What information will we process?
The countryside volunteering registration form asks you to provide the council with your name, address, contact details, relevant information with regards to your general health and medications, and details of a friend or relative whom we could contact on your behalf in the event of an emergency.
The information that you provide in this form will be held by the council’s parks and countryside team, and shared with others where specified below. All information held will be stored safely and securely.
We will use the information to:
- enable us to contact you in relation to tasks
- assess whether you are in suitable health to be able to carry out the volunteering tasks
- contact someone on your behalf in the event of an emergency
- ensure that we comply with the council’s insurance requirements and health and safety practices whilst you are volunteering.
- Administer, verify and defend any insurance claim.
Lawful basis for processing this data
We rely on the following legal basis for collecting this information:
- Consent – we ask for your consent to contact you for any reason other than necessary communications whilst you are participating in our volunteer programme
- Legal obligation – to comply with our statutory and regulatory obligations, such as having to disclose your details to the police where legally obliged to do so.
- Vital interests – we may need to contact a relative or friend in an emergency.
- Legitimate interests – Administer, verify and defend any insurance claim.
How we use ‘special category’ data, and lawful basis for processing this information
In order to comply with our legal obligations (such as to ensure the health and safety of our volunteers), we ask you to disclose any health conditions. For this purpose, we require your explicit consent - Article 9 (2) (a) of the General Data Protection Regulation.
We will use this information to ensure your health and safety, and to assess your fitness to work and provide appropriate adjustments.
How long will we keep this information?
The council will hold your information for as long as you wish to participate in our countryside volunteer programme. Once you inform us that you no longer wish to participate, we will retain your information for a further 3 years in line with our insurance requirements.
Sharing your data with third parties - for their own purposes
In the event that you make a claim on our insurance, the council may share any relevant information it holds about you with our insurers. We may also be required to disclose your personal data to the police, or other regulatory governmental bodies when we receive a valid legal request, on a case by case basis.
Data access, complaints or queries
If you wish to access the information we hold, or have queries or complaints about how we handle your data, please contact the Data Protection Officer by email at dpo@waverley.gov.uk or in writing at Waverley Borough Council, The Burys, Godalming, Surrey, GU7 1HR.
If you would like more information on how we process your data, and your rights in relation to the data we hold, please visit the privacy notice and data protection page on our website.