privacy – using our services

Using our services for volunteers and potential volunteers

We use your data to provide you with the best service we can.  We have to take your details to be able to provide you with the service.  However we will only use your details to provide you with that service and for other closely related purposes, such as getting your feedback on how we’ve done.

We won’t share your personal information with third parties unless you give us your permission, ask us to or expect us to as part of the service we’re giving you.  Examples of when we might share your data are: when we’re helping you find a volunteering opportunity, referring you on to another organisation for more support or another service or when you’ve used our self-advertise service.

If we share your data with another organisation then we will always do our best to keep it secure.

In exceptional circumstances we may share your personal information without your permission if we reasonably believe:

• your health or safety is at risk
• if we believe you might be breaking the law,
• and where such a disclosure is allowed under the relevant laws, including data protection law.

We often report to funders and other bodies on our performance of services.  When we do this we will anonymise the data we provide unless you have given us explicit consent to share your information.

VolChat

Volunteer Edinburgh offers online appointments using an application called Zoom, which provides web-based video conferencing services.  As part of this Zoom may collect some personal data from you such as your name, contact information and your location.  You can opt out of providing some of this data to Zoom. For more information please read Zoom’s Privacy Policy here.  Volunteer Edinburgh will not make a digital recording of your meeting in Zoom.

Saltire Awards

When you register for the Saltire Award, either via the online MySaltire registration portal or by completing a registration form, both we and Voluntary Action Scotland (VAS) will process your data.  You should view the Saltire Award Privacy notice for more information about how VAS uses your information.  VAS shares your information with us so that we can administer the awards.

We will use your information to recognise you for the volunteering you do by issuing personalised Saltire Awards certificates to you. To do this we need to know:
* Your date of birth so that we know that you are the right age for taking part in the Satire Awards
* Your address so we can send you Saltire Award certificates
* Your email, phone/mobile phone numbers – so that we can contact you if we need to check anything about your Saltire Awards
* If you go to a school, college, university or other education body – we need to know this as sometimes we might send your certificates there to be given to you
If you choose not to consent to provide this information to us then we might not be able to register you for Saltire Awards or provide Saltire Award certificates to you.

The system for administering Saltire Awards is only accessible to licensed users.

We will keep your information for as long as you are an active Saltire Awards participant.  We keep information on you up to three years after your last contact with us.

For Volunteer Involving Organisations

We collect information from you such as organisation name, website address and contact details. This is not considered personal data, although there may be cases where you use a personal or home address, which is why we want to be explicit around how this information is used and shared.

We will use your information to keep up to date and accurate records of the organisations we engage with.  We need this information to provide services as part of a third sector interface.

Organisations and Opportunity Contacts

Your information is 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).

Your contact details will be accessible by licensed users of the system working in the third sector interface network across Scotland. Details of these individual organisations are available at: https://www.vascotland.org/find-your-tsi

If you ask to be made the contact for a live volunteering opportunity, the phone and email details you have given will be published as the main contact for that opportunity on the internet.  You may choose for the information not to be published. Should you indicate your contact details are personal, we will ask for your express permission to publish this.

We will keep your information for as long as you are an active contact. If we do not have any contact with you for a period of three years, your information will be deleted from our system.

Attending an event, our Recruitment Fair or training

When you book an event or training course with us we’ll only use your details to administer the event and for other closely related purposes, such as getting your feedback.

We may take bookings online via Eventbrite.  Eventbrite processes your personal data to help administer events on our behalf and to help us understand the success of our event.  You can read Eventbrite’s privacy policy on their website www.eventbrite.co.uk.

Using our online Academy

When you book a place on a training course you’ll be given the option to gain access to our online training Academy.  To do this we ask for 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.

How long do we keep it for?

If you are a volunteer or client, we’ll keep your information for up to three years after you finish volunteering or working with us, then we’ll delete it.

If you are a volunteer manager, or a contact for an organisation or for a volunteering opportunity, we’ll keep your information as long as you are using our services, and for no more than three years after you stop doing so.

If you make a complaint to us about our services we will keep that information, which may include your personal information, for two years from the conclusion of the matter.

Your rights

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 use the contact information provided above.

Your right to complain

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