Volunteer and placement information privacy policy

We only collect information that is necessary to provide you with our Community Activities, and we promise to look after it.

1. The information we collect

As well as collecting the information in your application form and a brief summary of why you would like to join the team at likewise, we will also take personal details of your name, address and emergency contact details. You provide us these details through our google application form. We will also require you to complete a DBS check with us which will provide Likewise with details on your criminal record carried out by the Disclosure and Barring Service. Over the course of our work with you we may also collect information that may include details about your physical or mental health such as our Warwick Edinburgh mental wellbeing scale (wemwbs) forms, Likewise evaluation forms and documents that help improve our work.

2. What we do with it

We take this information for your health and safety as we have a legal responsibility for you whilst you are working with us here at Likewise so this may involve speaking to an emergency contact if any safety hazards occur. We will use some of this information to send you personal protective equipment for our services. We may also use this information to evaluate and improve our services. Likewise, will keep your personal data for 24 months after your placement/volunteer period has ended. We do require you to keep record of visit notes using our online platform ‘views’ which requires your full name in order for us to track who is recording the notes. After you have left, we require to keep these notes with your name on for 8 years as per health and social guidelines.

3. Does anyone else see my information?

In order to manage your volunteer period/placement, we store your information on Google Docs.

Here is google doc’s privacy policy: https://policies.google.com/privacy?hl=en

Our volunteer co-ordinator and volunteer admin will hold main access to this data spreadsheet. However, there may be times where other core staff will need access to this data for dates and planning for your time with us at Likewise. This document is secured with a password and any other staff other than our volunteer co-ordinator or admin who requires access will be passed through these two in order to maintain privacy and to ensure your data is protected.

4) Your rights

Likewise, would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.

Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact jade.patel@likewise.org.uk who will be happy to help!

Last updated: 27 November 2021