Organization Policies
Please read and agree to our data protection statement prior to submitting an application form.
VOLUNTEER DATA PROTECTION
At the Rock Trust we are committed to maintaining the accuracy, confidentiality and security of your personal information. This Volunteer Data Protection Policy describes the personal information that the Rock Trust collects from or about you, and how we use and to whom we disclose that information.
What Personal Information Do We Collect?
For the purposes of this Privacy Policy, personal information is any information about an identifiable individual, other than the person's business title or business contact information when used or disclosed for the purpose of business communications. Personal information does not include anonymous or non-personal information.
We collect and maintain different types of personal information in respect of those individuals who seek to be, are, or were volunteering with us, including the personal information contained in:
- applications to volunteer;
- references and meeting notes;
- any agreements associated with your particular volunteering activities. i.e. supportive flat mate agreement;
- photographs and video;
- correspondence associated with your volunteering;
- policy acknowledgement sign-off sheets;
- risk assessments, where applicable, associated with your particular volunteering activities;
- payment of expenses information; including but not limited to bank account details should your payment be by electronic transfer; and
- emergency contact information.
In addition to the examples listed above, personal information also includes information such as name, home address, telephone, personal email address, date of birth, any volunteer identification number and marital status, and any other information necessary to the Rock Trust's business purposes, which is voluntarily disclosed in the course of volunteering with the Rock Trust.
The information you disclose is stored on a web-based database provided by Better Impact. The Rock Trust has a data processing agreement in place with this organisation. This is available on request from the Volunteer Co-ordinator.
From time to time, we may seek information from third parties such as personal referees or CRBS if your volunteering necessitates a PVG check.. In that case, we will take reasonable steps to ensure that such third parties have the right to disclose your personal information to us.
Where permitted or required by applicable law or regulatory requirements, we may collect information about you without your knowledge or consent.
Why Do We Collect Personal Information?
The personal information collected is used and disclosed for our business purposes, including establishing, managing or terminating your volunteering relationship with the Rock Trust. Such uses include:
- determining eligibility for volunteering or specific tasks, including the verification of references and qualifications;
- administering expenses;
- processing volunteer-related claims (e.g. compensation or insurance claims, etc.)
- establishing training and/or development requirements;
- conducting regular support and supervision meetings;
- gathering evidence for disciplinary action, or termination of volunteering;
- establishing a contact point in the event of an emergency (such as next of kin);
- complying with applicable legal requirements;
- compiling records of volunteers and activities;
- ensuring the security of company-held information; and
- such other purposes as are reasonably required by the Rock Trust.
Monitoring
The output of the Rock Trust's volunteers, whether in paper record, computer files, or in any other storage format belongs to us, and that output, and the tools used to generate that output, are always subject to review and monitoring by the Rock Trust.
In the course of conducting our business, we may monitor volunteer activities and our premises and property. Pursuant to the Rock Trust IT Policy, we have the capability to monitor all Rock Trust computer and e-mail use.
This section is not meant to suggest that all volunteers will in fact be monitored or their actions subject to constant surveillance. It is meant to bring to your attention the fact that such monitoring may occur and may result in the collection of personal information from volunteers (e.g. through their use of our resources). When using the Rock Trust equipment or resources volunteers should not have any expectation of privacy with respect to their use of such equipment or resources.
How Do We Use Your Personal Information?
We may use your personal information for the purposes described in this Policy, or for any additional purposes that we advise you of and where your consent is required by law we have obtained your consent in respect of the use or disclosure of your personal information.
We may use your personal information without your knowledge or consent where we are permitted or required by applicable law or regulatory requirements to do so.
When Do We Disclose Your Personal Information?
We may share your personal information with our employees, contractors, consultants and other parties who require such information to assist us with establishing, managing or terminating our volunteering relationship with you, including: parties that provide products or services to us or on our behalf and parties that collaborate with us in the provision of products or services to you.
Also, your personal information may be disclosed:
- as permitted or required by applicable law or regulatory requirements. In such a case, we will try not to disclose more personal information than is required under the circumstances;
- to comply with valid legal processes such as search warrants, subpoenas or court orders;
- as part of the Rock Trust's regular reporting activities;
- to protect the rights and property of the Rock Trust;
- during emergency situations or where necessary to protect the safety of a person or group of persons;
- where the personal information is publicly available; or
- with your consent where such consent is required by law.
Notification and Consent
Privacy laws do not generally require the Rock Trust to obtain your consent for the collection, use or disclosure of personal information for the purpose of establishing, managing or terminating your volunteering relationship. In addition, we may collect, use or disclose your personal information without your knowledge or consent where we are permitted or required by applicable law or regulatory requirements to do so.
To the extent that your consent is required, we will assume, unless you advise us otherwise, that you have consented to the Rock Trust collecting, using and disclosing your personal information for the purposes stated above. Where your consent was required for our collection, use or disclosure of your personal information, you may, at any time, subject to legal or contractual restrictions and reasonable notice, withdraw your consent. All communications with respect to such withdrawal or variation of consent should be in writing and addressed to the Volunteer Co-ordinator.
How is Your Personal Information Protected?
The Rock Trust tries to maintain physical, technical and procedural safeguards that are appropriate to the sensitivity of the personal information in question. These safeguards are designed to protect your personal information from loss and unauthorized access, copying, use, modification or disclosure.
Personal data will be processed in a manner compliant with the ICO and the GDPR. It will be stored in Canada, one of twelve countries outside the EU that the European Commission has determined favourable for data storage.
How Long is Your Personal Information Retained?
Except as otherwise permitted or required by applicable law or regulatory requirements, the Rock Trust tries to retain your personal information only for as long as it believes is necessary to fulfil the purposes for which the personal information was collected (including, for the purpose of meeting any legal, accounting or other reporting requirements or obligations). We may, instead of destroying or erasing your personal information, make it anonymous such that it cannot be associated with or tracked back to you. In most cases your data will be deleted 6 years after your volunteering activities have ceased.
Updating Your Personal Information
It is important that the information contained in our records is both accurate and current. If your personal information happens to change during the course of your volunteering, please keep us informed of such changes.
In some circumstances we may not agree with your request to change your personal information and will instead append an alternative text to the record in question.
Access to Your Personal Information
You can ask to see the personal information that we hold about you some of which is available to you via the Better Impact database. If you want to review, verify or correct any personal information, please contact the Volunteer Co-ordinator or in their absence, the Administration Co-Ordinator. Please note that any such communication must be in writing.
When requesting access to your personal information, please note that we may request specific information from you to enable us to confirm your identity and right to access, as well as to search for and provide you with the personal information that we hold about you. If you require assistance in preparing your request, speak with Volunteer Co-ordinator.
Your right to access the personal information that we hold about you is not absolute. There are instances where applicable law or regulatory requirements allow or require us to refuse to provide some or all of the personal information that we hold about you. In addition, the personal information may have been destroyed, erased or made anonymous in accordance with our record retention obligations and practices.
If we cannot provide you with access to your personal information, we will try to inform you of the reasons why, subject to any legal or regulatory restrictions.
What are your rights
If at any point you believe the information we process on you is incorrect you can request to see this information and have it corrected or deleted.
If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated at admin@rocktrust.org (Please mark your email “data protection complaint”)
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office https://ico.org.uk/
