As part of our day-to-day business, we need to collect personal information from volunteers and potential volunteers to ensure that we can meet their needs and provide them with information about our services.
Your privacy is important to us and it is our policy to respect the confidentiality of information and the privacy of individuals. This notice outlines how we manage your personal information supplied to us by you or a third party in connection with volunteering with Quarriers. It also details your rights in respect of our processing of your personal information.
Our privacy notice will be reviewed from time to time to take account of new obligations and technology, changes to our operations and practices, and to make sure it remains appropriate to the changing environment. Any personal information we hold will be governed by our most current privacy notice.
Who are we?
Quarriers is a leading Registered Scottish Charity which provides services for adults with a disability, children and families, young people and people affected by epilepsy.
During your time volunteering with us, Quarriers Volunteer Centre will process personal data relating to you as an individual who is engaged to volunteer with us.
Quarriers Volunteer Centre will process your information for the purposes of your volunteering in order to assist in the running of the organisation and ensure legislative compliance.
Collection of this information is necessary to ensure that the following occurs:
- improving the management of volunteering data across the organisation
- enabling Quarriers to develop a comprehensive picture of our volunteer portfolio and how it is deployed
- informing the development of recruitment and retention policies in regards to volunteering
- enabling the monitoring of Protected Characteristics
- ensure we comply with organisational KPIs
- allowing us to form a workplan for volunteer requirements in each of our services
- allowing for us to evidence our obligatory compliance with regulatory body requirements
What type of information do we process and how this is obtained?
Information about you is gathered during the volunteer recruitment process and includes, for example, personal identifiable information you provide to us on your Volunteer Application Form and during any interviews such as your name, contact details including home address, telephone number and email address, date of birth, next of kin details, National Insurance Number, photographs, SSSC registration, referees, Disclosure Scotland information, and information about your education, qualifications and professional achievements.
We receive your personal information (from you and third parties) in carrying out volunteer recruitment checks, for example, when we receive references, your right to work/volunteer in the UK and criminal records checks.
We will hold information about your volunteering role. This includes ID Number, ID photo, information about skills, achievements, training, performance, reviews, accidents, Volunteer Agreement, out of pocket expenses, and any concerns or complaints raised.
We also collect and process some personal identifiable information which is submitted as part of the volunteer recruitment process to comply with the Scottish Government’s Safer Recruitment Guidelines including driving license information, work permit information, passport details, utility bills, work history, references, and special category information based on personal characteristics such as gender, race, ethnicity, politics, religion, trade union membership, health, sexual orientation and criminal convictions.
Please note that Quarriers is fully aware that your personal data is confidential and as such, we strive to maintain the confidentiality of and protect your information in accordance with our normal procedures and all applicable laws.
What sources do we share information with and why?
Due to the nature of the business we operate, which is obligated to comply with requirements under the Regulation of Care (Scotland) Act 2001, Quarriers has a legal basis to gather personal information about you.
Quarriers is also legally required to share personal information and volunteering information we hold about you with a number of third parties for the purposes of legal compliance. These third parties include:
- Scottish Social Services Council (SSSC)
- Care Inspectorate
- Disclosure Scotland
- Quarriers solicitors where applicable
- Police Scotland upon request
- Jobcentre Plus/Government Benefit Agencies
We may also ask for your consent to share information with the following third parties:
- References for external organisations to which you have applied for employment
What is Quarriers retention period for keeping your personal information?
Quarriers is required to hold your personal information for the full duration of your volunteering with us, and our Retention Policy stipulates up to six years after your volunteering ceases.
Please note that as Quarriers is currently an active participant in the Scottish Child Abuse Inquiry, we are restricted from destroying files of former volunteers until such time as the Scottish Child Abuse Inquiry is concluded and confirms that these restrictions have been lifted.
What are your rights as an individual in regards to how your data is used?
Where there is a legal basis for Quarriers to hold your personal information, you have the right to request access to this information; however, you do not have the right to request its erasure, to its portability, or to restrict or object to its processing.
In circumstances where Quarriers does not have a legal basis to hold your personal information but has sought your consent for this information to be processed, you have the right to request its erasure, to its portability, or to restrict or object to its processing.
If you believe the personal data we hold about you is incorrect, please make contact with us in the first instance and we will take the appropriate steps to rectify this.
What are the consequences of you failing to provide information required by law?
Please note that failure to provide information that Quarriers requires to process by law may result in the ending of your volunteering with us. For more information on this, please contact the Volunteer Centre on 01505 616109.