Privacy Notice

Privacy Notice for Volunteers

What this privacy notice is for

This privacy notice provides information on how Norfolk County Council’s Museum Service (“we”, “us, “our”) uses your personal information when you are acting as a volunteer for us.

By ‘use’ we mean the various ways your personal information may be processed including storing and sharing the information.

Further details

We also provide further details regarding:

who we are
how long we use your information for
your rights under the UK General Data Protection Regulation (“GDPR”) and
how to exercise them

You can see this information in our general privacy notice on our web site or you can ask us for a copy of this information.

What we use your personal information for

We use your personal information to:

make a decision about your volunteering recruitment or appointment
manage your activities as a volunteer
assess your skills, qualifications or experience for a role or task
facilitate safe recruitment, as part of our safeguarding obligations towards children and vulnerable adults
assist in determining your education, training and development requirements
support effective performance management
comply with health and safety obligations
inform our recruitment and retention policies
enable ethnicity and disability monitoring
assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above.

What personal data we collect and use about you

We will collect and use may include:

name, address and email address
contact details
date of birth
marital status and gender
next of kin and emergency contact numbers
recruitment information, including references, education history (including stages of education and qualifications), employment history and convictions
performance information
location of volunteering
outcomes of procedures relating to complaints, grievances and your performance
absence data
copy of driving licence
photographs
CCTV footage
ID for disclosure and barring services which may include but not limited to passport, bank statement, birth certificate, drivers licence.

We may also collect and use information about:

physical or mental health including details of your disability/medical conditions and mental health and wellbeing and sickness records
religious beliefs
sexual orientation
race or ethnic origin

Examples of the circumstances in which we process special categories information are to:

protect your health and safety in your place of volunteering
assess your physical or emotional fitness to work
determine if reasonable adjustments are needed or are in place
fulfil equal opportunity monitoring or reporting obligations

We may also collect data regarding criminal convictions and offences.

The GDPR includes safeguards to protect the use of your special category data and criminal conviction data. Further details can be found on our website in the document named ‘Special category data and criminal offences data policy’ which sets out our procedures for compliance with the principles of the GDPR and the retention and erasure of this information.

Who provides this information

We receive most of this information from you, but we may also obtain some of this data from:

from your referees
from the Disclosure and Barring Service (“DBS”) if you volunteer with children or vulnerable adults

Who we share your information with

Your data will be shared with our officers where it is necessary for them to undertake their duties. This includes, for example your supervisor for the supervision of you, and officers in the finance department for re-imbursement of expenses.

We may also need to share your information with:

the Arts Council
the National Lottery Heritage Fund
other funding bodies

Your personal information will also be given to third parties contracted by the County Council to provide a service to the County Council. These service providers are known as data processors and have a legal obligation under GDPR and to the County Council to look after your personal information and only use it for providing that service.

How the law protects you and the legal basis for processing your information

We have legal grounds under the GDPR to process this information because:

it is necessary for the performance of a task carried out in the public interest and the task or function has a clear basis in law
These statutory powers and duties are:

Public Libraries and Museums Act 1964
Equalities Act 2014

it is necessary for the legitimate interests pursued by the County Council

you have given clear consent to us to process your personal data for a specific purpose

We have legal grounds to process (including share) special category data and criminal convictions data because it is necessary:

for reasons in the substantial public interest and in the exercise of a statutory function
These statutory functions are:

Public Libraries and Museums Act 1964
Equalities Act 2014

where you have given explicit consent

Information regarding criminal convictions may be processed

in accordance with our legal obligations
to protect yours, or someone else’s interests and you are not able to give your consent
where you have already made the information public

How we keep your information

We create and maintain a file for each volunteer. The information contained in this file is kept secure in our electronic case management system and is only used for purposes directly relevant to your position as a volunteer.

We do not process your information outside of the UK.

How long will we keep your personal information for

Once you have stopped volunteering with us, we will retain this file and delete the information in it in accordance with our retention and destruction policy.

Automated decision making

We do not make automated decisions about you.

Changes to this notice

We may amend this privacy notice at any time so please review it frequently. The date below will be amended each time this notice is updated.

This notice was created on 14^th April 2021.