Privacy / Transparency Notice
Selfless UK and Your Personal Data
Selfless UK takes your privacy very seriously.
Due to the size and nature of our organisation, we are not required to registered with the Information Commissioner as a Data Controller, but we work hard to ensure that we comply with data protection law and handle your personal data securely and appropriately.
If you have any questions or wish to make a request in relation to your information, please contact us at info@selfless.org.uk
It is necessary for Selfless UK to collect, use, store and share information about you, for the purposes of maintaining and administering the volunteer or ambassador relationship we have with you.
How Does Selfless UK Collect my Information?
We will collect information about you, either directly – when you make an application for a volunteering role with us to, or indirectly – through references, occupational health referrals and during the course of your engagement with us.
The information we collect will be stored on computer and electronic systems. The information includes Personal Data;
basic details about you, such as address, date of birth, and next of kin
as well as Sensitive Personal Data, where it is relevant to your engagement with us;
notes and reports about your health and any disabilities
information about your home life such as marital status
Information about criminal records checks – generally, we will only retain the reference number
Selfless UK are permitted to collect, store, use and share this information, where necessary, under the General Data Protection Regulations Article 6 (1) (a) “Consent” and Article 9 (2) (a) “Explicit Consent” or Article 9 (2) (d) “Not for Profit Activities”.
How Does Selfless UK Use my Information?
Selfless UK will use your information for your engagement in the following ways;
To support the process of engaging you and onboarding you as a volunteer or ambassador
Administration of volunteering events / trips
To deliver and maintain records on your activities with the organisation
To manage your performance
To undertake some of these activities, your information will be shared internally across our teams. We will work to ensure that only the right people have your information and that they are only given the information they need.
Who Does Selfless UK Share My Information With?
Selfless UK works hard to ensure that only the right people have your information and that they are only given the information they need.
Selfless UK uses other companies to help us deliver some of our services such as;
Dropbox
Gmail
Whatsapp
Personal data will never be made available to organisations not involved in your engagement as a volunteer or contracted directly by us without letting you know and giving you a chance to object.
We have contracts in place with these organisations that prevent them from using it in any other way that how we tell them to. These contracts also require them to maintain good standards of security to ensure your confidentiality.
Will Selfless UK Share without Asking Me?
Sometimes we will be required by law to share your information and will not always be able to discuss this with you directly.
Examples might be;
Sharing with the police or tax authorities for the detection or prevention of crime
Where it is in the wider public interest – to keep the public safe for example
To safeguard children or vulnerable adults
Because the court has told us we must share.
What are my Information Rights?
Data protection law provides you with a number of rights that Selfless UK is committed to supporting you with;
Right to Access
You have the right to obtain:
confirmation that your information is being used, stored or shared by Selfless UK
a copy of information held about you
If you only require a particular part of your record, tell us and this can reduce the time it takes to provide it
We will respond to your request within one month of receipt or will tell you when it might take longer.
We are required to validate your identity including the identity of someone making a request on your behalf
Right to Object or Withdraw Consent
When we collect, use, store or share your information based on your consent, you have a right to withdraw that consent at any time.
Our Data Protection Lead will be happy to speak with you about any concerns you have.
Right to Correction
If information about you is incorrect, you are entitled to request that we correct it.
There may be occasions, where we are required by law to maintain the original information – our Data Protection Lead will talk to you about this and you may request that the information is not used during this time
We will respond to your request within one month of receipt or will tell you when it might take longer.
Right to Portability
You can ask us to send your information to another organisation on your behalf if you wish.
Complaints
You also have the right to make complaints and request investigations into the way your information is used. Please contact our Data Protection Lead or visit the link below for more information.
For more detailed information on your rights visit https://ico.org.uk/for-the-public/.
Does Selfless UK Use Profiling or Automated Decision Making?
No Selfless UK does not undertake automatic profiling or automated decision making in relation to your employment information.
Our Data Protection Lead will be happy to speak to you about this if you have concerns or objections.
How Does Selfless UK Protect My Information?
Selfless UK are committed to ensuring the security and confidentiality of your information. There are a number of ways we do this;
Staff receive regular training about protecting and using personal data
Policies are in place for staff to follow and are regularly reviewed
We check that only the minimum amount of data is shared or accessed
We use controlled access to systems; this helps to ensure that the right people are accessing data – people with a ‘need to know’
We use encrypted emails and storage which would make it difficult for someone to ‘intercept’ your information
We report and manage incidents to make sure we learn from them and improve
We put in place contracts that require providers and suppliers to protect your data as well
How Long Does Selfless UK Store My Information?
Selfless UK will retain / store your information for your 1 years post-engagement date. Where items of your record can be removed at an earlier time, or be de-identified, this will happen to ensure that Selfless UK only hold information that is needed.
Our retention schedule is below;
