Volunteering and Data Privacy policies

*Caring in Bristol policies on volunteering and use of your personal data - your consent is required to continue your volunteer registration*

 



 

Caring in Bristol Privacy Notice

 

This privacy notice explains how the personal information you provide when registering as a volunteer with Caring in Bristol (‘we’/’us’) is used and stored.

To continue with your registration, we require your consent to use your personal information in the ways detailed below. We are unable to welcome volunteers into our teams without this consent.

 

What personal information is collected about you?

The personal information we collect is provided by you as you complete the Volunteer Impact registration form. This forms the basis of your volunteer record. After registration, your volunteering history also becomes part of your volunteer record.

 

Who is collecting this information?

We are the party requesting your personal information and we are responsible for ensuring its security. We maintain a license to use the volunteering database software Volunteer Impact to collect this information.

 

Why is your personal information being collected?

Caring in Bristol’s volunteer projects work closely with homeless and vulnerable people in Bristol. We have a responsibility to assess that volunteers who apply to join our project teams are suitable, and to safeguard our volunteers from being placed in an inappropriate environment. Reviewing the personal information provided by each applicant is a necessary part of this process. We continue to hold this information in your volunteer record throughout your time volunteering with Caring in Bristol, in order to offer ongoing support to our volunteers and to communicate with you about your volunteering activity.

 

How will your personal information be used?

We use the information you provide during your registration to ensure that both you and our volunteering projects are an appropriate fit.

We hold your volunteer record during your time as a Caring in Bristol volunteer to keep track of your volunteering history with us, including communications and scheduling. We periodically review volunteers’ activity histories as a way of measuring the operational needs of our projects and to assess our effectiveness in volunteer recruitment, engagement and retention.

We use Mailchimp to send project-specific e-newsletters on a regular basis. These emails are used solely to communicate with volunteers about the project/s they are engaged in, e.g. with project news, updates to procedures and opportunities to volunteer. We will not use these details to contact you for any other purpose.

We use TextLocal to send text messages to our volunteers. We use these messages to remind volunteers of scheduled activities, to communicate updates affecting scheduled activities, and to share contact details between co-volunteers scheduled for the same activity. You will have the opportunity to opt out of our short notice cover lists to be contacted when we are in immediate need of volunteering cover. We will not use these details to contact you for any other purpose.

 

Where else will we use your personal information?

We will never sell or share your personal information with any other party except for those specifically identified in this notice, and for the specific purposes we have listed.

Better Impact - Better Impact store the personal information you provide. Better Impact’s full data privacy policy is available here: https://www.betterimpact.com/siteguide/privacy-policy/

Mailchimp - We use your first name, surname and email address as provided in your Better Impact registration to maintain our e-newsletter mailing list in Mailchimp. Mailchimp’s full data privacy policy is available here: https://mailchimp.com/legal/privacy/

TextLocal – We use your first name, surname and email address as provided in your Better Impact registration to maintain our text messaging list in TextLocal. TextLocal’s full data privacy policy is available here: https://www.textlocal.com/legal/privacy/

Other volunteers – In the course of confirming volunteering assignments by email and issuing assignment reminders by text, we share the volunteer’s first name and mobile number with co-volunteers attending the same activity. These emails and text messages will remain with your co-volunteers.

We do this as an operational necessity to ensure that scheduled volunteering activities run as planned, and to enable volunteers to communicate changes of schedule, delayed arrival, sickness or absence with sufficient time for us to find alternate cover.

Prior to being assigned to any volunteering activity with Caring in Bristol, volunteers are required to sign a confidentiality agreement strictly prohibiting use of your mobile number for any purpose unrelated to volunteering activity.

Temp agencies – Where fewer volunteers are scheduled for an activity than are necessary for that activity to run, we may make use of paid agency staff to prevent cancellation. In this event, we share your first name and mobile number with the temp agency solely to ensure that the individual agency worker and their on-call manager are able to communicate with you in the event of any changes to the expected schedule. We may provide this verbally to temp agency staff over the phone, or by email. This email will remain with the temp agency.

 

Where is this information being stored?

Your volunteer record is stored on Better Impact’s data servers, located in Canada.

Your first name, surname and email address as entered in your volunteer record are subsequently stored on Mailchimp servers, located in the USA.

Your first name, surname and mobile number as entered in your volunteer record are subsequently stored on TextLocal servers, located in the UK.

Where your first name and mobile number have been provided to a co-volunteer or to a temp agency, this information will be stored on the email server or mobile device they use to access their messages.

 

How can you see the personal information we hold?

The content of your Volunteer Impact profile is accessible to you via your Volunteer Impact login.

 

How long will we hold your personal information?

Without any action on your part, your volunteer record will automatically be deleted five years after your most recent Volunteer Impact login or five years after your most recent recorded volunteering activity, whichever is greater. We will remove your personal information from our Mailchimp and TextLocal lists within the same timescale.

You can instruct us to remove your volunteer record at any time. You can communicate this to us by email, by phone or in writing. We will remove your personal information from Volunteer Impact, Mailchimp and TextLocal within ten working days of receiving your request and delete your volunteer record.

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