Effective Date: 6 August 2025
Last Updated: 6 August 2025
1. Introduction
Volunteering Matters is committed to protecting your privacy and handling your personal information with transparency, integrity, and in accordance with UK data protection law. This Privacy Policy explains how we collect, use, share, and protect your personal data. It applies to all individuals whose data we process, including volunteers, donors, partners, beneficiaries, staff, applicants, and website users.
2. Contact Details
If you have any questions about this policy or wish to exercise your data protection rights, you can contact us at:
Post:
Volunteering Matters
18–24 Lower Clapton Road
London E5 0PD
United Kingdom
Telephone: 020 3780 5870
Email: dataprotection@volunteeringmatters.org.uk
3. What Information We Collect and Why
We collect and use personal data for a variety of purposes. This may include:
a. Donations and Fundraising
- Name and contact details
- Address
- Payment/banking information
- Donation history
- Taxpayer status (for Gift Aid)
- Health or accessibility information (for events)
- Special category data: ethnic origin, health information (where relevant)
Purpose: To manage donations, process payments, administer Gift Aid, and communicate with donors.
b. Legal and Regulatory Compliance
- Name, contact, and identification details
- Financial records
- Health and safety incident data
- Safeguarding concerns
- Criminal offence data
Purpose: To meet legal obligations in safeguarding, health and safety, tax, and charity regulations.
c. Recruitment and Volunteering
- Name, contact details, date of birth
- Employment and education history
- Photo ID and right-to-work checks
- Criminal records (DBS, Access NI, Disclosure Scotland)
- Special category data: racial or ethnic origin, sexual orientation
Purpose: To assess suitability for roles, comply with safeguarding, and support equal opportunities.
d. Queries, Complaints, and Claims
- Contact information
- Correspondence records
- Call and CCTV recordings (where applicable)
- Witness statements
- Health and safety reports
- Complaint details
- Special category data where relevant
Purpose: To manage queries and complaints, ensure accountability, and improve our services.
4. Lawful Bases for Processing
We rely on the following lawful bases under the UK GDPR:
- Consent – when you have given us permission (e.g., marketing communications)
- Contract – to enter into or carry out a contract with you
- Legal Obligation – to comply with the law (e.g., safeguarding, tax)
- Legitimate Interests – when processing is necessary for our organisational aims and doesn’t override your rights
Details of our Legitimate Interest Assessments (LIAs) are available upon request.
5. Your Data Protection Rights
You have rights over your personal data, including:
- Access – Request a copy of your data
- Rectification – Correct incomplete or inaccurate data
- Erasure – Ask us to delete your data (in certain circumstances)
- Restriction – Limit how we use your data
- Objection – Object to specific types of processing
- Portability – Transfer your data to another provider
- Withdraw Consent – At any time, where consent was the basis for processing
We respond to all requests within one month. To make a request, contact us using the details in Section 2.
6. Where We Get Your Information
We may collect information from:
- You directly (online, phone, forms)
- Previous employers, referees, or education providers
- Charities, voluntary organisations, or social services
- Regulatory bodies
- Family members, carers, or legal representatives
- Public sources (e.g., Companies House, social media)
7. How Long We Keep Your Data
We retain personal information only for as long as necessary to fulfil our purposes or meet legal requirements. Specific retention periods are outlined in our internal Data Retention Schedule. For details or a copy of the schedule, please contact us at: dataprotection@volunteeringmatters.org.uk.
8. Who We Share Your Information With
a. Data Processors and Technology Partners
We work with specialists in the following areas. When necessary additional details will be provided.
- IT Support. Our IT support company manages technical support and infrastructure
- File Sharing. We use secure methods to share files
- HR Systems. We use specialized software to manage HR data.
- Finance System. We use specialized software to manage our finances, including expenses and liaison with our bankers and auditors.
- Fundraising. We use specialized software to manage donor relationships and communications
- Legal advice. We receive legal advice from registered solicitors.
- Insurance. Insurance coverage and advice is arranged and provided by a reputable insurance brokerage
- CRM & Volunteering databases. We use specialized databases with support from accredited organisations.
b. Other Third Parties
We may also share your information with:
- Government and regulatory bodies
- Emergency services
- Professional advisors
- Partner charities and community groups (with appropriate safeguards)
We do not sell or rent your personal data to third parties.
9. How We Protect Your Data
We apply appropriate technical and organisational measures, including:
- Encryption and secure access controls
- Staff training and confidentiality agreements
- Regular audits and compliance checks
- Role-based data access
- Secure data deletion and disposal procedures
10. International Transfers
In some cases, we may use cloud services or suppliers located outside the UK. When this occurs, we ensure appropriate safeguards are in place, such as:
- UK International Data Transfer Agreements (IDTAs)
- Standard Contractual Clauses (SCCs)
- Data protection adequacy decisions by the UK Government
11. Complaints
If you are concerned about how we use your data, please contact us first at dataprotection@volunteeringmatters.org.uk.
If you are not satisfied with our response, you can contact the Information Commissioner’s Office (ICO):
Address:
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint