How we use your information
In order for you to become a volunteer with Aberdeen City Council, we need to gather information about you. This is so we can assess your suitability for the volunteering opportunity that you have applied for, and so we can communicate with you during the volunteer noted interest process.
This includes
- Your name
- Address
- Contact details
- Confirmation of your eligibility to live and work in the UK
- Confirmation if you have previously had a PVG/Disclosure check undertaken (if required for the volunteering opportunity)
- Confirmation if a Foreign Police Check is required (if required for the volunteering opportunity)
In the event you are successful we will gather additional information about you including:
- Evidence of your eligibility to live and work in the UK
- Evidence of PVG/Disclosure (if required for the volunteering opportunity)
- Evidence of a Foreign Police Check (if required for the volunteering opportunity)
- Bank Details (If it is agreed with the Manager that there are potential expenses that may arise as a result of the volunteering activity)
- Emergency Contact details
- Induction and training records
- Volunteering activities undertaken
- Optional, non identifiable, protected characteristics
If you provide contact details, we will only use these to contact you in relation to your volunteering.
Some volunteering opportunities require volunteers to have Disclosure checks or PVG checks undertaken. In these cases, the Council will process information regarding criminal convictions (and any police intelligence regarding suspected criminality included in a PVG check) to assess your suitability for the volunteering in question.
We may need to share non-identifiable statistical information on volunteers with the UK or Scottish Government.
In the event you are volunteering as part of an award scheme, the Council may be asked to provide information about you to the award body.
How long we keep your information for
If your volunteering noted interest is unsuccessful, your information, including your noted interest form, will be kept for six months.
If your volunteering noted interest is successful, your information will be kept for six years following completion of your volunteering activity or indefinitely if your volunteer activity is with children or vulnerable adults.
Your rights
Aberdeen City Council is the Data Controller for your information. You’ve got legal rights about the way the Council handles and uses your data, which include the right to ask for a copy of it, and to ask us to stop doing something with your data. Please contact the Council’s Data Protection Officer by email at DataProtectionOfficer@aberdeencity.gov.uk or in writing at: Data Protection Officer, Marischal College, Aberdeen, AB10 1AB. You also have the right to make a complaint to the Information Commissioner’s Office. They are the body responsible for making sure organisations like the Council handle your data lawfully.
Our legal basis
Whenever the Council processes personal data we need to make sure we have a basis for doing so in data protection law. We understand our basis in data protection law to be Article 6(1)(b) of the General Data Protection Regulation (GDPR) because processing your personal information is necessary for us to assess your volunteering and maintain appropriate records during the volunteering activity.
As part of the volunteering processes, the Council is also likely to process special categories of personal data. The Council understands our legal basis for doing so as Article 9(2)(g) of the GDPR as processing is necessary for reasons of substantial public interest.