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Privacy Notice (Volunteers)

Shaw Trust (the Trust) is committed to protecting your personal data and also to ensuring that your rights to privacy are protected.

Your data will be stored on secure databases and access will be permitted only to those with a need to know.

In order to be open and transparent, the Trust wants you to know that: 

1. Shaw Trust is the Data Controller of the information it holds or will hold on you.


2. Shaw Trust has a Data Protection Officer, and contact details for this person may be obtained by writing to the Data Protection Mailbox (data.protectionmailbox@shaw-trust.org.uk).


3. The information we collect from you and subsequently process may include your contact details (name, address, telephone numbers, email address etc.), date of birth, diary appointments and contact details for referees and emergency contacts. It may also include sensitive / special information, as defined in the Data Protection Act 1998 / the General Data Protection Regulation, in the form of:

  • your racial or ethnic origin (only for statistical purposes)

  • data concerning your health

  • data concerning your criminal record (if any, for safeguarding purposes)


4. The information may be collected from application forms (hard copy or on-line) and letters, emails, written material, verbal discussions, DBS checks or other unspecified means.


5. The information is collected and will be processed so that the Trust may:

  • assess your suitability to be a Volunteer

  • add value to the service it provides to customers under its commissioned contracts

  • provide an improved service to its retail and enterprise operations.

6. In particular, the Trust has the following legal bases for the processing of your personal data:

For non-special / non-sensitive data:

  • where it is for the performance of any contract we have with you or to take steps to enter into any contract with you

  • where it is necessary for the purposes of the Trust’s legitimate interests

For special / sensitive data (where it has been provided to us):
  • where it has been manifestly made public by you.


7. In addition to the above bases, the Trust may also process any of your personal data for other reasons where it has received your explicit, freely given consent for example by signing this Notice or by ticking the appropriate box in on-line applications.


8. The information may be shared with third parties for administration and/or management purposes, where it is necessary or desirable and lawful for the Trust to do so. However, the Trust will share only the minimum information that is necessary.


9. Some or all of the information will be processed by third party service providers (including for example, Form Assembly and their U.S. sub processors) who may have sub-processors, resources or data processing facilities outside the European Economic Area. Any such transfers shall be effected in accordance with our obligations under data protection legislation with appropriate safeguards, including where there are adequacy decisions, standard contractual clauses approved by the European Commission or the ICO. For example, in the U.S.A., Form Assembly and its relevant subsidiaries are certified under the EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework, which ensures that your data will be processed and protected in compliance with EU and UK law and regulations. Further information may be found at https://www.formassembly.com/blog/eu-us-privacy-shield . If you requre further information about any protection measures in relation to such arrangements, please contact the Data Protection Officer. 


10. The information will be retained for as long as is necessary pursuant to clauses 5 and 6 above and in accordance with clause 11 below. When the information is no longer required, it will be destroyed securely.


11. You have certain rights, which include:

  • the right to obtain access to your personal data (what personal data of yours the Trust holds)

  • the right to have personal data rectified if it is inaccurate or incomplete

  • the right to request the deletion or removal of personal data where we are not otherwise entitled to retain and process such data and there is no compelling reason for its continued processing

  • the right to restrict or suppress the processing of your personal data, in certain circumstances. Further information is available upon request

  • the right to withdraw consent at any time, where relevant                  

  • the right to lodge a complaint with a supervisory authority (the Information Commissioner’s Office).     

    If you wish to exercise any of these rights, please contact the Data Protection Officer for details of how an application may be made.