Volunteer Privacy Notice

Ruddington Village Community Partnership CIC (“RVCP”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This notice explains how we collect and use personal information about people who enquire about, apply for or undertake volunteering with RVCP. It covers community volunteers and people volunteering through a university, employer, community group or other partner organisation.

Ruddington Village Community Partnership CIC is the data controller responsible for your personal information.

Registered office: 16 Commerce Square, Nottingham NG1 1HS

Email: admin@rvcp.org.uk

Please contact us at this email address if you have any questions about this notice or how we use your information.

Depending on your enquiry, role and involvement, we may collect:

• Your name and contact details.
• Your connection with a university, employer, community group or other partner organisation, where applicable.
• The volunteering roles and activities that interest you.
• Your availability and preferred volunteering dates.
• Relevant skills, experience or qualifications.
• Records of agreed assignments, attendance and volunteering hours.
• Information needed to provide support or reasonable adjustments.
• Emergency-contact details, where appropriate.
• Travel-expense and payment information, where reimbursement is requested.
• Communications between you and RVCP.
• Information concerning an accident, incident or safeguarding matter where necessary.

We will only ask for information that is relevant to your volunteering or that we reasonably need to organise activities safely and effectively.

We normally receive personal information directly from you.

In some cases, a university, employer, community group or other partner organisation may introduce you to RVCP or provide information needed to arrange a volunteering opportunity. Where this happens, we will only use relevant information and you should be informed that it is being shared with us.

We may use your information to:

• Respond to your volunteering enquiry.
• Discuss and match you with suitable opportunities.
• Arrange volunteering dates, shifts and assignments.
• Provide briefings, instructions, support and supervision.
• Make reasonable adjustments and support safe participation.
• Contact you about relevant future volunteering opportunities.
• Record attendance and volunteering hours.
• Administer agreed travel expenses or other volunteer benefits.
• Manage health and safety, insurance, safeguarding and incident reporting.
• Evaluate and improve our volunteering programme.
• Meet our legal, regulatory and organisational responsibilities.

We will not use your information for unrelated marketing without an appropriate lawful basis.

We normally use your personal information because it is in RVCP’s legitimate interests to recruit, organise, support and communicate with volunteers and to deliver safe and effective community activities.

Where necessary, we may also use information to comply with a legal obligation or to establish, exercise or defend legal claims.

Information about health, disabilities or access needs is special-category personal information. Where you choose to provide this information so that we can discuss support or reasonable adjustments, we will normally process it with your explicit consent. You can withdraw that consent, although this may affect our ability to make a requested adjustment. In an emergency, other legal grounds may apply.

Access is limited to people who need the information for their role. This may include:

• Authorised RVCP directors, committee members, administrators and volunteer supervisors.
• A university, employer, community group or other partner organisation through which your volunteering has been arranged, where this is necessary to coordinate your participation, confirm attendance or volunteering hours, or meet an agreed programme requirement. We will tell you where this applies.
• Providers supporting our email, forms, file storage and other IT systems.
• Our insurers, professional advisers or relevant authorities where reasonably necessary.
• Emergency services or safeguarding authorities where required to protect someone’s safety or comply with the law.

We do not sell your personal information.

Information may be stored in access-controlled online forms, Google Drive, email systems and other secure RVCP records.

Some technology providers may process information outside the United Kingdom. Where this happens, we will use providers and arrangements that offer appropriate protection for personal information.

We retain information only for as long as it is reasonably needed.

Normally:

• Expressions of interest that do not lead to volunteering will be deleted within 12 months of the last contact.
• General volunteer and assignment records will be retained while you volunteer with us and for up to three years after your last activity.
• Financial and expense records may be retained for up to six years where required for accounting purposes.
• Accident, insurance, safeguarding or legal records may be retained for a different period where required by law, our insurers or the relevant RVCP policy.
• Information about emergency contacts and current support arrangements will be deleted when it is no longer needed.

We may retain anonymous information that no longer identifies you for reporting and evaluation.

Depending on the circumstances, you may have the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete your information.
• Ask us to restrict how your information is used.
• Object to processing based on legitimate interests.
• Withdraw consent where we rely on consent.
• Ask for certain information in a portable format.
• Complain about how we have used your information.

These rights are not absolute and may depend on the circumstances.

To exercise a right or ask a question, email admin@rvcp.org.uk.

You can also complain to the Information Commissioner’s Office at ico.org.uk, although we would appreciate the opportunity to address your concern first.

We may update this notice when our volunteering arrangements or legal responsibilities change. The latest version will be published on the RVCP website.