This privacy notice explains the types of personal information we may collect about you when you interact with us. It also explains how we’ll store and handle that information, and keep it safe.
We know there’s a lot of detail here, but we want to make sure you are fully informed about your rights, and how Voluntary Centre Services uses your personal information (data) across all of our services.
We hope the following sections will answer any questions you have, but if not please do get in touch with us.
We will need to update this privacy notice from time to time. We will notify regular customers of any significant changes, but you’re welcome to check it whenever you wish.
Voluntary Centre Services is the trading name for Urban Challenge Ltd, a registered charity that promotes community development, volunteering and social action. The charity offers a range of services including:
For more about our values and what we do, see the ‘About us’ section of our website.
To keep things simple in this notice, ‘we’ and ‘us’ means Voluntary Centre Services and its various projects/services.
The law on data protection sets out a number of different reasons for which an organisation may collect and process your personal data. These are called ‘lawful bases’.
The lawful bases we rely on are:
Contract
In certain circumstances, we need your personal data to comply with contractual obligations.
For example if you are applying for a paid job or are employed by us.
Public task
In certain circumstances we need to process your personal data to perform a task carried out in the public interest, or on behalf of a public authority.
For example, if you are a participant in a project funded through a government department (such as European Social Fund programmes managed by the Department for Work and Pensions).
Legal obligation
Where the law requires us to, we need to collect and process your data.
For example, as an employer we have a legal obligation to disclose employee salary details to HMRC.
Legitimate interests
In certain situations, we need your data to deliver our services in a way which might reasonably be expected and which takes into consideration your rights and interests.
For this basis, we need to tell you about the purposes that are part of our ‘legitimate interests’. These purposes include:
Personal data means any information relating to an identifiable person. The following table outlines the kind of personal data we may collect in the course of our services.
Items in bold are ‘special category data’ or criminal conviction data – we will need your explicit consent to collect and process this information unless another condition* for processing applies. In some cases this information may be required as;
All enquirers, staff, volunteers, customers, partner organisations and other service users: Name and contact details (usually email address and telephone numbers, and a postal address where necessary).
In addition to the above:
Staff and volunteers working for us: Work history, skills and experience, criminal record check – only for specific roles, training records, availability, emergency contact details, relevant health information, equality monitoring data such as ethnicity, gender, age, performance and (for staff) payroll information.
Customers using the Volunteer Centre to find local information/opportunities: Required: Skills, interests and experience, availability. Optional: equality monitoring data such as ethnicity, gender, age.
You may choose to give us other information such as health conditions or criminal convictions in the course of an appointment. We will only share this information with another organisation if you give your explicit consent or another condition* applies.
People booking on to training/events: Dietary needs, access needs/adaptations, payment information where necessary.
Participants supported by specific projects: Depending on the nature of the project, data required may include: NHS/National Insurance (NI) numbers, date of birth, health, wellbeing and social care information, criminal record information, family and lifestyle information, carer / support worker contact details, work, learning and volunteering history, support services used, welfare benefits, equality monitoring data, personal achievements / challenges.
DBS check service users: Full names, previous names, address history, identification documentation, place of birth, date of birth, NI number, gender
*There are specific conditions for processing special category data and criminal offence data defined in UK law.
Your data is used to provide you with services that you have requested. It helps us to respond to your queries and communicate with you more effectively.
It is sometimes necessary for your data to be shared with third parties as part of providing you with an efficient, high quality service, or for external monitoring of our services. Some examples of where your data will be shared with other organisations include:
We take steps to ensure that any digital service providers we use are secure, GDPR compliant and operating in line with UK data protection laws.
We will never sell your data to anyone.
Your data will be stored on secure, password protected databases and may also be kept in paper or electronic filing systems.
Paper-based filing systems are kept in locked cabinets in secure buildings with restricted access to offices. Electronic filing systems are kept on a secure server, password-protected and only accessed by authorised personnel in line with their duties and responsibilities.
Databases may be ‘cloud-based’ and managed by third party processors. We take steps to ensure that any providers of such services that we use are appropriately secure, encrypted and compliant with GDPR and UK data protection laws.
We will only keep your personal data for as long as necessary – the length of time will vary depending on the reason you gave us your data in the first place. Some examples are given in the table below.
We have archiving systems appropriate to each project or service to ensure any data kept is the minimum required to fulfil contractual, legal or safeguarding obligations. We have regular systems in place for deletion of electronic data and shredding of paper records.
| Purpose | Length of time kept |
| Using the Volunteer Centre to find out about volunteering opportunities | Personal data is kept for no more than 2 years after the last contact we had with you |
| Newsletters/bulletin mailing lists | For as long as you want to receive the bulletins.You can unsubscribe or change your details at any time by clicking on the link in each bulletin |
| Purpose | Length of time kept |
| Specific projects, such as those funded by Big Lottery, EU or government funding, or charitable trusts | Personal data will be kept for the minimum length of time specified by the funding body, except:· Where there is no specified time period, personal data within project records will be kept for no more than 5 years after the end of the project.· Where projects are working with adults at risk or children/young people. Keeping detailed records is fundamental to good safeguarding practice, so in these cases, project data will be securely archived for the lifetime of project participants. |
| Using our advice and information services for community organisations | Personal data will be kept for no more than 5 years after the last contact we had with you. |
| Using the DBS checking service | We do not keep a copy of your DBS application form. Your name and the DBS reference number is recorded for invoicing purposes, and securely stored with other financial records for 7 years |
| Staff and volunteer personnel records | We keep a list of names and dates of service as part of our organisational archive. All other data as part of personnel records will be deleted/shredded within 5 years of your leaving date, except:· Financial records are kept for 7 years · References we provide for you are kept for 10 years from your leaving date. |
Right to be informed
This privacy notice informs you about how we will use, store and handle your personal information. We will review it regularly.
Please contact any of our offices via the website, email, phone or in person to make a request in accordance with your rights as explained below. We may ask you to verify your identity, to ensure that no unauthorised person can access or alter your data.
Contact details for all our offices are on our website or phone:
Lincoln – 01522 551683
Sleaford – 01529 308450
Gainsborough – 01427 613470
We will deal with all requests in line with guidance supplied by the Information Commissioner’s Office (ICO).
You can ask to see the personal data we hold about you.
You have the right to have inaccurate personal data changed, or completed if it is incomplete.
You have the right to have your personal data erased in certain circumstances. This right may not apply if there is a legitimate overriding reason why the data should be kept.
You have the right to limit the way we use your personal data if you have a particular reason for wanting the restriction. This will usually be for a limited period of time whilst any issues are resolved.
This right applies only to personal data provided in specific circumstances and relates mainly to automated processing where you have given your data to a company, for example as a customer of an online banking service.
You have the right to object to
You must have an objection on grounds relating to your particular situation, ie not just a general objection. We will stop processing your data unless there are compelling legitimate grounds which override individual rights/interests or if the processing is for the establishment, exercise or defence of legal claims.
At present, our data processing does not involve automated decision-making or automated profiling. We will update our privacy information and notify people affected if this changes.
If you have any questions about this privacy notice, please contact the Chief Executive in writing or by e-mail.
For more information about your rights, or if you believe that we are processing your personal data in any way that is inconsistent with the law or are not satisfied with responses to any query you raise with us, you may contact the Information Commissioner’s Office (ICO) telephone helpline on 0303 123 1113 or via the ICO website at https://ico.org.uk/
Your privacy is protected by law. The General Data Protection Regulation says that we are allowed to
use personal information only if we have one or more of these reasons:
Electronic data is held in secure databases which sit within a secure system that is passwordprotected. Manual data is held in files in a locked office. LCVS adheres to the “Fair Data Code”
whereby the “data subject” will not be misled or deceived in any way. Subjects have a right to know
what data is held, for what purpose, and any other information pertinent to the fair processing of
data.
The nature of our website means that you share personal data with us, either by email, phone, or
online form. This could include but is not limited to:
The day to day running of YouthLincs means that we gather data and communicate and take
payment for our services in different ways which include but is not limited to:
We will never share any of the data with third parties except for the purpose for which consent is
given and we will never hold it longer than we are legally required to do so.
The personal information we have for you is made up of what you tell us. We can only use your
personal information with your consent. You can ask us to stop by contacting us at any time.
If you change your mind, you can update your choices at any time by contacting us.
The length of time we keep your personal information is dependent on the reason we hold it. We
will keep your personal information for as long as is legally required where applicable or if a legal
requirement does not apply until such time as you request that we remove it from our records.
You can access your personal information we hold by email or by phone, as listed at the end of this
document.
You have the right to question any information we have about you that you think is wrong or
incomplete. Please contact us as listed at the end of this document.
We will take all reasonable steps to ensure that the details we hold for you are accurate and to
correct it as necessary on receipt of your request to do so.
You have the right to object to our use of your personal information, or to ask us to delete, remove,
or stop using your personal information if there is no legal requirement for us to keep it.
You can withdraw your consent at any time by contacting us as listed at the end of this document.
Please let us know if you are unhappy with how we have used your personal information. You can
contact us as listed at the end of this document.
You also have the right to complain to the Information Commissioner’s Office. Find out on their
website: https://ico.org.uk/concerns/
You have the right to get your personal information from us in a format that can be easily re-used.
You can also ask us to pass on your personal information in this format to other organisations.
LCVS Main Office
Phone Number: 01205 510888
Email Address: enquiry@lincolnshirecvs.org.uk
