Privacy notice for volunteers
Royal Voluntary Service has been appointed by NHS England to run the Volunteer Responders Scheme (formerly known as the NHS Volunteer Responder Scheme). The Volunteer Responders Scheme will recruit and deploy a network of volunteers throughout England who are willing and able to provide support to communities and the wider Health & Care systems. Volunteers may also be asked to provide assistance to health care organisations (such as GP practices and hospitals) with transport and other non-clinical support.
To run the Volunteer Responder Scheme, Royal Voluntary Service will need to collect, use and store personal data relating to members of the public who apply to become and members of the public who are accepted as, Volunteer Responders. Under UK data protection law, Royal Voluntary Service will be the controller of such personal data. This means that Royal Voluntary Service is required to explain to such members of the public how their personal data will be processed and what data protection rights they have.
Please read over this privacy notice carefully, because it contains important information about who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint. In addition, it explains the role of and our and your relationship with GoodSAM Limited in relation to the Volunteer Responders Scheme.
In this privacy notice, for convenience, we use the following defined terms:
Individuals - individuals who receive support from Volunteer Responders under the Scheme
GoodSAM App - the volunteering app owned and run by GoodSAM
GoodSAM Data - has the meaning set out in the section ‘Our and your relationship with GoodSAM’
GoodSAM Limited - GOODSAM LIMITED (a company incorporated in England and Wales with registered number 8742979) whose registered office is at 1 Curtain Road, London, EC2A 3JX
GoodSAM Website - the volunteering website owned and run by GoodSAM and found at goodsamapp.org
NHSE - NHS England
Our data protection officer -
Name: Geraint Jugessur
Address: Royal Voluntary Service, PO Box 565, Unit B, RD Park, EN11 0RF
Email address: dataprotection@royalvoluntaryservice.org.uk
Telephone: 029 2073 9184
Personal data - any information relating to an identified or identifiable living individual
SAP Concur - has the meaning set out in the section ‘Our expenses system’
Scheme - the Volunteer Responders scheme
Shared Data - has the meaning set out in the section ‘Our and your relationship with GoodSAM’
We, us, our - ROYAL VOLUNTARY SERVICE (a company incorporated in England and Wales with registered number 2520413, and a registered charity with number 1015988) whose registered office is at Hanley Centre, 29 Charles St, Stoke-on-Trent, Staffordshire ST1 3JP
You, your - a member of the public who applies to become a Volunteer Responder or a member of the public who is accepted as a Volunteer Responder, and at whom this privacy notice is directed
Personal data we will collect
When you apply to become a Volunteer Responder, we will need to collect/obtain the information listed below from you:
- Your full name;
- Your address, email address and telephone number;
- Your date of birth;
- Information to enable us to check and verify your identity (e.g. a copy of your passport or driving licence);
- Details of which volunteering roles you wish to opt for;
- If you apply for a role which requires a criminal check we will undertake the correct level of DBS check on your behalf. All other roles that do not require a DBS check will require an ID check to be undertaken. and
- If you apply for our Steward Volunteer (COVID-19 Vaccinations) and Non-Clinical Support role, confirmation of whether you have any unspent convictions and, if you confirm that you do, details of those convictions, the date of the convictions, the sentence, penalty or fine imposed and other related information.
- If you choose to divulge it, we will record details around your ethnicity and diversity, including languages you are proficient in.
If you are accepted as a Volunteer Responder, we will also receive the following personal data about you:
- As a result of our and your use of the technology which underpins the Scheme (see the section below ‘Our and your relationship with GoodSAM’), we will receive data about the volunteering tasks you accept and perform;
- If you submit a claim to us for expenses, we will need to obtain information from you to enable us to verify the expenses you are claiming (such as copies of receipts and details of journeys you have taken when performing your role as a Volunteer Responder). We will also need your bank details so that we can reimburse you. Further information about how our expenses system will work is set out below in the section below ‘Our expenses system’);
- Personal data you provide to us if you telephone our call centre or email us with a query or issue and/or personal data provided to us by Individuals or other persons or organisations you interact with as a result of your role as a Volunteer Responder; and
- If you consent to being part of promotional photographs and/or videos we will collect your image data.
- If you volunteer on a role that requires it, we will ask for your Next of Kin details, which will comprise the person’s name, telephone number and relationship to you. It is not compulsory to give us this information.
We will also obtain certain personal data about you if you use our Volunteer Responders website (for example, your IP address and cookie data). For more information about this, please refer to our Volunteer Responders Website Privacy Notice.
Under UK data protection law, we can only use your personal data if we have a lawful basis for doing so. For example:
- to comply with our legal and regulatory obligations;
- for our legitimate interests or those of a third party; or
- where you have given consent.
A legitimate interest is when we have a reasonable need to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use your personal data for and our lawful basis for doing so under UK data protection law:
|
What personal data we use |
Why we use it |
Our lawful basis |
|---|---|---|
|
Copies of the documents you provide to verify your identity |
To check your identity |
Our legitimate interest in ensuring you are who you say you are |
|
Biometric data collected in the ID verification process |
To check your identity |
Your consent |
|
Information you provide in order to undertake a DBS check and related criminal convictions data |
To ensure you have the necessary level of DBS clearance for certain volunteer roles To make decisions about whether you are suitable to continue as a volunteer within the Scheme |
Our legal obligation to ensure you are a suitable person to provide certain categories of volunteering support Our legitimate interest in ensuring the safety and wellbeing of Individuals who receive support under the Scheme |
|
Confirmation of whether you have any unspent convictions, and if you do, details of those convictions, the date of the convictions the sentence, penalty or fine imposed and other related personal information |
To ensure you are suitable to undertake our Steward Volunteer (COVID-19 Vaccinations) and Non-Clinical Support role |
Our legitimate interest in ensuring that individuals who volunteer for our Steward Volunteer (COVID-19 Vaccinations) and Non-Clinical Support role are suitable to volunteer in a medical setting where security is paramount |
|
The information you input into our online application form |
To register you as a Volunteer Responder and keep a record of your details |
Our legitimate interest in administering the Scheme effectively |
|
Information we collect about volunteering tasks you accept and perform |
To ensure that Individuals receive the support they need and to enable us to keep track of the support provided by our volunteers |
Our legitimate interest in ensuring that the Scheme is run effectively |
|
The information you input into our online application form and the level of DBS clearance you have |
To appropriately match volunteers to Individuals |
Our legitimate interest in ensuring that Individuals are protected and kept safe |
|
The information you input into our online application form |
So that we can deal with any queries we receive from you |
Our legitimate interest in ensuring that the Scheme is run effectively |
|
The information you input into our online application form and the level of DBS clearance you have |
To ensure you are performing your role in accordance with our instructions and guidance and so that we can investigate any complaints we receive |
Our legitimate interest in ensuring that the Scheme is run properly and safely Our legal obligation to investigate complaints |
|
Your full name, telephone number email address and/or postal address |
So that we can communicate/correspond with you about the Scheme |
Our legitimate interest in ensuring that the Scheme is run effectively |
|
Information about expenses you are claiming and payment details to enable us to reimburse you |
To enable us to process claims for expenses and reimburse you |
Your legitimate interest in being reimbursed for such expenses |
|
Information we obtain about you if you telephone our call centre with a query or as a result of communications with Individuals or other third parties about your role and/or volunteering tasks you have performed |
To enable us to manage your role as a Volunteer Responder, deal with your queries and respond appropriately to information provided to us by Individuals or other third parties |
Our legitimate interest in ensuring that the Scheme is run effectively Your legitimate interest in having your queries dealt with appropriately The legitimate interests of Individuals and other third parties (e.g. such as their interests in ensuring that complaints are dealt with promptly and appropriately) |
|
Data we collect automatically if you use our Volunteer Responders website |
To enable us to run the website effectively |
Our legitimate interests and, in relation to our use of certain cookies, your consent. You can find more information about the legal bases we rely upon when we collect personal data via our Volunteer Responders website |
|
Your full name, telephone number, email address and/or postal address |
To contact you for the purposes described in the section ‘Promotional Communications’ |
Your express consent |
|
Information about your volunteering journey (for example, when you became a volunteer, how often you use the GoodSAM App and how often you accept volunteering tasks). |
So that we can compile anonymous statistics to help us and NHSE make decisions about the Scheme |
Our and NHSE’s legitimate interests in ensuring that the Scheme supports as many individuals in need as possible and runs efficiently |
|
Information relating to diversity, including age, religion/faith, language proficiency, gender, disability, sexual orientation and trans status. |
So that we can develop targeted plans to reduce barriers and improve access to all our services and volunteer opportunities |
Our and NHSE’s legitimate interests in ensuring that the Scheme is open to and supports as many individuals as possible. |
|
Your image |
In order to produce promotional photographs and films in relation to the Scheme |
Your express consent |
|
Name and telephone number of your Next of Kin |
To contact your Next of Kin if we are unable to make contact with you whilst you are volunteering in certain settings |
Our and NHSE’s legitimate interests in ensuring your safety whilst volunteering in certain settings |
|
Your last known location data |
To determine your location in a potential emergency situation whilst you are volunteering in certain settings |
Our and NHSE’s legitimate interests in ensuring your safety whilst volunteering in certain settings |