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:
For special / sensitive data (where it has
been provided to us):
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.