Privacy Notice – For TSL Kirklees Volunteering website

We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.

When we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with the General Data Protection Regulation (GDPR) 2018.

WHAT INFORMATION DO WE COLLECT ABOUT YOU?

A) VOLUNTEER EMAIL BULLETIN

When you sign up to our volunteer email newsletter we collect your name and email address and will only email you information relating to volunteer opportunities in Kirklees.

We will not share or sell this information to a third party. You can unsubscribe to the email newsletter at any time by using the unsubscribe link at the bottom of the email or by contacting us. When you unsubscribe your contact details will be deleted.

B) VOLUNTEER ENQUIRIES

When you contact us by email, phone, face to face or at an event, the information we collect may include:

• Your name
• Contact details including email address
• Your volunteering interests and any volunteer opportunities we recommended to you.

WHY

This information is collected with your consent. It is also in our legitimate interests to, so that we can achieve our charitable objectives, provide you with a good service and support other charities in their aims.

HOW LONG

We will hold this information for 12 months after your enquiry with us, in case you contact us again. We will only use this information to contact you in relation to your volunteering. After that time your enquiry details will then destroyed by shredding and/or deletion.

VOLUNTEER ENQUIRIES FROM KIRKLEES COUNCIL EMPLOYEE

If you contact us as an employee of Kirklees Council with regard to the Kirklees Council Employee Supported Volunteering (ESV) Scheme we will share the information you provide with Kirklees Council for the purpose of monitoring and evaluating their ESV programme. This may include your name, volunteering interests and placement.

C) OTHER INFORMATION

If you consent, we may also collect the following information from you:

Demographic information such as

• postcode
• employment status
• age
• disability
• what you have gained from volunteering.

WHY

This information is used to help us improve our service, gauge your progress and to ensure we are meeting the needs of as many Kirklees residents as possible. This information is used in reports to our funders (Kirklees Council) but is reported anonymously and no individuals will be identifiable.

HOW LONG

Once this information is reported it is then destroyed by shredding and/or deletion.

D) VOLUNTEER CASE STUDIES

Occasionally we invite individuals or organisations to take part in a case study. These case studies may include information such as your first name, a photograph of you, the organisation you volunteered with, the length of time you volunteered with them, your role and your comments on and your experience of volunteering. This information will be shared on our website, social media, in reports and presentations and with our funders (Kirklees Council).  The case study will not be published unless the individual approves of the content and consent is provided. You will have the opportunity to withdrawal your consent at any time.

E) PHOTOGRAPHS

We use photographs, videos and interviews to help us promote our services in a positive way. This may include photographs of individuals or groups volunteering or at our events or partner events. We will always obtain written consent from you if you are clearly identifiable, using our photo consent form.

HOW LONG

Consent will be valid for five years from the date consent is given at which point we will ask you for consent again for continued use of the image(s)/words.  Otherwise they will be deleted as far as is practical, see below.

WITHDRAWING CONSENT

You may withdraw your consent for us to process your personal details at any time provided they are not required for any legal reason.

You may withdraw your consent for us to use your case study, photos, images or words at any time.

To withdraw consent, write to our Data Controller at TSL Kirklees Volunteering, Brian Jackson House, 2 New North Parade, Huddersfield, HD1 5JP or email volunteer@tslkirklees.org.uk, or phone 01484 519053. Please bear in mind once an article is published and in circulation (especially online) it may be copied and used by others.

F) PEOPLE WHO VOLUNTEER FOR US

When you apply to volunteer with us at the Volunteer Centre or for one of our projects we will collect information to enable you to volunteer with us safely. This will include completing a Volunteer Application Form and then other documents as your volunteering continues. This will include:

Your contact details and emergency contacts

Any additional needs you may have, your training needs, your progress and any feedback you many have. We also record any accidents, complaints or issues.

WHY

This information is collected with your consent. It is also in our legitimate interests to do so that we can offer you a high quality volunteering experience and deliver a high quality service.

HOW LONG

We will hold this information in line with our retention schedule which is:

6 months after your application is submitted, or if you go on to volunteer we will retain your details for up to 12 months after you finish volunteering with us. Any record relating to an upheld complaint about a volunteer will be retained for 6 years from date they leave (safeguarding issues will be kept for 100 years).

After that time your details will then destroyed by shredding and/or deletion.

WHERE DO WE STORE INFORMATION ABOUT YOU?

Any paper-based information is stored securely. Online Forms …

We use Mailchimp for our email bulletin which comply with GDPR 2018 you can view their privacy policy here:

https://mailchimp.com/about/security/

ACCESS TO YOUR INFORMATION

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, you can:

Email: volunteer@tslkirklees.org.uk

Or write to: Volunteering Kirklees, TSL Kirklees, Brian Jackson House, 2 New North Parade, Huddersfield, HD1 5JP

We will not charge you for this service unless the request is ‘manifestly unfounded or excessive or repetitive’.

KEEPING YOUR INFORMATION UP TO DATE

We want to make sure that any personal information we hold about you is accurate and up to date. Please contact us to correct or remove information you think is inaccurate.

CHANGES TO OUR PRIVACY POLICY

We keep our privacy policy under regular review and we will place any updates on this web page, This privacy notice was last updated on 2 January 2019

YOUR RIGHTS

Data protection regulations give you clear rights over how your data is used by us. You can find out more detail about your rights and how to report a concern or complain by visiting the Information Commissioner’s Office website: https://ico.org.uk/

WHO WE ARE AND HOW TO CONTACT US

TSL Kirklees Volunteering is a service delivered by Third Sector Leaders Kirklees. Third Sector Leaders is a registered charity. If you have any questions about our privacy notice or the information we hold about you, you can:

Email: volunteer@tslkirklees.org.uk

Tel: 01484 519053

Write to: TSL Kirklees, Brian Jackson House, 2 New North Parade, Huddersfield, HD1 5JP