Mayflower Volunteer Usher Application

Volunteer Applicant Privacy Notice

Mayflower is committed to protecting the privacy and security of your personal information.

As part of our volunteer recruitment process, we collect and process personal data relating to people who apply for volunteer opportunities. When you register your interest in volunteering with us, you consent to us collecting and storing your personal information.

This Privacy Notice describes how we collect and use personal information about you. It also explains your rights and provides information required under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA).

Purpose and Lawful Basis for Processing

Our purpose for processing your information is to assess your suitability for a volunteer role and to help us develop and improve our volunteer recruitment processes.

The lawful bases we rely on for processing your personal data are that processing is necessary:

• To take steps at your request before entering into a volunteer arrangement with Mayflower.
• To comply with our legal obligations.
• For the purposes of our legitimate interests in recruiting, supporting and managing volunteers.

Where you provide special category data, such as information relating to your health, religion or belief, sexual orientation, or ethnicity, the lawful bases we rely upon are:

• To carry out obligations relating to safeguarding and to protect your fundamental rights.
• Where processing is necessary for reasons of substantial public interest.

The additional DPA processing conditions we rely upon relate to, diversity monitoring including disability, ethnic origin, sexual orientation, age and other statutory requirements.

We may also process information relating to criminal convictions and offences where this is appropriate for the volunteer role, particularly where safeguarding responsibilities are involved. The lawful basis for this processing is our legitimate interests and the performance of tasks carried out in the public interest, where applicable.

What Will We Do with the Information You Give Us?

We will use the information you provide during the volunteer recruitment process to progress your application and assess your suitability for a volunteer role with us.

We will use the contact details you provide to:

• Contact you about your application.
• Arrange interviews, meetings, or induction activities.
• Provide updates regarding available volunteer opportunities.
• Request feedback on our volunteer recruitment process.

We will not share any information you provide with third parties for marketing purposes.

What Information Do We Ask For?

We may ask for a range of information during the volunteer recruitment process, including:

• Your name, address and contact details, including email address and telephone number.
• Details of your skills, experience, education, training and qualifications.
• Information about any disability for which reasonable adjustments may be required.
• Diversity monitoring information, including, disability, ethnic origin, sexual orientation and age
• Information related to safety or safeguarding requirements, including Disclosure and Barring Service (DBS) checks (if required for a role)

Mayflower receives your personal data when you apply directly for a volunteer opportunity, including through our website, application forms, email, social media platforms, telephone enquiries, or third-party volunteer recruitment websites.

We may collect information in various ways, including through application forms, interviews, informal meetings, identity documents, references, and other assessment methods.

We may also collect personal data from third parties, such as references provided by individuals who know you in a professional, educational, or voluntary capacity. We will generally seek references only after informing you and progressing your application.

Data may be stored in a range of locations, including volunteer records, volunteer systems, email systems, and other secure IT systems.

Weather appropriate to support you in your volunteer role, we may support we may refer you to our occupational health advisors.

We will use any feedback you provide about our recruitment process to help improve future volunteer recruitment campaigns.

We do not collect more information than we need for our stated purposes and will not retain it for longer than necessary.

Why Do We Process Personal Data?

Mayflower has a legitimate interest in processing personal data during the volunteer recruitment process and for maintaining records relating to that process.

Processing information from volunteer applicants enables us to:

• Manage and administer volunteer recruitment.
• Assess and confirm an applicant's suitability for volunteering opportunities.
• Decide who to offer volunteer placements to.
• Meet safeguarding and health and safety responsibilities.
• Respond to and defend legal claims where necessary.

Mayflower is committed to diversity and inclusion. We collect special category data relating to disability, ethnic origin, sexual orientation, age for anonymised monitoring and reporting purposes.

We may share anonymised diversity data with Arts Council England or other funding bodies as part of our reporting requirements as a charitable organisation.

We collect information about disabilities so that we can make reasonable adjustments during the recruitment process and throughout the volunteer experience where appropriate.

If there are no suitable volunteer opportunities available or your application is unsuccessful, we may retain your information for future volunteering opportunities that may be suitable. Volunteer applications will normally be retained for up to six months before being securely deleted.

If you no longer wish your information to be retained, you may request deletion by contacting recruitment@mayflower.org.uk.

Who Has Access to the Data?

Your information may be shared internally where necessary for the volunteer recruitment process. This may include:

• Staff involved in volunteer recruitment and management.
• HR personnel.
• Relevant managers and supervisors.
• The Board of Trustees, where appropriate.

We will not share your information with third parties unless it is necessary for the volunteer recruitment process or the volunteer role.

Where required, we may share information with:

• Individuals providing references.
• The Disclosure and Barring Service (DBS) for relevant safeguarding checks.
• Occupational health providers, where appropriate and with suitable safeguards.

How Is Data Protected?

We take the security of your information seriously.

We have appropriate technical and organisational measures in place to ensure that your information is not lost, accidentally destroyed, misused, disclosed, or accessed without authorisation. Access is restricted to those who need the information in order to perform their duties.

If your volunteer application is successful, relevant information collected during the recruitment process will be transferred to your volunteer record.  This record is retained for a period of 7 years following the cessation of the volunteering relationship.

If you have any questions in relation to this please contact recruitment@mayflower.org.uk