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Poole children's centres volunteering team privacy notice

Please read our general privacy notice as well as this notice.

What we do

The Volunteering Teamwork within Poole Children’s’ Centres. Children’s Centres in Poole bring together a range of services to improve the lives of al young children and their families from birth to 5 years. There are currently 6 Centres across Poole.

The purposes we use your personal information for

We collect and process your personal information to provide these services to you. This will include:

  • to deliver services and support and train you
  • to enable us to manage the services we provide
  • to help us to keep our service users safe
  • to investigate any worries or complaints you may have about our services
  • to assess the quality of our services
  • to help with research and planning of new services.

The personal information we collect and use

We only obtain and use the information we need to provide our services to you.  We do obtain and use special category information.

The law we use to process your personal information

The main legislation that provides us with the statutory basis to deliver our services is

The GDPR/DPA conditions we meet

  • public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law 

Special category personal information - we also use these additional conditions to process your special category personal information.

  • public interest: the processing is necessary for reasons of substantial public interest (see Appendix A)

Who we may share your information with

  • Local Authority
  • Health
  • Public Health
  • Social Care
  • Police.

How long we keep information about you

Retaining your information

  • we will keep your data while we need to process it to provide the services of the volunteering programme
  • we will keep your data for the duration you are volunteering with us
  • when you cease to volunteer we will archive your data.  This means you will no longer be contacted
  • your basic contact information and recorded hours and roles will be accessible to you for 7 years
  • you will be able to ask for information for references during this period.  After 7 years, we delete your remaining data and can no longer access it.

Right to be forgotten

Under new GDPR legislation you have the ‘right to be forgotten’ which means full erasure of your information from both Poole Children’s Centres Volunteer Database and the Synergy Database. If you are no longer volunteering for Poole Children’s Centres, you can request to be removed from the systems altogether which will purge all of your personal information. This needs to be a direct request to Children, Young People and Learning.

IMPORTANT: You must remain on the database if you wish to continue to volunteer for Poole Children’s Centres.

Appendix A

Substantial public interest condition

This is a top line summary of the processing that falls within the “substantial public interest” condition, focusing on the areas most likely to apply to the Council – refer to the Act for further details

Information Commissioner’s Office guidance is currently awaited in respect of the “special category” data conditions. 

In all cases, processing of data must be in the substantial public interest.

  • statutory etc. and government purposes - the exercise of a function conferred on a person by an enactment or rule of law (statutory functions)
  • administration of justice
  • equality of opportunity or treatment - necessary for the purposes of the prevention or detection of an unlawful act and must be carried out without the consent of the data subject
  • regulatory requirements relating to unlawful acts and dishonesty, etc - the processing is necessary for the purposes of complying with a regulatory requirement to establish whether another person has committed an unlawful act, or been involved in dishonesty, malpractice or other seriously improper conduct and, in the circumstances, the council cannot reasonably be expected to obtain the consent of the data subject to the processing
  • preventing fraud
  • support for individuals with a particular disability or medical condition
  • safeguarding of children and of individuals at risk
  • safeguarding of economic well-being of certain individuals.

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