Data about local organisations that have registered with us to promote volunteer opportunities is maintained on the electronic database, Volunteer Essex, and includes the contact details of staff and volunteers within those organisations. This data is collected when an organisation completes an organisation Registration Form either via the website, via an email or on paper.
Generally the information we hold relates to our legitimate and charitable interests and we collect, control and process information in order to offer a brokerage service that matches volunteers with organisation’s opportunities.
Data about individuals
Personal information for people who have expressed an interest in volunteering in the local area is collected via a paper form, by telephone or online through the Volunteer Essex website, by completing a Volunteer Centre Registration form. Where consent is obtained by telephone this will be recorded explicitly on the CRM.
The form collects the following information so that we can effectively match your interests to suitable volunteering opportunities:
• Your name
• Your address
• Your email address and phone number
• Your date of birth
• Optional information regarding unspent criminal convictions
• Demographic data including gender, age, ethnicity, employment status, disability status.
Demographic data is classed as “special categories of personal data“ and is optional so you can choose not to provide this when completing the Registration Form.
What we do with the information we collect
Your contact details will be used to communicate with you about volunteering opportunities that you have expressed an interest in. Information is collected, controlled and processed so that we can carry out our legitimate and charitable business and offer a brokerage service that matches volunteers with volunteering opportunities.
Special Categories of personal data are collected so that we can understand the demography of people who are interested in volunteering. This information may be shared with our funders or collated with similar data from other Essex based Volunteer Centres; when monitoring data is shared in this way it is anonymised.
To help us monitor our service so that we can provide the best offer to you, we keep information relating to the work we carry out with you including content of emails, volunteering roles you have enquired about and are placed with.
To carry out our legitimate charitable business of matching volunteers with volunteer involving organisations we will share the information provided on your Registration Form with those volunteer involving organisations that you have expressed an interest in. We will only do this with your consent which is obtained when you sign up with the Volunteering Centre.
Staying in touch
We send out regular information about the activities of the Volunteering Centre, including new opportunities, events, activities and volunteering news by electronic means and, for those individuals who do not have an e-mail address we may post out information to you. You can opt into our mailing lists when you register with us or by email or phone.
We use Mailchimp, an online platform that enables organisations to manage mailing lists, to send out our group electronic communications. Although Mailchimp is based in the USA we are assured that 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). We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our electronic communications. For more information, please see MailChimp’s privacy notice here: https://mailchimp.com/legal/privacy/
You can unsubscribe to mailings at any time by clicking the unsubscribe link at the bottom; note that once you unsubscribe we will no longer be able to contact you about our services although you will still remain registered with the Volunteering Centre.
How 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.
Retention of data
Paper registration forms are retained in a secure filing system for a maximum of 24 months once data has been transferred onto the Volunteer Essex database.
Reports on our services are pulled together from anonymised data at least every 6 months and on an annual basis to report to funders of the charity, to inform the statutory requirements for Annual Reporting at both the charity commission and companies house and to help us design services for the future. Data is retained on the Volunteer Essex database in two ways:
When you register with the Volunteering Centre you will be an “active” volunteer which means that we are actively working with you to identify a volunteering role and to keep you informed about volunteering.
Once you have been placed as a volunteer and we are happy that you need no further support from the Volunteering Centre you will become an “inactive” volunteer.
You will also be marked as “inactive” if you advise us that you no longer wish to volunteer or we have not heard from you for 24 months. Inactive volunteers do not receive any contact from us unless you first initiate it. Data on inactive volunteers is kept for no more than 24 months so that we have evidence to back up reports that we have prepared and populated.
Reports that contain anonymised data and statistics are retained for up to six years but do not contain any information that can be linked to an identified individual and therefore are not subject to the GDPR.
Who can access data?
The Volunteer Essex database is password protected and only trained staff and volunteers who are signed up to a confidentiality agreement can work on the CRM and access the data held within it to an appropriate level. This is limited to, the Volunteer Centre Coordinator, the Volunteering Centre Assistant and the Volunteering Centre Administration Volunteer.
We store information electronically on Volunteer Essex and on our encrypted servers and on paper records and all data is kept securely. To prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. Only staff with password protected log ins can access electronically stored data; paper records which contain personal information are locked away and only key staff have access.
Controlling your Personal Information
You may choose to restrict use of your personal information in the following ways:
• Whenever you are asked to fill in a form look for the boxes that you can click or tick to indicate how you would like us to contact you.
• Electronic communications will contain an ‘unsubscribe’ link.
• If you would like to change your communication preferences or be removed from the Volunteering Centre database you can ask us at any time by emailing firstname.lastname@example.org with the subject header ‘Data Request’ or by writing to us at the address below.
• We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
You may request details of personal information which we hold about you. Depending on the complexity of the request a small fee may be payable. If you would like a copy of the information held about you please write to:
Chelmsford Volunteering Centre, Centre Supporting Voluntary Action, Burgess Well House, Coval Lane, Chelmsford CM1 1FW
If you believe that any information we are holding on you is incorrect or incomplete, please write to us or email us as soon as possible. We will promptly correct any information found to be incorrect.
Any data breaches will be reported to the ICO by the Chief Officer of Chelmsford CVS who host the Volunteering Centre.
For information about how we care for other data such as photographs please refer to our organisational Privacy Notice here.