Last Revised: September 2021
1.0 THE PURPOSE OF THIS NOTICE
This notice explains how BCDO (the Charity), will collect and use your personal data. “Personal data” means any information which can be used to identify you as an individual.
The Big Church Day Out is the data controller, a Charity and UK Private limited Company by guarantee without share capital use of ‘Limited’ exemption with company number: 06794709
Our registered office is:
40 Oxford Road, Worthing, West Sussex, BN11 1UT
Our operating office is:
PO Box 3340, Littlehampton, West Sussex, BN16 9FP, UK
If you have any questions concerning our collection or use of your personal data, please contact our operating office address via email on firstname.lastname@example.org.
2.0 THE REASON YOU HAVE RECEIVED THIS NOTICE
You are either applying to the Charity to be a volunteer or have already been accepted as a volunteer.
If you are applying to be a volunteer, we need to collect personal data from you to enable us to respond to your request, and to progress your application to volunteer for the Charity.
If you are already a volunteer, we need to collect personal data so that we can continue to support you in your role and to enable compliance with the volunteer contractual agreement between us.
NO OBLIGATION TO PROVIDE PERSONAL DATA
If you are making an application for a volunteer role, you are not under any obligation to provide us with personal data.
However, should you decide that you prefer not to provide us with the personal data we request, we may not be able to progress your volunteer application.
3.0 THE CATEGORIES OF PERSONAL DATA WE MAY OBTAIN AND USE
Most of the information we collect and use will be directly provided by you, and you will therefore be aware what it is. Normally this will be from your online PAAM Profile and Application Form.
Examples of other categories of information which may be obtained from third parties, may include:
- third party references from one or more referees you have nominated
- Criminal Records information for a DBS check if this is needed for your role.
4.0 THE PURPOSES FOR WHICH WE MAY USE PERSONAL DATA
As a Charity providing an annual gathering of the wider church for two days of worship and celebration, we need to keep and process information about you to pursue the legitimate interests of the Charity and for the proper provision of volunteering.
Examples of these legitimate interests are:
- for administrative purposes
- supporting your training and development
- to provide you with relevant information about the services we are offering our clients across the Charity
We will not use your data in a way which adversely affects your interests.
The legal basis we will rely on when using your data
Of the permitted legal reasons for “processing” (meaning “using”) your personal data, the following are the ones most likely to be relevant:
- The legitimate interests of the Charity
- Express consent
- A legal obligation of the Charity.
The legitimate interests of the Charity
It will be in the legitimate interests of the Charity to use personal data for a purpose for which it was supplied. Examples are detailed above.
Personal data can be used when we have your express consent to use it.
We will not process externally or share with others (except in a medical or other such emergency) any sensitive personal data without your prior consent. Examples of sensitive personal data are:
- medical and biometric data
- sexual orientation
- information relating to your racial or ethnic origin
- political opinions
- religious or philosophical beliefs
Where your consent to processing data is relied on, you can withdraw it whenever you wish.
A legal obligation of the Charity
- Checking driving licences in order to comply with our insurance policy
- First Aid qualifications
- HGV or Forklift licenses
- Security – SIA qualification
- DBS checks, where appropriate
5.0 SOURCES OF PERSONAL DATA
Much of the information we hold will have been provided by you, but some may come from other external sources, such as your referees. If you are a volunteer aged 16 or 17 we will also request information from your parent or guardian to obtain their consent for you to volunteer.
6.0 SHARING PERSONAL DATA WITH OTHERS
Other than as mentioned below, we will only disclose information about you to third parties if we are legally obliged to do so, or where we need to do so to provide you with volunteer opportunities.
7.0 YOUR RIGHTS REGARDING YOUR PERSONAL DATA
Right to withdraw consent
Where the Charity is relying on your consent for its use of personal data, you may withdraw that consent at any time.
Please note that the following do not apply in all circumstances and that if you tell us that you wish to use any of them, we’ll tell you at that time whether they apply or not:
- to be informed about the processing of your personal data
- to have inaccurate data corrected
- to have incomplete personal data completed
- to restrict processing
- to have personal data erased
- to request access to your data
- to move, copy or transfer to another organisation, your personal data
- certain rights related to automated decision making (if and when applicable).
8.0 RETENTION AND STORAGE OF PERSONAL DATA DATA
Your personal data will initially be stored securely on-site on PAAM. Thereafter it will be stored in a bespoke list on Mailchimp and on our secure online accreditation system (Amazon cloud server). We will keep your data in order to contact you about specific and relevant BCDO initiatives. If you wish to opt out of receiving further information, you can do this via deleting your PAAM account and all relevant information will be deleted.
If your application for volunteering is unsuccessful, your information will be retained for 3 months before being destroyed.
If you believe that the Charity has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office https://ico.org.uk.
Please also note the contact details of our Data Protection Officer on page 1 who should be contacted in the first instance.