This privacy notice sets out how Volunteering Matters and UK Youth (the partnership coordinating the #iwill movement) uses and protects any information that you give Volunteering Matters and UK Youth. Volunteering Matters and UK Youth are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website or when communicating with us, then be assured it will only be used in accordance with this privacy statement and for the delivery of #iwill activity.
Volunteering Matters and UK Youth may change this policy from time to time by updating this document. You should check this document from time to time to ensure that you are happy with any changes. We will also aim to notify you if any material changes are made.
Volunteering Matters and UK Youth need to collect and use certain types of information about people with whom are engaged in #iwill business in order to operate effectively. These include current, past and prospective employees, suppliers, government officials, and others. In addition, it may occasionally be required by law to collect and use personal information.
Volunteering Matters and UK Youth’s partnership approach requires both organisations to adhere to organisational data protection policies and procedures, that we should treat personal information lawfully and correctly. Each organisation will share relevant information with each other to assist in the delivery of the project.
This notice explains how we will use your information, who we might share it with, and what steps we’ll take to make sure it stays private and secure. It applies to any of our webpages (on the iwill.org.uk website), and any interactions you might have with us.
Whenever we say ‘we’ or ‘our’, this means Volunteering Matters and UK Youth, a partnership of registered UK charities.
For the purpose of the Data Protection Act and the 2018 General Data Protection Regulation (GDPR), UK Youth and Volunteering Matters are joint Data Controllers, with shared accountability for the personal data pertaining to the Newsletter mailing lists, and the Power of Youth Charter database.
Volunteering Matters are directly accountable for personal data regarding Social Media channels, and Connections with active #iwill Sector and devolved Nations partnerships, and UK Youth are directly accountable for personal data regarding connections with Ambassadors and Champions network, Ambassador recruitment and delivery.
We aim to ensure that our communications to you are relevant and timely. The information you provide will be held in accordance with the Data Protection Act/GDPR and may be collected by Volunteering Matters and UK Youth for the following purposes:
- Sending you newsletters
- Contacting you regarding an #iwill pledge or charter commitments
- Emailing you to invite you to #iwill related meetings or events (we will use the undisclosed recipient function when we send mass mails to those invited)
- Email you to arrange meetings
- Emailing, writing in hard copy or telephoning you to discuss ongoing #iwill campaign business in which you have expressed an interest
- For staff relating to payroll
- Submitting nominations for #iwill Ambassadors
- Take part in surveys or questionnaires
- Enter into a partnership with us
- To collect feedback from you
- Any other lawful business supporting #iwill work
UK Youth and Volunteering Matters are joint Data Controllers and hold both shared and direct responsibilities. All staff are responsible for adhering to both Volunteering Matters’ and UK Youth’s Data Protection Policies and their associated procedures.
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone, or in conjunction with any other information in the data controller’s possession, or likely to come into their possession.
What we collect
We collect relevant personal information about you. This includes your contact details where applicable (name, email address, school / organisation, your job position (if applicable) and other contact details, such as postal address, date of birth, age, and nationality).
You will have given us some, or all, of this information through:
- your interactions with us – including; subscribing to our newsletter, using our website, joining an online forum, attending an event or training course and seeking advice / support.
- Your interactions with others – including; booking onto an event via Eventbrite, using PayPal or SagePay or to pay for a product/service and provide your consent for your personal information to be shared with us.
When you visit our website, we collect information to help us to understand how our stakeholders use the site. This information consists of your IP address, your internet browser, the time and date of when you visited and which pages you visited or downloaded. We can recognise you as a unique visitor to our website, but cannot use this information to find out further personal information about you; it simply allows us to make improvements and tailor our offer to our stakeholders.
Sensitive Personal Data
We do not collect “sensitive personal data” unless there is a clear reason for doing so – such as participation in a training event where we need this to ensure that we provide appropriate facilities or support to enable you to participate fully in the event. Clear notices will be provided on application forms for such events so that it is clear what information we need and why we need it.=
All sensitive personal data is stored on a secure database, to which only relevant staff have access. It is deleted when no longer relevant, is never shared with third parties, and is available to you at any point should you wish to see it.
We do not use or disclose sensitive personal data, such as race, religion, or political affiliations, without your explicit consent.
If you’re aged 16 or under, you must get your parent/guardian’s permission before you provide any personal information to us.
How we use “Cookies”
How long will we keep your data?
We’ll keep your information to enable us to provide you with information and services relevant to our work. We will keep this information for as long as the #iwill movement is running. Where we rely on your consent to collect and use your data you have the right to withdraw your consent; we will remove and destroy this data in accordance to our internal policies.
If you are or have been an employee of Volunteering Matters or UK Youth we may need to keep your information after you stop working for us, as required by law and to protect our legal interests. We won’t keep any information for longer than is necessary and when we no longer need the information we will securely destroy it in accordance with our internal policy or fully anonymise it.
If you request that we stop contacting you we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us. We won’t keep any information that we don’t need.
Protecting Children and Young People
Where we believe any of our services may attract children and young people under the age of 16, we will clearly provide information notices to try and deter children from providing their personal data without parent or guardian consent.
We do not knowingly intend to send marketing communications to children and young people. We actively encourage all our staff, whenever they are implementing new initiatives to assess whether these might be attractive to children and young people and if so, will ensure clear information is provided to try and deter children and young people from providing their personal data without parent or guardian consent.
We use your personal data for the following purposes:
To manage our relationship with you;
To keep track of our conversations with you (by phone, in person, by email or any kind of communication);
- To allow you to become an #iwill ambassador or champion;
- To enable us to provide support and advice for the benefit of those working with children and young people within the Youth Sector.
- To administer partnership activities;
- To fundraise and promote the interests of the charities;
- To gather insights from data through data analytics, and this might include website usage data;
- To manage our recruitment processes, employees, ambassadors, champions, trustees and volunteers;
- To manage our internal operational requirements for audit and administrative purposes.
- To maintain our own accounts and records;
- To inform you of news, meetings, events, activities and services offered by Volunteering Matters, UK Youth;
Personal information provided to us by you will only be used for the purposes stated when the information is requested. Personal information will not be sold to third parties, or provided to direct marketing companies or other such organisations without your permission.
Where we store your personal data
As part of the services offered to you, for example through our websites, the information you provide to us may be transferred to and stored in countries outside of the UK as we use remote website server hosts to provide the website and some aspects of our service, which may be based outside of the UK , or use servers based outside of the UK – this is generally the nature of data stored in “the Cloud”. It may also be processed by staff operating outside the UK who work for one of our suppliers, e.g. our website server host, or who work for us when temporarily based outside of the UK.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Who we might share your personal data with:
We take your privacy seriously. We do not use or disclose sensitive personal data, such as race, religion, or political affiliations, without your explicit consent.
We will process, disclose or share your personal data only if required to do so by law, or in good faith believe that such action is necessary to comply with legal requirements, or legal process served on us or our websites.
Links to other websites
Our website may contain links to other websites of interest. However, you should note that we do not have any control over other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
The Use of Trusted Partners and Suppliers
We use external companies such as Eventbrite to collect or process personal data on our behalf. We undertake checks on these companies before we work with them and put agreements in place that require them to comply with data protection legislation and ensure that they have appropriate controls in place to secure your information.
Controlling your personal information
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
Your Rights and Your Personal Data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you; where possible this will be provided within 30 days of request. If an extension is required due to the complexity of the request, then this will be agreed in writing by both parties;
- The right to request that UK Youth and Volunteering Matters corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for us to retain such data;
- The right to withdraw your consent at any time;
- The right to request that UK Youth and Volunteering Matters provide you with your personal data and where possible (and where applicable) to transmit that data directly to another organisation (known as the right to data portability).
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data This only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics.
- The right to lodge a complaint with the Information Commissioners Office, https://ico.org.uk
If you are concerned about how your information is used, you should check this page periodically.
This notice is effective as of 4th August 2021