Thinking of volunteering?
Whether you are interested in joining as a Responder, helping raise awareness of our work or fundraising, or you simply want to learn more then please contact us.
Privacy Policy for Volunteers
In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you, as prospective volunteer with HDCFR, of the types of data we process about you. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.
A) DATA PROTECTION PRINCIPLES
Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:
B) TYPES OF DATA HELD
We keep several categories of personal data on our volunteers in order to carry out effective and efficient processes. We keep this data in relation to two categories, volunteer First Responders and other volunteers who are not responders. We hold the data within our computer systems, and paper files under Volunteers.
Specifically, we hold the following types of data:
- personal details such as name, address, phone numbers;
- name and contact details of your next of kin;
- your photograph;
- your gender, marital status, information of any disability you have or other medical information;
- right to work documentation including Disclosure and Barring Service ( DBS ) check for someone applying for a role;
- driving licence, car insurance and vehicle Test Certificate details (Responders only);
- Where deemed necessary a Disclosure and Barring Service ( DBS ) check for someone applying for a role.
During the recruitment period to become a CFR with SECAmb they will hold additional data according to their Privacy Policy. This will continue whilst you are a volunteer CFR. Please see
http://www.secamb.nhs.uk/default.aspx
C) COLLECTING YOUR DATA
You provide several pieces of data to us directly during the recruitment exercise.
D) LAWFUL BASIS FOR PROCESSING
The law on data protection allows us to process your data for certain reasons only.
The information below categorises the types of data processing we may have to undertake and the lawful basis we would rely on.
- Carrying out checks in relation to your right to work in the UK
Legal obligation - Making reasonable adjustments for disabled employees
Legal obligation - Making recruitment decisions in relation to both initial and subsequent volunteering
Our legitimate interests - Making decisions about contractual benefits to provide to you
Our legitimate interests - Assessing training needs
Our legitimate interests - Dealing with legal claims made against us
Our legitimate interests - Preventing fraud
Our legitimate interests
E) SPECIAL CATEGORIES OF DATA
Special categories of data are data relating to your:
- Use of a vehicle whilst responding and its lawful right to be used on the roads.
We carry out processing activities using special category data: - For the purposes of equal opportunities monitoring
- To determine reasonable adjustments
Most commonly, we will process special categories of data when the following applies: - You have given explicit consent to the processing;
- We must process the data in order to carry out our legal obligations;
- We must process data for reasons of substantial public interest;
- You have already made the data public;
- The right to be informed about the data we hold on you and what we do with it;
- The right of access to the data we hold on you. We operate a separate Subject Access Request policy and all such requests will be dealt with accordingly;
- The right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
- The right to have data deleted in certain circumstances. This is also known as ‘erasure’;
- The right to restrict the processing of the data;
- The right to transfer the data we hold on you to SECAmb. This is also known as ‘portability’;
- The right to object to the inclusion of any information;
- The right to regulate any automated decision-making and profiling of personal data.
F) FAILURE TO PROVIDE DATA
Your failure to provide us with data may mean that we are unable to fulfil our requirements for agreeing to you becoming a volunteer.
G) CRIMINAL CONVICTION DATA
We will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data will usually be collected at the recruitment stage, however, may also be collected during your term of volunteering. We use criminal conviction data to determine your suitability, or your continued suitability for the role.
H) WHO WE SHARE YOUR DATA WITH
Apart from SECAmb we will not share your data with any other organisation unless you request it as part of a recruitment process for a role or employment with another organisation.
I) PROTECTING YOUR DATA
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.
J) RETENTION PERIODS
We only keep your data for as long as we need it for, which, in relation to volunteers is only whilst you are volunteering with us.
Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data and there will be no consequences of withdrawing consent.
If your application is successful, your data will be kept and transferred to the systems we administer for volunteers.
K) YOUR RIGHTS
You have the following rights in relation to the personal data we hold on you:
In addition to the above rights, you also have the unrestricted right to withdraw consent, that you have previously provided, to our processing of your data at any time. Withdrawing your consent means that we will stop processing the data that you 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 gdpr@hdcfr.org
L) MAKING A COMPLAINT
If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.
M) DATA PROTECTION COMPLIANCE
Our appointed compliance officer in respect of our data protection activities is:
K Morris
This policy was updated on the 21/05/2020. Legal requirements and SECAmb policy may change at any time. We will do our utmost to keep up to date and within the Law and reflect that within this policy.
