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Volunteer Applicant Privacy Notice

Privacy notice / data protection compliance statement for volunteer applicants

Age UK Cornwall & The Isles of Scilly is the data controller for the information you provide during the process unless otherwise stated. All the information you provide during the process will only be used for progressing your application, or to fulfil legal or regulatory requirements if necessary.

Age UK Cornwall & The Isles of Scilly will use this information you provide on the application form to help match you with a role. Information you provide as part of the process is accessible only to those Age UK Cornwall and The Isles of Scilly employees and consultants involved with our volunteer recruitment processes. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your volunteer application.

 

Why do we process personal data?

We need to process data to take steps at your request prior to entering a volunteer agreement with you.  In some cases, we need to process data to ensure that we are complying with our legal obligations. We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from applicants allows us to manage the recruitment process, assess and confirm a potential volunteer's suitability.

Application Process

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, interests and referees.

Progressing your application:

  • You will be asked to complete a criminal records declaration to declare any unspent convictions.
  • Depending on the role you may be asked to complete an application for a Criminal Record check via the Disclosure and Barring Service. When we do it is because it is necessary for us to carry out our obligations and exercise specific rights
  • We will contact your referees, using the details you provide in your application, directly to obtain references

 

How long is the information retained for?

In the event that you are offered a volunteer role within the Company, this form will be kept, along with any other documents relating to your role as part of your volunteer file for the duration of your time with us plus 1 year after you leave. Should you leave the Company, we may, upon request, supply references within that timescale. In the event that you are unsuccessful, this form will be retained for 6 months and subsequently disposed of confidentially.

Your rights & how to contact us

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require us to change incorrect or incomplete data;
  • require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing.

We are committed to protecting the security of your information. For more details regarding our privacy practices; to exercise any of your rights listed above; or if you have a question or complaint about the manner in which we treat your information or our recruitment decisions regarding your application, please contact the Data Security Lead in writing at: Age UK Cornwall & The Isles of Scilly, Boscawen House, Chapel Hill, Truro. TR1 3BN or by email to datasecuritylead@ageukcornwall.org.uk

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If you believe we have not complied with your data protection rights, you can complain to the Information Commissioner.

Further information

Further information about the use of your data, should you become a volunteer, is available on appointment, or you can contact us at the above address.