Privacy notice (GDPR compliant)
Fife Pride is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing individual data securely and transparently.
This privacy notice sets out, in line with GDPR, the types of data that we hold volunteers of Fife Pride. It also sets out how we use that information, how long we keep it for and other relevant information about client data.
This notice applies to current and former volunteers.
Data controller details
Fife Pride is a data controller, meaning that it determines the processes to be used when using your personal data.
Our contact details are as follows: Neale Hanvey contact firstname.lastname@example.org
Data protection principles
In relation to volunteer personal data, we will:
- process it fairly, lawfully and in a clear, transparent way
- collect data only for reasons that we find proper for the course of their engagement in ways that have been explained to them at first engagement.
- only use it in the way that we have told the volunteer about
- ensure it is correct and up to date
- keep volunteer data for only as long as we need it
- process it in a way that ensures it will not be used for anything that the volunteer is not aware of or have consented to (as appropriate), lost or destroyed
Types of data we process
We hold the following types of data about volunteers:
- Contact telephone number
- Next of Kin
How we collect client data
We collect data about individuals in a variety of ways and this will usually start when we receive a volunteer application to enable us to process the request and then we will collect the data from the individual directly.
Personal data is kept in volunteer files on the Fife Pride storage system.
Why we process client data
The law on data protection allows us to process individual data for certain reasons only:
- in order to perform the delivery of information
- in order to carry out legally required duties
- in order for us to carry out our legitimate interests
- to protect individual interests and where something is done in the public interest.
All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process individual data. For example, we need to collect data in order to:
- Process the volunteer referral
- Log volunteer core data and record engagement
Criminal conviction data
We will only collect criminal conviction data where it is appropriate and where the law permits us. This data will usually be collected at the initial volunteering application stage; however, we may also be collected should any change be disclosed. We will not disclose this information to a third party.
Sharing client data
Where consent to liaise has been agreed, Fife Pride can share data where it is necessary for an individual’s progression from volunteering
We do not share client data with bodies outside of the European Economic Area.
Protecting client data
We are aware of the requirement to ensure individual data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such; namely restricted access to individual data and file which is stored digitally within the volunteer Management System;
How long we keep client data for
In line with data protection principles, we only keep individual client data for as long as we need it for, which will be at least for the duration of the volunteer’s engagement with the Fife Pride. However, in keeping with best practice, we will archive volunteer data for a period of no longer than 2 year post engagement.
Client rights in relation to their data
The law on data protection gives clients certain rights in relation to the data we hold. These are:
- the right to be informed. This means that we must tell the volunteer how we use their data, and this is the purpose of this privacy notice
- the right of access. The volunteer has the right to access the data that we hold on them. To do so, they should make a subject access request.
- the right for any inaccuracies to be corrected. If any data that we hold about an individual is incomplete or inaccurate, they are able to require us to correct it
- the right to have information deleted this also includes the right to be forgotten. If the individual would like us to stop processing their data, they have the right to ask us to delete it from our systems where they believe there is no reason for us to continue processing it
- the right to restrict the processing of the data. For example, if the individual believes the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct
- the right to portability. The individual may transfer the data that we hold on them for their own purposes
- the right to object to the inclusion of any information. The individual has the right to object to the way we use their data where we are using it for our legitimate interests
Where the individual has provided consent to our use of their data, they also have the unrestricted right to withdraw that consent at any time. Withdrawing their consent means that we will stop processing the data that the individual had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
If you wish to exercise any of the rights explained above, please contact Neale Hanvey Convener
Making a complaint
The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If the individual thinks their data protection rights have been breached in any way by us, they are invited to discuss this with the Convener in the first instance to support redress however if after this discussion they are not fully satisfied the client is able to make a complaint to the ICO.
Service Data controller
Fife Pride Convener Neale Hanvey he can be contacted via our contact form.