How we use your information
At Citizens Advice Cheshire West we are committed to protecting and respecting your privacy. This policy has been devised to help you understand what data we collect, why we collect it and what we do with it. It applies to the information we collect about you as a volunteer.
This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.
The role of the data controller
A data controller is responsible for your data and must make sure that your data is processed in accordance with the law.
For the purposes of the General Data Protection Regulation Citizens Advice Cheshire West is the data controller for all personal and sensitive data processed and held within the organization unless otherwise stated.
Who are we?
Citizens Advice Cheshire West is a registered charity (charity number 1128367) and a company limited by guarantee (Company number 06783496). We can be contacted at our registered office – Wyvern House, The Drumber, Winsford, Cheshire CW7 1AD.
Citizens Advice Cheshire West is the data controller for the information you provide unless otherwise stated. If you have any queries about how we handle your information please contact Jason Bishop, Chief Executive email@example.com
What information do we request and hold?
All the personal information that you provide during the application process for volunteering is used for the purpose of progressing your application and administering your time as a volunteer. This is for the legitimate interest of the organization. This includes your name, date of birth, address, email address, telephone number(s), bank details (for the payment of expenses) and any other data you wish to disclose.
We do not collect more information than we need to fulfill our stated purpose and will not retain it for longer than is necessary.
The information you provide is held securely in an electronic file for the duration of your volunteering time with us plus for 12 months after you have left the service.
Why do we process personal data?
We process your personal data for administrative and training purposes. This includes but is not limited to:
- Administering your service as a volunteer
- Providing IT facilities and access
- Contact and emergency contact details
- Expenses payment
- Complying with HMRC regulations for the payment of expenses
We process special category data such as your ethnicity, health information and sexual orientation, only with your consent and only for equal opportunity and diversity monitoring. Any information you do provide, will be used to produce and monitor equal opportunities statistics only in a format which does not link the data to you.
How do we use your information?
All the information you provide and we collect during your service as a volunteer will be used for administering and managing your volunteering time with us, to fulfil a legal requirement or to fulfill the terms of our membership agreement with Citizens Advice.
Sharing your personal data
We do not share any of your personal data with anyone outside of Cheshire West Citizens Advice unless required to by:
- Citizens Advice for audit purposes
- HMRC for the payment of expenses
The Information Asset Register (published on the intranet) provides details of all the personal and sensitive personal data we process, why we process it and how long we store the data.
Under the General Data Protection Regulation you have the right to withdraw consent, request rectification, erasure or restriction of processing and to object to the processing of your data. You also have the right to complain to the Information Commissioner’s Office . More information can be found here:
You have the right to request access to any of your personal data held by Citizens Advice Cheshire West. This is known as a Subject Access Request (SAR) and is free of charge. We will normally provide the information within 1 month of receipt of your request. To ensure we can comply with the 1 month deadline any such request should be addressed to Jason Bishop, Chief Executive and Jason Bishop, Assistant Chief Executive.
The accuracy of your personal data is important to us and it is your responsibility to inform Citizens Advice Cheshire West of any changes to your personal data.
If you wish to raise a complaint on how we have handled your personal data, you should contact Jason Bishop, Chief Executive by email: firstname.lastname@example.org
Or in writing:
Jason Bishop, Chief Executive
Citizens Advice Cheshire West
If you are not satisfied with our response or believe we are processing your data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/concerns
Reviewed July 2021