The charity making life better by water

Privacy schedule for volunteers

This Schedule sets out details of our processing of our volunteers’ personal information.

It should be read in conjunction with the Trust Privacy Notice.

Controller of your information

We are the controller of your personal information. Where we legitimately share your information outside of the Trust, the recipient organisation may either be the processor or joint controller, depending on the circumstances and subject to appropriate safeguards and controls.

Where we get your information from

Your information may be collected in a variety of ways.

Information you provide

  • When you express an interest in volunteering opportunities.
  • When you sign up to become a volunteer.
  • When you input information into your ‘MyTrust’ online account, or when you otherwise provide information to us as part of your volunteering experience.
  • When you sign up to a volunteering opportunity through our events portal or Eventbrite.

Information we obtain from other sources

  • When we complete background and health checks with respect to your suitability, or continued suitability, for the role, including occupational health reports and reports from the Disclosure and Barring Service.
  • When we obtain references from third parties, including former employers and those known to you. We may obtain these directly, or through our external agents acting on our behalf.

Information we create

  • When we create records of your training and volunteering activity.

Information we process about you

Depending on the circumstances, we may hold and process some, or all, of the information outlined in Annex 1 – Schedule of personal information processed.

Special category information

Some of the information we collect as part of your volunteering as set out in Annex 1 will be special category information.

Criminal convictions and offences information

Some of the information we collect as part of your volunteering as set out in Annex 1 will be with regards to criminal convictions and offences, whether provided by you or by other sources, for example the Disclosure and Barring Service (DBS).

Why we process your information

Your personal information will be processed for the purposes set out in Annex 1 – Schedule of personal information processed.

Lawful basis

Your personal information will be processed under the lawful basis set out in Annex 1 – Schedule of personal information processed.

Where your information will be stored

Your information will be stored securely in a range of different places in the Trust’s information management systems, including SugarCRM, SAP, and Fleet Management.

Other processing

We may combine your email address into mailing groups within teams to enable volunteers to coordinate volunteering activity with each other.

Information Accuracy

As part of its commitment to maintaining up-to-date and accurate records, the Trust may periodically use your data to interrogate and cross-reference information held by Experian or other similar organisations. This is to ensure the details we have on record are correct.

Who we share your information with

Your personal information may be shared internally within the Trust with individuals who are required to receive it for legitimate business purposes according to their role, and in accordance with Annex 1 – Schedule of personal information processed.

Your information may be shared externally according to Annex 2 – Schedule of personal information shared.

International transfers

We do not currently share any of your information internationally.

Other privacy documents

Internal

External

Changes to this Schedule

We may change this Schedule from time to time without notice to you. This is to ensure it reflects current legislation. In that case, the ‘latest version’ date in Annex 3 will also change. Any changes to this Schedule will apply to you and your data immediately.

If these changes significantly affect how your personal data is processed, we will take reasonable steps to let you know.

Latest version

This Privacy Schedule is reviewed periodically when changes are required, and in any event every three years. If the version you are viewing is older than three years, please ensure that you have the up-to-date version by contacting [email protected].

See Annex 3 – Version Control.

Last Edited: 08 December 2023

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