Young People’s Befriending Project - Service User Privacy Notice

This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you whilst we are working with you and for a period thereafter. It also explains your rights under the law relating to your personal data. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice (sometimes referred to as a 'Privacy Notice') and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects and uses the information?

Voluntary Action Orkney (the 'Organisation') is a 'data controller' and gathers and uses certain information about you. Where the Organisation is also a 'data processor', we will process information received from third parties about you.

Voluntary Action Orkney is a Company Limited by Guarantee registered in Scotland under company number 143208 and is a Registered Scottish Charity No.SC010691.

Registered address: Anchor Buildings, 6 Bridge Street, Kirkwall
Main trading address: Anchor Buildings, 6 Bridge Street, Kirkwall.
We are regulated by: Companies House and The Office of the Scottish Charity Regulator

What is personal data/information?

Personal data is defined under data protection laws in the UK and Europe as 'any information relating to an identifiable person who can be directly or indirectly identified' and is, in effect, any information about you that enables you to be identified. This would include obvious information such as your name and contact details, but could include less obvious information such as identification numbers, electronic location data, and other online identifiers. The personal data that we collect, process and store is set out in this Notice.

Data protection principles

We will comply with the data protection principles when gathering and using personal information, as set out in our Data Protection Policy.

About the information we collect and hold

The table set out on the following pages summarises the information we collect and hold, how and why we do so, how we use it and with whom it may be shared.

We may also need to share some of the categories of personal information set out below with other parties, such as government and/or law enforcement agencies, third party agencies, our Management Board, funders and other people specifically related to your match, e.g. a volunteer, young person, referrer. Usually, information will be anonymised, but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information with our funders as is necessary or required to comply with the law.

We seek to ensure that our information collection and processing is always proportionate - that is, we only collect and process what we need to, and we only store it for as long as we need to. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

Where information may be held

Information may be held at our offices and by Project co-ordinators, Management Board members, funders, and other people specifically related to your match, e.g volunteers, young people, parents. We have security measures in place to seek to ensure that there is appropriate security for information we hold.

How long we keep your information

We keep your information for no longer than is necessary; this normally means whilst we are working with you and for the period thereafter of our funding term (usually no more than 4 years). Further details are set out in our Data Retention Policy.

Your rights

Under the GDPR, you have the following rights, which we will always work to uphold:

1) The right to be informed about the personal data we collect and use about you. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.

2) The right to access the personal data we hold about you. This is called making a Subject Access Request - please see below for instructions on how to make a request.

3) The right to have your personal data rectified if any of your personal data we hold is inaccurate or incomplete. Please contact us using the details at the bottom to find out more.

4) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details at the bottom to find out more.

5) The right to restrict (i.e. prevent) the processing of your personal data.

6) The right to object to us using your personal data for a particular purpose or purposes.

7) The right to data portability. This means that you can ask us for a copy of your personal data held by us to re-use with another organisation or business in certain cases.

8) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about how we use your personal data or to exercise any of your rights as outlined above, please contact us using the details provided below.

Further information about your rights can also be obtained from the Information Commissioner's Office or your local Citizens Advice Bureau.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Changes to what we do

We regularly review and, where necessary, update our privacy information, policies, procedures and privacy notices. If we plan to use your personal information for a new purpose we will update our documentation and privacy notice, and communicate the changes to you before starting to use the information in a new way. Where we have obtained your consent to process your personal data and we wish to change how we process it, we will seek your consent for the new processing.

Sometimes we have to change what we do because of a change in the law or we need to change the way we do things as an organisation and have a legitimate interest for doing so. The latest version of this Privacy Notice will always be available at our main office at Anchor Buildings, 6 Bridge Street, Kirkwall.

How to contact us

For information about how we collect, store and process your personal data or for any questions or concerns you might have about data protection please contact Morven Brooks, VAO Chief Executive by calling 01856 872 897 or email: morven.brooks@vaorkney.org.uk.

How to complain

If you have a query or concern about our use of your information, you can contact the VAO Chief Executive Morven Brooks, by emailing: morven.brooks@vaorkney.org.uk. For further information about your rights and how to make a formal complaint, you can contact the Information Commissioner at www.ico.org.uk/concerns or 0303 123 1113.

Schedule relating to the information we collect and hold

For Volunteers:

The information we collect	How we collect the information	Why we collect the information	How we use and may share the information
Application pack – includes name and contact details, application form, referees, emergency contacts, self-disclosure of criminal record, equal opportunities data	From volunteers in their application form to become a Befriender	Legitimate interest: to maintain contact with volunteers in order to support them. Protect volunteers vital interests To comply with our legal obligations.	To provide volunteers with the necessary support and the ability to volunteer. Relevant Information may be shared with third party agencies e.g social work, funders, our Management Board
Details of expenses and bank/building society	From volunteers	To perform the volunteering arrangement including payment of out of pocket expenses. Legitimate interests: to maintain volunteer records and to comply with legal, regulatory and corporate governance obligations and good volunteering practice.	To ensure volunteers receive the expenses. Information shared with third parties that administer expenses ie the Finance Administrator and authorised VAO signatories.
A copy of a volunteers driving licence, confirmation of insurance and road tax	From volunteers and their doctors, from medical and occupational health professionals we engage	To perform the volunteering agreement. To comply with our legal obligations. Legitimate interests: to maintain volunteer records and to comply with legal, regulatory and corporate governance obligations and good volunteering, to ensure safe volunteering/working practices.	To maintain volunteer records. To comply with our legal obligations to volunteers. Information shared with a volunteers doctors and with medical professionals and with HR providers we engage. For further information, see * below.
Criminal records background checks (Basic, Standard or Enhanced Disclosure Checks and/or PVG Scheme Membership checks), including the results of Disclosure Services (Volunteer Scotland), Disclosure Scotland and Disclosure and Barring Service (DBS) checks	From volunteers and Disclosure Services (Volunteer Scotland)/Disclosure Scotland and/or the DBS	To perform the volunteering agreement. To comply with our legal obligations. For reasons of substantial public interest (protection of children) (preventing or detecting unlawful acts, suspicion of terrorist financing or money laundering in the regulated sector and protecting the public against dishonesty).	To carry out statutory checks. Information shared with Disclosure Services (Volunteer Scotland)/Disclosure Scotland and/or DBS and other regulatory authorities as required. For further information, see * below.
Information on complaints raised by or involving volunteers	From volunteers, service users, clients, employees of the Organisation, from other third parties and from consultants/professional advisors we may engage in relation to the complaints procedure	To perform the volunteering agreement. To comply with our legal obligations. Legitimate interests: to maintain volunteer records and to comply with legal, regulatory and corporate governance obligations and good volunteering practice.	For volunteer administration, to follow our volunteering policies and to deal with complaints. Information shared with relevant managers, HR personnel, relevant third parties and with consultants/professional advisors we may engage from time to time.
Information on conduct issues involving volunteers	From volunteers, service users, clients, employees of the Organisation, from other third parties and from consultants/professional advisors we may engage in relation to the conduct procedure	To comply with our legal obligations. Legitimate interests: to maintain volunteer records and to comply with legal, regulatory and corporate governance obligations and good volunteering practice, to ensure safe working practices.	For volunteer administration, to follow our volunteering policies and to deal with volunteering conduct issues. Information shared with relevant managers, HR personnel, relevant third parties and with consultants/professional advisors we may engage from time to time.
Details of time and attendance records.	From volunteers and from matches	To perform the volunteering arrangement Legitimate interest: to manage volunteer access to our systems and facilities and to record volunteer absences	To provide volunteers with the relevant reference. To comply with legal/regulatory obligations. Information shared with relevant managers, HR personnel and the recipient(s) of the reference.
Match feedback	From volunteers, parents and young people through: monthly activity diaries record of correspondence record of concerns support and supervision notes 6 monthly reviews	To support volunteers in their match. To repay volunteer expenses. To gather data for reports	To provide volunteers with the necessary support. To compile case studies. To inform our monthly reports. To add to our reports to funders We may share this information with our funders and our Management Board.
Statistical match data	From volunteers, parents, young people and referrers through: monthly diaries reviews application & referral forms	To report on activities to funders and the Management Board. In our press coverage. To have a visual record of our activities. To pass onto parents.	To inform our monthly reports. To add to our reports to funders. To include in our press coverage. We may share this information with our funders and our Management Board and through our promotional work.

Young People & Parents/Carers:

The information we collect	How we collect the information	Why we collect the information	How we use and may share the information
Referral forms – including young person’s name, contact details, age, family situation and other family members, legal status, support needs, referral reason.	From referrers with the consent of young person and parent. Some information is also gathered from young people and parents.	Legitimate interest: to maintain contact with young person in order to support them. To enable young person child to access the service	To provide young person with the necessary support and the ability to access the service. To inform our monthly reports. To add to our reports to funders Relevant information may be shared with third party agencies e.g social work, funders, our Management Board
Parental consent form – allergies, emergency contacts, details of medication, medical treatment needed.	From parents and young people at our assessment meetings.	To ensure the safety of the young person while they are under the supervision of the Project or the volunteer	To We use the information to keep our young people safe and we share the information with our volunteers.
Match feedback.	From young people, parents and volunteers through: monthly activity diaries record of correspondence record of concerns support and supervision notes 6 monthly reviews	To support the match To gather data for reports	To provide the young person with the necessary support. To compile case studies. To inform our monthly reports. To add to our reports to funders. We may share this information with our funders and our Management Board
Statistical match data	From parents/carers, volunteers, young people and referrers through: monthly diaries reviews application & referral forms	To gather data for reports. To gather data for press. To keep a running record for Project use.	To inform our monthly reports To add to our reports to funders To include in our press coverage We may share this information with our funders and our Management Board and through our promotional work.
Photos	From volunteers and other volunteers and the co-ordinators	To report on activities to funders and the Management Board. In our press coverage. To have a visual record of our activities.	To inform our monthly reports. To add to our reports to funders. To include in our press coverage We may share this information with our funders and our Management Board and through our promotional work.

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