Privacy Policy

Who we are

Volunteer Essex is a network of fourteen Volunteer Centres working in each of the Governmental districts of Essex. Each Centre is governed independently with their own set of charity trustees.

Together Volunteer Essex work to support the development and promotion of volunteering across the County; we share the Volunteer Essex branding, website and databases to have one point of contact for people interested in volunteering and for organisations looking to recruit volunteers.

Privacy Statement

Volunteer Essex is committed to conducting business in accordance with all applicable Data Protection Legislation.

Each Volunteer Centre has its own Data Protection Policy and Privacy Notice to ensure that as organisations they comply with current Data Protection Legislation. You can find contact details for your local Centre on the Volunteer Essex Website https://www.volunteeressex.org/about/

In order to help people who use our services to understand how and why personal data is collected, used and stored we have prepared this Privacy Notice. This notice relates in a general way to the security of the Volunteer Essex database, for more specific information please contact your local centre.

Get in touch

We hope that the obligations outlined in this Privacy Statement help you to understand how we process your data, however if you do have any questions about anything in this statement or about our data protection processes please contact the Chair of Volunteer Essex:

Sarah Laskar
Maldon and District CVS
The Square
Holloway Road
Heybridge
Essex, CM9 4ER

Telephone 01621 851891
Email: sarah@maldoncvs.org.uk

Data we collect

Volunteer Essex holds information on:

  • Organisations that are looking for volunteers
  • Named individuals working or volunteering for organisations looking for volunteers
  • People who are interested in volunteering

Organisations

Data about local organisations is maintained on our electronic database, Volunteer Essex and includes the contact details of staff and volunteers within those organisations. This data is collected when an organisation registers with us and completes an Organisation Registration Form.

Volunteer Essex is an online system provided by PipeMedia and a written data processing contract is in place confirming that as our data processor PipeMedia understand their responsibilities and liabilities and are committed to their obligations under the current Data Protection Legislation.

This agreement is in place with each Volunteer Centre individually. As an organisation you will have one lead Centre allocated to you when you sign up with Volunteer Essex, this is most commonly the Centre most local to you.

Volunteer Centre Customers

Personal data for people who have expressed an interest in volunteering in Essex is collected online through the Volunteer Essex website, through the completion of a Volunteer Centre Registration form or by telephone.

What information will be collected?

This form will request

  • Your name
  • Your address
  • Your email address and phone number
  • Your date of birth
  • Demographic data including gender, age, ethnicity, employment status, disability status.
  • Demographic data is classed as “special categories of personal data“ and is optional.

How will we use your data?

Brokerage service

Your contact details will be used to communicate with you about volunteering opportunities, particularly those that you have expressed an interest in or chosen to pursue. Information is recorded and retained in order to fulfil the organisational objective of matching local people with volunteering roles.

Monitoring our service

Special Categories of personal data are collected in order for us to understand the demography of people who are interested in volunteering in Essex. This information as an anonymised report may be shared with our funders and across the Volunteer Essex Network.

This data is optional and you can choose not provide this data when registering. If you have provided this information but would like it to be removed, please contact the Volunteer Centre that is your data controller.

Information relating to the work we carry out with you, including content of emails and volunteering roles you enquire about and are placed with, is also stored to help us to monitor our service.

Sharing data

Customer contact details will only be shared with a third party, namely a local volunteer involving organisation that you have expressed an interest in, in order to facilitate the brokerage of a volunteering role. This will only happen once you have given consent for your information to be shared. The information that is shared will be no more than the information provided on your original registration. Consent is obtained when you sign up with Volunteer Essex and we will check with you for each individual referral.

When data is shared with an organisation we will stay in contact with both you and them to follow how your application to volunteer progresses. We ask them to share with us when you are actively volunteering or if you decide not to go ahead with volunteering.  This enables us to track the effectiveness of our service and provides performance data for our funders, We will not ask for any additional personal data from the organisations you are put in contact with.

Any information that you provide directly to the organisation will be subject to their data protection and privacy policies.

Within Volunteer Essex we have the ability to transfer personal data to a different Volunteer Centre on request. This may be because you move house or because a different Volunteer Centre to the one designated to you by your postcode is most appropriate to you. This transfer of data will take place with your consent and once done the original Volunteer Centre will no longer have access to your data.

Staying in touch

Your local Volunteer Centre may also wish to send you updates from time to time, this could include new opportunities, events and volunteering news.

To receive this information you must opt into mailing lists when you register or you can contact your local Centre subsequently by email or phone.

You can opt out of receiving these up dates at anytime by contacting your local Volunteer Centre or by clicking the Unsubscribe button on emails sent to you.

The Volunteer Essex database utilises Mailchimp to send out electronic mailing lists. Mailchimp is an online platform that enables organisations to manage mailing lists and send out electronic mail shots. Because Mailchimp is based in the USA it has a Privacy Shield framework which is recognised as providing adequate protection for personal data and complies with the regulations set out in General Data Protection Regulation (GDPR).

If you would like to know more about how Mailchimp complies with data protection legislation visit https://kb.mailchimp.com/binaries/content/assets/mailchimpkb/us/en/pdfs/mailchimp_gdpr_sept2017.pdf

If you don’t wish to receive emails through this route you will be able to opt out at the footer of each email or you can let us know by contacting your local Volunteer Centre.

How do we store your data?

Data is stored in our online database called Volunteer Essex. This database is provided by PipeMedia and we have a data processing contract in place with them which ensures that they comply with data protection legislation and has suitable security in place and they understand their responsibilities and liabilities and are committed to their obligations under the current Data Protection Legislation.

This agreement is in place with each Volunteer Centre individually.

How long do we keep data?

We put together reports on our services and customers on an at least annual basis. This information is required by our funders and to help us design services for the future. For this reason data is retained on the Volunteer Essex database.

How long data is retained will be defined by the Centre that is your data controller. Contact them for full details.

Who can access my data?

The Volunteer Essex database is password protected and only staff and volunteers who work for your Volunteer Centre can access the data held within it.

The data can also be accessed by the Volunteer Essex IT lead who has access to the full database in order to support local centres with technical issues, training and to compile monitoring reports.

A Data Sharing Protocol is in place to govern this.

Your rights

Volunteer Essex recognises that individuals have rights in relation to the data they hold as defined below:

  1. You have the right to see the data held about you
  1. You have the right to request any inaccurate or incomplete data that is held on you is corrected.
  1. You have the right to request that data is removed from our databases.
  1. You have the right to request that no further processing is carried out on your data
  1. You have the right to request that Volunteer Essex transfer your personal data to a different service provider.
  1. You have the right to object to Volunteer Essex processing data based on legitimate interest and Volunteer Essex will put a hold on processing and consider all objections raised before

Each Volunteer Centre is responsible for processing any requests in relation to the above rights. Please contact your local Centre if you would like any further information.

Your right to complain

If you feel that Volunteer Essex or one of the are not complying with Data Protection Legislation you have the right to lodge a complaint to the Information Commissioners Office (ICO).

For full details of how to do this visit the ICO website https://ico.org.uk/ or call their helpline on 0303 123 1113.

 

Changes to policy

Volunteer Essex will review this Privacy notice on an annual basis.