When you apply to become a volunteer we’ll ask you for relevant information to ensure that you and volunteer-involving organisations can be appropriately supported. This is things like your emergency contact details and whether you have additional support needs. We also collect equalities monitoring information, which we may use for reporting. When we report on equalities we will use anonymised data.
We’ll also ask you to fill in a self disclosure form for criminal convictions. Only authorised staff who need to see this information will have access to it, such as your volunteer contact person.
You might have to complete a PVG membership form to be able to carry out your role. We’ll keep your PVG information secure. The PVG signatory will see it and will only share it with other staff if it’s necessary to make the right decisions about your volunteering.
Your information may be stored in the Milo database for the third sector interface network in Scotland. Milo is operated on the Salesforce platform and managed for us by Scottish Council for Voluntary Organisations (SCVO), acting as a data processor. You can find out more about SCVO at their website: www.scvo.org.uk
You information may be stored in our in-house database, that is operated on the Salesforce platform.
As part of your training we may give you access to Volunteer Edinburgh’s online training Academy. For this we need your name and email address. We’ll only use this information to set up and administer your account. We don’t share your data with any other third parties. The Academy is hosted on Moodle, a free, open-source learning platform.
We won’t share your data with third parties, except where you give us permission to do so, for example if you ask to be put in contact with a voluntary organisation advertising a relevant opportunity.
How long do we keep it for?
We’ll keep your volunteer file for three years after you finish volunteering with us. Beyond this time we may keep a summary record of the period you volunteered with us and a brief description of your role and your strengths so that we can provide a reference for you in the future.
By law you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate.
You can also ask us to give you a copy of the information and to stop using your information for a period of time if you believe we are not doing so lawfully.
To submit a request by email, post or telephone, please contact us.
If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns.