Volunteer Privacy Notice

Church Army is committed to protecting the privacy and security of your personal information. This notice describes how we collect and use personal information about you during your volunteering relationship with us in accordance with the General Data Protection Regulation (GDPR). This notice applies to all prospective, current and former volunteers.

Church Army is the data controller with regards to the personal data you have disclosed to us. This means we are responsible for deciding how we hold and use personal information about you. Under law we are required to notify you of the information contained in this privacy notice.

What information does the organisation collect?

As part of the volunteer process, Church Army collects and processes personal information relating to prospective, current and former volunteers. Personal information (which may also be called personal data), means any information about an individual from which that individual can be identified, whether directly or indirectly.

CategoryData CollectedWhat we use it for
All volunteersPersonal contact details (name, title, address, phone numbers and email)To contact you about your volunteering and involvement with Church Army.
To contact you in line with your marketing preferences.
All volunteersRecruitment information (references and other information collected as part of the application process)Making a decision about your recruitment as a volunteer.
Some volunteersIf the role is eligible for a DBS, disclosure of any convictionsMaking a decision about your recruitment as a volunteer.
All volunteersDate of birthTo ask for consent if the volunteer is under 18.
All volunteersEmergency contact informationTo contact someone in case of an emergency.
All volunteersPerformance informationTo provide a reference if requested.
All volunteersInformation about your race, ethnicity, religious beliefs and sexual orientation collected anonymously and as an optional question onlyTo monitor our diversity and inclusion process and to identify trends.
All volunteersInformation about your health, including any medical conditionsTo comply with our health and safety obligations and enable reasonable adjustments to be made.
Some volunteersPhotos and case studiesIf you consent, we will use your image and story to promote the work of Church Army in publications, the website and on social media.

How does the organisation collect data?

The data is mainly collected through the recruitment process directly from the candidate. We may collect additional personal information in the course of volunteering activities throughout the period of your volunteering with Church Army depending on how you engage with us.

Why does Church Army process my data?

Church Army has a lawful and legitimate basis for processing your personal information. We process your personal information for the above purposes relying on one or more of the following lawful grounds:

  • Where we need to perform the contract we have entered into with you, or in order to take any pre-contract steps at your request and/or to perform our contractual obligations to you;
  • Where it is necessary for us to comply with a legal obligation;
  • Where you have freely provided your specific, informed and unambiguous consent for particular purposes;
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. In broad terms our legitimate interest is fulfilling the charitable purpose of Church Army, which involves sending direct marketing to our supporters, contacting our volunteers to plan and administrate activities, taking steps to ensure and monitor compliance with our legal obligations and internal standards and procedures, assessing suitability of volunteers for potential roles and keeping records of volunteer activities and performance.

We may also use your personal information in the following situations, which are likely to be rare:

  • Where we need to protect your interests (or someone else’s interests), such as in a medical emergency.
  • Where it is needed in the public interest.

How we use sensitive personal information

We may process ‘special category’ or ‘sensitive’ personal information, such as information regarding your ethnic origin or political, philosophical and religious beliefs, health or sex life. We will only do this with your explicit consent; in compliance with a legal obligation or, to protect your vital interests (or someone else’s interests) when you are not capable of giving your consent; or, where you have already publicised such information; or, where we need to use such sensitive data in connection with a legal claim that we have or may be subject to.

In particular, with your consent, where it is needed to assess your volunteering capacity on health grounds, subject to appropriate confidentiality safeguards, we will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work and to provide appropriate workplace adjustments.

If you fail to Provide personal information

If you fail to provide certain information when requested, we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers and volunteers) and we may not be able to process your application to volunteer with us or offer you certain volunteering opportunities.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is related to the original purpose.

Data Sharing

We may disclose your information in the following circumstances:

  • To other Church Army entities, suppliers or service providers where its necessary to do so to facilitate your volunteering. By way of example, we may disclose your email address to MailChimp, a supplier who sends out the Church Army Newsletter.
  • Where we are legally obliged to we will share the information of volunteers. We provide the Charity Commission and Companies House with basic contact details of our Trustees.

If we share your data, we require third parties to respect the security of your data, use it only for lawful purposes and handle it in accordance with Data Protection Law.

We do not sell or rent your information to third parties for marketing purposes.

How is the data protected?

Church Army has internal policies and controls in place in order to ensure that your data is protected. Church Army will ensure that your data will not be lost, accidentally destroyed, misused, disclosed, or accessed except by employees in performance of their duties.

How long is data stored for?

We will only retain your personal information for as long as necessary to fulfil the purposes  we collected it for, including for the purposes of satisfying any legal or reporting requirements.

Your Rights

In relation to us processing your personal data you have a number of rights in relation to your data, which can be exercised at any time, including a right to request a copy of the data we hold about you, known as a subject access request.

As a data subject, you have a number of rights. You can:

  • be informed on what data is being collected and processed about you;
  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
  • Allow your data to be shared by automated to be means from one IT environment to another.

If you would like to exercise any of these rights, please contact us at Church Army, Wilson Carlile Centre, 50 Cavendish Street, Sheffield, S3 7RZ, 0300 123 2113 or volunteering@churcharmy.org.

If at any time you have any concerns regarding Church Army and your data protection rights, and those concerns cannot be resolved by Church Army directly, you have the right to take those concerns externally and raise them with the regulator, the Information Commissioner. More information can be found on the Information Commissioner’s website, under individual rights.