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Volunteer Privacy Policy

Stand Out Volunteer Privacy Policy

About this notice

UpRising Leadership (hereafter UpRising) needs to collect personal data about volunteers to be able to benefit from the contribution they make to programme delivery and to fulfil its charitable aims. We process your personal data in line with the requirements set out in the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

UpRising is a charity registered in England & Wales (Charity No. 1149905). The Stand Out programme is delivered by UpRising and One Million Mentors (1MM/we/our). Whilst 1MM runs its day-to-day operations as a separate organisation, for legal purposes, it is a part of UpRising. Therefore, throughout this document ‘we’ refers to all programme activity delivered by both UpRising and 1MM in relation to the Stand Out programme.

This privacy policy explains how we process personal data of prospective, applicant, current, and former volunteers (you/your) with the exception of those volunteering to mentor. The way we process the personal data of mentors through the 1MM platform is set out in the 1MM Privacy Policy for Mentors which you can find here. If you have any questions about how we use your personal data please contact us at dataprotection@WeStandOut.uk or by post at Stand Out c/o UpRising Leadership, Unit 2.E.03, 35-47 Bethnal Green Road, London, E1 6LA.

We respect your privacy. We will always be transparent with you about how we process your personal data and ensure it is stored safely and securely. We never share your personal data with any third parties unless we are required to by law or in ways that help us to provide this service.

How we collect your personal data

We may collect your personal data in a number of ways, including:

  • personal data provided by you when you share your contact details with us via your employer to register your interest in volunteering
  • personal data provided by you when you complete an Application Form
  • personal data of a referee(s) provided by you when you complete an Application Form
  • personal data collected indirectly when you use our website
  • personal data provided by you when you participate in our programmes and complete Evaluation Forms
  • personal data provided by you when you give your consent to be interviewed and/or participate in focus groups for research and/or promotional purposes
  • personal data collected indirectly in the form of visual content when you participate in our programmes (e.g. photos, videos, session recordings)
  • personal data provided by you when you engage in our online tools, such as Mural, Notion, and Slack

Types of personal data processed

We may process the following types of personal data:

  • your unique system IDs generated in our systems used to identify you
  • contact details (e.g. name, email, telephone number)
  • information about your career and work experience, including your current job title
  • information about why you want to volunteer and your values
  • contact details of a referee(s) you nominate
  • demographic information about you (e.g. data of birth, gender) - including more sensitive data classified as special category data (see below)
  • educational and background information about you (e.g. the type of school you attended, the occupation of your parent/carer when you were 14)
  • information about where you live
  • your responses in evaluations
  • further details about your experiences on our programmes (e.g. in a focus group or interview)
  • your contribution during the programme (e.g. comments on Mural)
  • visual content of you (e.g. photos, videos, session recordings)
  • whether or not you consider yourself to be an adult-at-risk, and if so your support needs

We will also ask you for the following special categories of more sensitive personal data:

  • your racial or ethnic origin
  • your religious beliefs
  • your political opinions
  • your sexual orientation

We take additional care when handling these types of data.

How UpRising processes your personal data

We may process your personal data for the following purposes:

If you express an interest in and/or apply to volunteer on our programmes:

  • to inform you when volunteering applications for our programmes open
  • to contact you to discuss the programme
  • to contact your referee(s) and verify your identity as part of our duty of care to participants, including safeguarding
  • to monitor interest in volunteering on our programmes
  • to update you on the status of your application
  • to ensure a commitment to diversity and inclusion of our volunteers, to reflect the diversity of participants
  • to enable participants to have tailored support
  • to assess applications and allocate you relevant volunteering opportunities (this process will always involve human intervention – see the section below on ‘Automated decision making and profiling’) 

If you volunteer on our programmes:

  • to communicate programme information and updates with you before and during your volunteering (e.g. zoom links, check-in)
  • to introduce you to participants (e.g. your name and job title)
  • to monitor and evaluate our impact (e.g. asking for programme feedback)
  • to improve our programmes
  • after aggregation and anonymization, to demonstrate the impact of our programmes to stakeholders
  • only ever with your unambiguous and explicit consent, in marketing materials (e.g. an Instagram post)
  • to understand how you use and engage with our website
  • to stay in touch with you as a member of our alumni

Lawful bases for processing your personal data

When we process your personal data we only do so when permitted by law. This includes:

  • Where the processing is necessary for our legitimate interests, only when your interests and rights do not override our interests (our interests include: monitoring interest in our programmes, enabling you to volunteer on our programmes, ensuring we target young people most in need of our help, monitoring the impact of our programmes, generating interest in our programmes, and raising funds through fundraising activities)
  • When you have given explicit consent, such as checking a box on a form
  • For research purposes, primarily through an evaluator and the YFF data depository.
  • For equality of opportunity or treatment.

Automated decision making and profiling

When you apply to volunteer we will ask you for your demographic and background information. We use this to make decisions that help us shape the programme and assign you relevant roles. We do not use it to make a decision about whether you can volunteer for us. It also enables us to monitor the effectiveness of our programmes for different groups and fulfil our commitment to diversity and inclusion.

We also use this data - anonymised and at an aggregate level – for reporting, evaluation, and research purposes. As explained in the section below detailing ‘Your rights under GDPR’, you have a right to object to this processing or, where you have given us your consent including in relation to special category data, you have the right to withdraw your consent. If you would like to exercise your right to object or withdraw consent, we will stop processing your data whilst we investigate whether an exemption applies. We will also clearly communicate the implications of any ending to our processing with you.

Sharing your personal data

We never sell your personal data to anyone. We never share it, unless we are required to by law or in ways that enable us to deliver this service. In the event that we do share it, we will take additional steps to protect your identity and personal data, such as anonymising it where possible and establishing data processing contracts with the receiving organisation. These circumstances may include:

  • External evaluators employed to help us evaluate our programmes
  • Consultants employed to work on our database
  • Any other circumstance where we are required to do so by law

International transfers

Most of your personal data will be stored on servers inside the European Economic Area (EEA). There may be some instances where the servers we use are located outside of the EEA. In these instances, we will ensure that your data is only processed in countries that have adequate levels of protection or appropriate safeguards.

How long UpRising retains your personal data

We only keep your personal data for as long as is necessary. This depends on the purposes of our processing. We decide how long we need to keep your personal data by considering the following:

  • your rights and interests
  • the nature and sensitivity of your personal data
  • the potential risks involved in the continued processing of your personal data
  • our legitimate interests, including whether our processing remains necessary for our reporting requirements, fundraising activities, and promotional interests
  • any regulatory requirements and any existing or possible legal requirements
  • whether our processing remains necessary for research and statistical purposes

Where possible, we will anonymise your personal data so that it is no longer identifiable with you. In such cases, we may retain this data indefinitely.

Alumni

After you have volunteered on a programme you will become a member of our volunteer alumni community. As part of this, you will receive our volunteer alumni newsletter, unless you have previously opted out of receiving email communications from us. In this case, we will ask you whether you would like to opt in to join our alumni mailing list. You can opt out of receiving these communications at any point by emailing us at dataprotection@uprising.org.uk or by clicking the unsubscribe button on any of these emails.

Your rights under GDPR in respect of your personal data

You have the following rights under the UK GDPR in respect of the processing of your personal data:

  • Right to request access to the personal data we hold about you
  • Right to request correction of any inaccurate or incomplete personal data we hold about you
  • Right to request the erasure of any personal data we hold about you
  • Right to request restriction of our processing of your personal data
  • Right to object to the processing of your personal data, unless you have given consent in which case you have the right to withdraw consent
  • Right to request that UpRising transfers a copy of your personal data in an electronic format
  • Right to complain to the Information Commissioner’s Office (ICO).

If you would like to exercise any of these rights, please contact us at dataprotection@uprising.org.uk and we will respond to you as soon as possible. Depending on the circumstance we may be entitled to reject your request and if this is the case we will communicate this with you clearly.