This policy sets out how you may use our website and how the Uckfield Volunteer Centre uses and protects any information that you give us.
The Uckfield Volunteer Centre takes privacy and control of data within the Centre seriously. We comply with the Data Protection Act 1998 and the General Data Protection Regulation of 2018. We are not eligible for registration with the Information Commissioners Office.
Our policy is built on the six principles of the General Data Protection Regulation. When managing data we ensure:
- Lawfulness, fairness and transparency. (Transparency: Ie tell the subject what data processing will be done.)
- Purpose limitations. (Ie specific and legitimate purposes only)
- Data minimisation. (Ie adequate, purposeful and limited)
- Accuracy. (Ie must be kept up to date)
- Storage limitations. (Ie only current data)
- Integrity and confidentiality.
Visiting our website
By visiting uckfieldvolunteer.org.uk you agree that you will not reproduce, copy, emulate or create derivative works from the content of the website.
When using our website you must not introduce any files containing malicious code including, but not limited to, viruses, Trojan Horses, spyware or malware. You must not attempt to gain unauthorised access to our website or attack our website, servers, computers or databases in any way.
You further agree that you will not act in a manner which may be perceived as damaging to the reputation of the Uckfield Volunteer Centre.
The information displayed on our website is provided without any guarantees, conditions or warranties as to its accuracy.
The Uckfield Volunteer Centre is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website then you can be assured that it will only be used in accordance with this privacy statement.
What information do we collect and why?
The Uckfield Volunteer Centre only collects data supplied by:
- Website users who choose to complete one of our online forms.
- Our members who provide information through our membership scheme and have consented for this to be stored on our membership database.
- Our business partners who have consented to the collection of their data.
- Our office volunteers. We store this information for Health and Safety purposes and for Disaster Recovery purposes.
- All volunteers or potential volunteers who contact us through face to face, Do-It website or completing a volunteer opportunity form, and have consented for us to store their data.
- Our suppliers as part of any contracts we have. We store this for financial reporting purposes and/or evidence for funding application processes, up to a maximum of seven years.
- Should anyone contact us through Facebook, Twitter or Instagram this is governed by their respective privacy policies.
Retention of recruitment records
When we recruit volunteers we retain the personal details of unsuccessful applicants for a maximum of twelve months (six months in the case of applicants for volunteering opportunities at the Uckfield Volunteer Centre).
Volunteers who stop volunteering (at the Uckfield Volunteer Centre or elsewhere) will have their records destroyed within twelve months of ceasing their service.
Equal opportunities monitoring data
The Uckfield Volunteer Centre does not collect or retain any information about sex, ethnicity, sexuality, disability, age or religion unless it has been expressly provided.
A cookie is a small piece of data sent from a website and stored on the visitor’s computer by their web browser. Cookies are used to improve the visitor’s experience by ‘remembering’ their preferences as they move around the website; they are also used to collect data about their visit to be used by the website operator to improve their service.
The only cookies stored as a result of your visit to our website are from Google Analytics.
Google Analytics cookies
We use Google Analytics to monitor how visitors move around the website, how they reached it, and other dimensions and metrics. The information received cannot be used to identify you personally. To collect this information, it is necessary for Google Analytics to set cookies on your computer.
Refusing Google Analytics cookies
Collecting this data is really important to us, as we use it to improve our service. However, you can opt out if you wish: opt out of Google Analytics.
This will prevent data about any websites you visit being used by Google Analytics.
Storing your data
Uckfield Volunteer Centre database
All data, both hard copies and electronic, is stored securely. The Uckfield Volunteer Centre’s database is kept securely in an i-cloud and hardcopies are stored in a locked cupboard. Data is only stored for as long as it is required. For example, membership data is stored to ensure benefits are being received and for renewal purposes only for as long as the organisation remains a member. All data will be destroyed once it is no longer used. This also applies to all data held by the Uckfield Volunteer Centre including placement of volunteers.
IT security at the Uckfield Volunteer Centre
Only office volunteers, sessional workers and Trustees are permitted to use the IT equipment and internet in the Uckfield Volunteer Centre. All usage should be solely for the purposes of the Uckfield Volunteer Centre’s activities. This is to protect the individuals and the Uckfield Volunteer Centre from loss of data or data threats.
If a problem with the IT equipment arises, the Centre Manager will decide on a course of action. The Centre Manager may choose to delegate this responsibility at their discretion.
All IT equipment including removable hardware, ie laptops etc, remains exclusively for the use of the Uckfield Volunteer Centre and should not be removed from the premises without the express permission of the Centre Manager or the BOT.
All screens must be closed down when left unattended.
The Centre Manager is the responsible person for changing or updating passwords for all equipment belonging to the Uckfield Volunteer Centre. The Centre Manager may choose to delegate this responsibility at their discretion.
All personal devices brought into the Uckfield Volunteer Centre are at the risk of the owner and the Uckfield Volunteer Centre is not responsible for any breakages or technical problems. All devices should be recharged through a power point only and never through a USB point, to avoid breaching data synching.
The Uckfield Volunteer Centre has three laptops. One is allocated for the exclusive use of the Treasurer. The other two are used at the discretion of the Centre Manager or Trustees. They are stored securely onsite and can only be removed from the premises with the express permission of the Centre Manager or the BOT.
Remote working is restricted to Trustees and sessional workers only. All office volunteers volunteer within office opening hours unless specifically asked to attend an event outside of these hours eg Community Forums. Additional volunteer hours are always optional and at the discretion of the individual volunteer themselves.
All notebooks and papers with data written on them are locked away at the end of each shift and periodically destroyed under direction from the Centre Manager.
The Uckfield Volunteer Centre website is hosted on servers managed by Clook. All data transferred between users and the Clook servers is encrypted. Only technical staff at Clook and our website management company, Open Door Digital, have access to the data stored on the server. All Clook staff are subject to an internal data protection policy and receive regular security awareness training. Clook are ISO27001 and ISO9001 accredited and assessed by external auditors annually.
When you visit our website some information, which cannot be used to identify you personally, is collected and stored by our server (the computer where our website is located). Our server stores the following information about your visit:
- IP address
- Date, time and duration of visit
- Pages visited
- Type of browser and operating system
- How you arrived on our website (eg from a search engine or other source)
This information is used for administrative purposes such as to report on server activity and to identify any errors or malicious traffic.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our website, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such websites and such websites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Roles and responsibilities
The Board of Trustees is responsible for ensuring the Uckfield Volunteer Centre and its volunteers follow and carry out the contents of this policy. The Trustees have delegated the day to day responsibility of data management to a designated Data Leader. The Board of Trustees ensure transparency and accountability at all times. Data protection is included in the managers’ report to Trustees at every board meeting. All data sharing is subject to the expressed permission of the individual data owner.
The Centre Manager has been delegated day to day responsibility for the control of data within the Uckfield Volunteer Centre by the Trustees. This includes determining what data is collected and how data is processed within the Uckfield Volunteer Centre, including consent collection. The Data Leader reports at every Board meeting. The Data Leader may choose to delegate some specific activities relating to data control at their discretion.
Uckfield Volunteer Centre office volunteers
Office volunteers will receive regular training to cover all aspects of this policy. All emails sent by the Uckfield Volunteer Centre to more than one recipient will be sent BCC. All newsletters will only be sent to members and other parties who have expressly given consent.
Requests for data access
All requested for data access will be dealt with by the Data Leader. All requests will be responded to within 14 working days.
If you would like any further information about how we collect and store your personal data, if you wish to request a copy of the data we hold about you, or if you wish to withdraw your consent for us to store your data, please contact us.