary for reasons of substantial public interest and for the purpose of complying with a regulatory requirement to determine whether a person has committed an unlawful act or been involved in dishonesty or malpractice or other seriously improper conduct. |
| Equality and diversity information | Equal opportunities monitoring information, e.g. o Gender o Sexual orientation o Employment status o Ethnicity o Disability o Age o Where this information is volunteered. | For equal opportunities monitoring purposes to aid funding applications, recruitment evaluation and planning. | Consent (lawful basis). Explicit consent (special condition). You do not have to provide this information, but it will help our reporting and help shape our strategy. Where you do provide it, it will be anonymised. |
| Equality and diversity information Accidents and incidents information | o Information relating to accidents and incidents while at Trust premises, or while volunteering. o Health and safety reports, including incidents and investigations you have reported or been involved in. o Medical or health conditions resulting from such incidents. o Interactions with the Trust as part of the report of any accident or incident and any information in relation to these. | For health, safety, and security - to investigate accidents and improve our premises and working practices. | Legal obligation (lawful basis) – we have a legal obligation to create a safe working environment under various health and safety laws. Substantial public interest (special condition) – processing the information is necessary for reasons of public interest in the area of public health and is carried out by the Trust who owes a duty of confidentiality under and enactment of law. |
| Survey responses | o Volunteer Survey responses, and other survey responses from time to time. | To help us identify how we can improve your experience of volunteering at the Trust. These are anonymous. | Legitimate interest. The Trust has a legitimate interest to review your responses to our surveys. It is also in your legitimate interest. |
Last Edited: 25 June 2024
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