Our volunteers, trustees and patrons

Why do we collect and use personal data?

To engage with you as a volunteer, trustee or patron, including your recruitment, induction, training and the activities you undertake in your role.  We collect and use personal data for management and administrative purposes and for internal record keeping, such as the management and facilitation of volunteer activity, safeguarding, conflicts of interest, seeking your feedback, dealing with complaints and to further the charitable aims of OCWA, including the legitimate interests of those we support.

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include our legitimate interests as a charity and the legitimate interests of our beneficiaries, including: supporting you effectively in your role and fulfilling our duty of care to you; ensuring that OCWA operates effectively and efficiently; and monitoring those who volunteer on OCWA’s behalf to protect the organisation against fraud, money laundering, conflicts of interest and other risks. We process personal data on the basis of our legal obligations, for example complying with our reporting requirements as a registered charity and company limited by guarantee. We also process your personal data based on your consent, including your consent to receive direct marketing communications.

What kinds of personal data do we collect and use and where we do get them from?

We collect and use your personal information when you express an interest in volunteering or acting as a trustee or patron and when you undertake such roles and activities. We collect and use your personal data when you visit us in person, use  computer and communication systems and cloud-based services, websites, complete printed paper forms, speak to us on the telephone, attend events, complete surveys or questionnaires or communicate with us by post, e-mail, online or other channels. Information is recorded in paper files, electronic files and cloud-based databases.

The personal data we collect will include information to assess your suitability to undertake the role in question, and may include processing of sensitive data and personal data relating to criminal offences and convictions, including data processed in relation to the safeguarding of children and vulnerable adults.  We will also process data to enable us to fulfil our duty of care to you, for example, information about any particular health, access or communication needs. We may process your personal data to further the legitimate interests of our beneficiaries, for example providing your contact details to partner organisations.  We may process your personal data to reimburse expenses incurred in undertaking your role for OCWA.

We may receive information about you from third parties, for example from a friend who thinks you might be interested in volunteering, or someone who provides you with a reference when you apply to volunteer with us. We may make use of personal data that is publicly available to communicate with you about voluntary opportunities at OCWA.

Who might your personal data be shared with?

We may take up references for any trustee, volunteer or patron undertaking activities for OCWA. We will take up such references during your recruitment.  We may also need to share your personal data, for example as part of safeguarding checks, to enable you to undertake particular activities for OCWA. This will be done in line with the written hopes and expectations associated with the role to which you have been recruited and in consultation with the person responsible for your recruitment, supervision and support.  Personal data of trustees and directors will be shared with the Charity Commission and Companies House in line with our legal obligations.

How long do we keep personal data for?

We keep application forms and interview notes for unsuccessful volunteer and trustee applications for 12 months.  Records of successful applicants will be transferred to the appropriate volunteer or trustee record.

We keep personal data that relates to financial records, including reimbursement of expenses, for at least 6 years from the end of the last financial year they relate to for OCWA accounting purposes.

We will retain other personal data related to your activities as a trustee, volunteer or patron for OCWA for a period of at least 6 years since the date you last undertook activity on our behalf. Some data, for example minutes of trustee meetings, or records of people volunteering for OCWA listed in our annual report will be kept permanently for historical and archiving purposes.

We will ensure that you can simply and easily withdraw your consent to being sent information about voluntary activities and to indicate your preference for receiving communications in a particular format.  If you withdraw your consent or change your preferences, we may retain a record of your withdrawal of consent or change of preferences for a period of 6 years from the date you notified us: this helps us maintain accurate records and ensure that information is not sent to you in error when you have withdrawn consent.

Oxfordshire Community Work Agency

A Company limited by Guarantee and Registered in England and Wales. Reg. No. 1785651 Registered Office as above. Charity Reg. No. 1049343

Principal funders: Oxford City Council. Regulated by the Financial Conduct Authority No.675533

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