Privacy Notice for RCS Volunteers
How we store, protect and use the information you give us.
This privacy notice is about how we use personal information about those who volunteer with Rural Community Services (West Cheshire) (RCS). It explains how we collect information about our volunteers and use it fairly and transparently in line with current legislation.
RCS is a registered charity that runs OPAL Services for older people in the rural areas of west Cheshire. RCS does this using volunteers whose support they value highly. RCS believes it is important to protect the personal information it collects, not only about members who use the services but also about the volunteers and others who make it work. RCS is committed to protecting your privacy.
When you first get in touch
One of our Organisers will contact you using the contact details you give to us and will discuss your volunteering requirements. If you decide to become a volunteer with one or more of our services, we will first ask you for your personal information relevant to the volunteering role. Then we will follow up your application with reference and identity checks and will record the results of a Disclosure and Barring Service (DBS) check. We will also ask you to complete and sign a consent form giving RCS permission to use your personal information.
RCS will only process your personal information if we have your consent or if there is a legal requirement on us to do so (e.g. for DBS checks). We will not disclose your information to anyone outside of RCS without your prior permission, except in an emergency. Some of our contracts require us to share volunteer information with our commissioners. We will ask for your consent before we do this. You may withdraw your consent at any time.
Third party consent
RCS may ask you to provide third party information in the form of next of kin or emergency contact. RCS will use ‘legitimate interests’ as the basis for processing third party data so it is the role of the volunteer to ensure that they have the consent of the third party for the data to be held by RCS.
How we will use your information.
We may use your information to:
- Help us provide the OPAL services you’ve volunteered to help with, for example to compile rotas.
- Help run and improve our services– ones we’ve provided before, now or in the future.
- Create statistics which we may share with the organisations who commission/provide funding for our services.
- Get in touch with you about events we think may be of interest to you. That could be by email, phone, text, multimedia message or another form of electronic communication if you have given us permission to do so.
- We may record any communications we have with you, such as phone conversations and emails. This is to make sure we’re providing a good service and meeting our regulatory and legal responsibilities.
- With your prior permission we may use photos we take of you and others to promote our services, for example in our annual report, on our website and on our social media pages.
- Deal with entries in a competition.
- Seek your views on our services.
- Process a donation from you.
- Process a travel claim from you.
How long we will keep your information.
We will keep your information for as long as you are volunteering with RCS. After that we will keep it for 6 years or as long as is necessary for us to comply with our legal and contractual obligations.
How we will get in touch
We will use the contact information you’ve given us when we need to get in touch. We might email you, give you a ring, send a text or use another form of electronic communication.
Sharing your information with others
RCS may need your permission to share your data with our commissioners and funders. Why? This is to meet our contractual obligations and to enable commissioners and funders to monitor the delivery of the services provided across the whole of west Cheshire.
In some cases our commissioner may be acting as the ‘data controller’ for the work of the service, in which case we would advise you to read the commissioner’s data protection policy in addition to this RCS privacy notice.
For OPAL Branching Out volunteers
Until 2019, RCS was funded by Brightlife to provide the New Horizon’s and What’s Cooking services. Up to this time RCS was required to supply some personal data to Brightllfe and information is stored by RCS for 7 years following the end of the contract. From 2019, both New Horizons and What’s Cooking are known as OPAL Branching Out. RCS is the data controller for the OPAL Branching Out Service and no personal information for Branching Out volunteers is shared outside of RCS.
For OPAL Breaktime volunteers
RCS is funded by Cheshire West and Chester Council (CWaC) and monitored by Cheshire and Warrington Carers Trust (C&WCT) to provide the OPAL Breaktime service. Under this contract Cheshire West and Chester Council is the data controller and RCS is the data processor. RCS is required to store information about you on the Upshot computer system. This means that C&WCT and CWaC can access some of your information in order to see how the service is running. For this reason you are advised to read C&WCT and CWaC’s data protection policies to see how they use and store your personal information.
For OPAL Carers Connect volunteers
RCS is commissioned by Cheshire and Warrington Carers Trust (C&WCT) to provide the OPAL Carers Connect service. Under this contract both C&WCT and the Council are the data controllers. RCS is required to store information about you on the ‘Upshot’ computer system. This means that CWaC and C&WCT can access some of your information in order to see how the service is running. For this reason you are advised to read the C&WCT and CWaC’s data protection policies to see how they use and store your personal information.
For OPAL GoOnline volunteers
RCS is the data controller for the GoOnline OPAL service. GoOnline data is held on your Organiser’s password protected laptop and not shared with anyone.
For OPAL Club volunteers
RCS is commissioned and part-funded by Cheshire Community Action (CCA) to provide the OPAL Clubs service. Under this contract RCS shares data controller responsibilities with CCA and RCS is expected to share volunteer data with CCA by recording the data in the Upshot computer system. This means that CCA and C&WCT can access some of your information in order to see how the service is running. For this reason you are advised to read the CCA and CWaC’s data protection policies to see how they use and store your personal information.
- You have a right to be informed about how RCS will use your personal information. This information is provided to you in this privacy notice. If you have any questions after reading this notice, please ask your Organiser.
- You have the right to a copy of the personal information RCS holds on you. We ask you to put your requests in writing. We will not charge you for providing a copy of your information. If you want us to provide this, get in touch with your local organiser or contact our Data Protection Officer at Rural Community Services (West Cheshire), P.O. Box 161, Whitchurch, SY13 9BG or email email@example.com.
- If you find that any information we have about you is inaccurate or incomplete you can ask us to put this right.
- You have a right to ask us to erase the information we have about you. This is known as the right to be forgotten. You can do this by withdrawing your consent.
- If you feel that RCS and/or its partner organisations are processing your data in a way you don’t like, you have the right to restrict processing of your data. This may limit our ability to deliver you with your OPAL service and you should discuss this with your Organiser.
- You have a right to request that your personal data be provided to you electronically.
- You have the right to object to your data being processed by RCS or any of its partners.
- You have the right for your information not to be subject to automated decision making.
Protecting your information
We have procedures in place to protect the security of your personal information. Your paper records will be stored securely in locked cabinets. Information about you that we hold electronically will be stored on password-protected computers held by the RCS team. Any information containing personal information, that is required by our funders and commissioners, is transferred to them by internet network connections.
Within RCS, we may make your personal information available to the small number of staff and volunteers who need to know. We provide training for staff and volunteers to help them understand their obligations under the data protection regulations.
If you have a complaint about the way we use your information
You have a right to complain if you feel we are not using your information correctly. You can complain by speaking to an Organiser or by writing to the RCS Data Protection Officer at: Rural Community Services (West Cheshire), P.O. Box 161, Whitchurch, SY13 9BG or emailing firstname.lastname@example.org.
If you make a complaint to us and not satisfied with our response, you can complain to the Information Commissioner’s office at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
We have a further privacy notice that covers our use of personal data for staff, but some of this information also relates to volunteers and contractors. You can see this by following this link:
If you’d like any more information, or you have comments or questions about our data protection or privacy procedures, please write to us at: Rural Community Services (West Cheshire), P.O. Box 161, Whitchurch, SY13 9BG.
Or phone our Administrator on 07851 214 163
Or email us at: email@example.com
We may amend our data protection policy from time to time. You can email or write to us to ask for a copy.