Privacy Notice - Volunteering in GLAM

A             Privacy policy  

This policy describes how we collect and use your personal data during volunteer recruitment and administration, in accordance with UK data protection legislation.

B             Who is using your personal data?

The University of Oxford[1]  is the “data controller" for the information that you provide to us during the volunteer recruitment and administration process. This means that we decide how to use it and are responsible for looking after it in accordance with UK data protection legislation.

Access to your personal data within the University will be provided to those staff who need to view it as part of their work in connection with volunteer recruitment and administration. It will also be shared with the third parties described in Section H.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We may update this policy at any time.

C             Glossary

Where we refer in this policy to your ‘personal data’, we mean any recorded information that is about you and from which you can be identified. It does not include data where your identity has been removed (anonymous data).

Where we refer to the ‘processing’ of your personal data, we mean anything that we do with that information, including collection, use, storage, disclosure or retention.

D             Types of data we collect about you

We only collect data that is necessary for the purposes of our processing. We will collect, store, and use the following categories of data when you volunteer with us.

Data you give us 

You may give us data about you including:

• information provided by you such as your name, address and contact details, including email address and telephone number, and date of birth
• skills you would like to practise or offer and your motivations for volunteering
• details of your bank account (for expenses claims only)
• information about your emergency contacts
• information about your identity (for all roles) and entitlement to work in the UK (for relevant roles only)
• information from references
• information on DBS checks including the outcome of the checks
• details of your volunteering pattern (i.e. the days and hours you generally volunteer)
• information about medical or health conditions or disabilities for which we may be able to support you to volunteer
• equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, employment status, and gender
• feedback obtained from you during your volunteering activity

Data we collect about you  

If you visit the GLAM Volunteering pages and consent to our use of cookies:

• we will automatically collect certain technical information, for example, the type of device (and its unique device identifier) you use to access our site, the Internet protocol (IP) address used to connect your device to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system, mobile network information and platform;
• we will automatically collect information about your visit to our site including the full Uniform Resource Locators (URL), clickstream to, through, and from the website (including date and time), pages you viewed, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

Where appropriate, we may also collect data about volunteers concerning attendance and conduct.

E              When we collect your data

We will collect the majority of data about you when you register as a potential volunteer, apply to volunteer roles, correspond with us by phone, e-mail, or otherwise, and when you attend volunteering sessions, training, and social events, and contribute to volunteer newsletters.

When you visit our GLAM Volunteering pages we may also automatically collect technical information about your visit from your computer.

F              How we use your data

We process your data for one or more of the following reasons:

• To process data to enter into a volunteering relationship with you and to meet our obligations to you, for example, to pay expenses incurred for travel and to contact you in an emergency.
• To send you volunteering opportunities and updates or other types of communication by email e.g. volunteer newsletters. We do this only where you have specifically indicated that you consent to receive such communications, for example, by ticking a box. You can withdraw your consent at any time by contacting us at volunteering@glam.ox.ac.uk. In this event, we will stop any processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent and you may no longer be able to interact with the GLAM Volunteer Service in the same way you did before. In some cases, we need to process data to ensure that it is complying with its legal obligations and University policy. It is required to comply with health and safety laws, and for some roles it is required to check a volunteer’s entitlement to work in the UK.
• For certain roles, where it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the role in question as part of our legal duty to safeguard visitors, staff, and volunteers.
• Where the organisation processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health, or gender, this is done for the purposes of equal opportunities monitoring and reporting purposes. Additionally, information about medical or health conditions or disabilities is collected to assist us in assessing if we are able to support the volunteer. The provision of this information is optional and is only collected with your explicit consent.
• For purposes arising from your use of the GLAM Volunteering pages, for example, to ensure that we understand who uses our site and how our site is used and to improve our site and ensure it is secure. This processing occurs because it is necessary to meet our legitimate interests in operating this website.

We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.

Please note that we may process your data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

G             Marketing

We would like to send you information by email about volunteering opportunities and updates which may be of interest to you.

We will not provide your data to other businesses so they can use it for marketing purposes. 

We will only ask whether you would like us to send you marketing messages when you tick the relevant boxes when you sign in to our site for the first time. You will have the opportunity to clearly set out what messages you wish to receive by ticking these boxes. 

You can also manage your preferences by updating / changing the privacy settings of your MyImpactPage.com account.

H             Sharing your data with third parties

To facilitate the volunteer management process, we use Better Impact, a third party service provider. All our third-party service providers are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes and in accordance with our instructions. Their privacy information can be found here.

We may also share your personal data with third parties where you consent to such a share, if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our site terms of use or to protect the rights, property or safety of our site, our users, and others.

Where your data is shared with third parties, we will seek to share the minimum amount necessary.

I               Where we store or use your data

We may store data collected manually or electronically.  The data is stored between our secure servers and/or in our premises within the UK and secure servers located in Canada, which is where Better Impact stores its data.

The European Commission has determined that Canadian data privacy laws offer an adequate level of protection to personal information transferred from the UK. Such transfers will only take place if one of the following applies:

• the country receiving the data is considered by the EU to provide an adequate level of data protection;
• the organisation receiving the data is covered by an arrangement recognised by the EU as providing an adequate standard of data protection e.g. transfers to companies that are certified under the EU US Privacy Shield;
• the transfer is governed by approved contractual clauses;
• the transfer has your consent;
• the transfer is necessary for the performance of a contract with you or to take steps requested by you prior to entering into that contract; or
• the transfer is necessary for the performance of a contract with another person, which is in your interests.

In addition, electronic data may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"), for example, when we communicate with you using a cloud based service provider that operates outside the EEA such as Survey Monkey/MailChimp/Eventbrite/Wuhoo/etc., according to the transfer stipulations above. 

Unfortunately, the transmission of information via the internet is not completely secure.  Although we will do our best to protect your personal data, we cannot guarantee the security of data transmitted to the website and any transmission is at your own risk.

J              Retaining your data

We will retain your data only for as long as we need it to fulfil our purposes, including any relating to legal, accounting, or reporting requirements. 

K             Your rights

Under certain circumstances, by law you have the right to:

• Request access to your data (commonly known as a "subject access request"). This enables you to receive a copy of your data and to check that we are lawfully processing it.
• Request correction of your data. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.
• Request erasure of your data. This enables you to ask us to delete or remove your data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your data where you have exercised your right to object to processing (see below).
• Object to processing of your data where we are relying on our legitimate interests (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. [You also have the right to object where we are processing your data for direct marketing purposes.]
• Request the restriction of processing of your data. This enables you to ask us to suspend the processing of your data, for example if you want us to establish its accuracy or the reason for processing it.
•  Request the transfer of your data to another party.

Depending on the circumstances and the nature of your request it may not be possible for us to do what you have asked, for example, where there is a statutory or contractual requirement for us to process your data and it would not be possible to fulfil our legal obligations if we were to stop.  However, where you have consented to the processing (for example, where you have asked us to contact you for marketing purposes) you can withdraw your consent at any time by emailing us at volunteering@glam.ox.ac.uk. In this event, we will stop the processing as soon as we can.  However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent and you may no longer be able to use the site in the same way as you did before.

If you want to exercise any of the rights described above or are dissatisfied with the way we have used your information, you should contact the University’s Information Compliance Team at data.protection@admin.ox.ac.uk.   The same email address may be used to contact the University’s Data Protection Officer.  We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of the GDPR. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/concerns/.

L              Cookies

The GLAM Volunteering pages site uses cookies to distinguish you from other users of our site. This helps us to provide you with a good experience when you browse our site and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our cookie policy.

M            Changes to this policy

Any changes we may make to our privacy policy in the future will be posted on this page.  Please check back frequently to see any updates or changes to our privacy policy.

N             Contact

If you wish to raise any queries or concerns about this privacy policy please contact us at data.protection@glam.ox.ac.uk.