Voluntary sector volunteer database - privacy notice

Council of Town Hall, Crossley Street, Halifax, HX1 1UJ is registered with the Information Commissioners Office (ICO) under the provision of the Data Protection Act 2018. The Council takes its responsibilities as Data Controller under the Act very seriously.

This privacy notice describes how we will use your information to process applications of interest in becoming a volunteer with one of Calderdale Council’s services such as the Countryside service, Libraries, Museums and Young People’s services.

The type of personal information collected

The following information will be submitted by the applicant:

• Name, address, and date of birth.
• Contact details – email address, phone number.
• Emergency contact details.
• DBS check details if applicable.
• Details of references if applicable.
• Driving Licence and vehicle insurance details if applicable.

The purpose of processing your Information

Your information is required for the following purposes:

• To maintain a Volunteer Database recording of your application of interest to become a volunteer and place you in a suitable role.
• To contact volunteers about volunteering opportunities and events.
• To ensure compliance with employment law and health and safety legislation.

Sharing your information

Your personal information will be shared as follows:

• with services within Calderdale Council that you have expressed an interest in volunteering with.
• the Disclosure and Barring Service to obtain a DBS check if required.

We will not share your information without your consent with any other third parties, unless we must do so by law.

The lawful basis for processing your information

• Article 6(1)(c) - for compliance with a legal obligation to which the controller is subject.
• Article 6(1)(e) - for the performance of a public task or in the exercise of official authority vested in the controller.

How long we will keep your information

Information provided by you for the purpose expressing an interest in volunteering with Calderdale Council will be held for 12 months and if in that period you do not take steps to become an active volunteer will then be securely destroyed.

If you become an active volunteer your personal data will be processed in line with the Council’s staff privacy notice.

Your rights

The GDPR provides the following rights for individuals. Not all rights are absolute and therefore will only apply in certain circumstances:

1. The right to be informed.
2. The right of access.
3. The right to rectification.
4. The right to erasure.
5. The right to restrict processing.
6. The right to data portability.
7. The right to object.
8. Rights in relation to automated decision making and profiling.

You can make a request in respect of these rights to information.management@calderdale.gov.uk.

You also have the right to complain to the Data Protection Officer if you feel that your data has not been handled in accordance with the law.

You can contact the Council’s Data Protection Officer at information.management@calderdale.gov.uk.

You also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk.