Birmingham Youth Justice Volunteers Privacy Notice

This Privacy Notice is about how we use your information as a volunteer in the Birmingham Youth Justice Service.

We may collect information about you when you:

  • Visit our website, join a mailing list, contact us on social media or by email, or complete a survey.
  • Use one of our services for volunteers. This includes attending an event or taking part in training and learning with us.
  • Become a volunteer or apply to become one.

The Birmingham Youth Justice Service has volunteers who assist the service in providing good quality provision to the children, victims, parents and care givers who are involved with them.

The categories of information that we collect, process, hold and share include:

  • Personal information: Name, date of birth, address, telephone number, email address, photograph (for ID cards), copies of ID, references, DBS number, employment history.
  • Special Category data: Protected characteristics (as part of equal opportunities monitoring), DBS check information.
  • Information relating to your practice as a volunteer: Feedback received from Birmingham Youth Justice Service, children, caregivers/parents, victims etc that you may have supported as a volunteer.

Why we collect and hold this information

We use this personal data in order to:

  • Support high quality recruitment, training, and retention.
  • Support diverse representation of volunteers within Birmingham Youth Justice.
  • Enable us to contact you if there are changes to organised sessions and panels.
  • Provide you with the support you need to deliver safe, effective sessions.
  • Provide data which inform decisions about future delivery of services.
  • Support learning and development opportunities.
  • Support a healthy, safe environment and experience for volunteers.

The lawful basis on which we use this information.

  • Under Article 6(1)(a) of the UK GDPR where the data subject has given consent to processing of personal data, the legal basis to collect this information is with consent which is agreed when enrolling as a volunteer.
  • The condition that we gather special category data is through you giving us explicit consent as per Article 9(2)(a) of the UK GDPR which permits you to process special category if: “the data subject has given explicit consent to the processing of those personal data.”

Storing this information

We will hold the information about you securely, and for no longer than reasonably necessary.

  • 2 years after your volunteering role ends
  • 7 years if your personal data relates to a formal complaint or a reported health and safety incident

Your information is stored securely on database and document management systems with stringent access and use policies. We also undertake quality checks and monitoring to ensure the information we hold is accurate at the time and being used appropriately.

Who we share this information with

 We do not share any of the information we hold about you unless you request us to provide a reference.

Why we share this information

We do not share personal information about you with anyone else without consent unless the law and our policies allow us to do so.

Your Rights

Under GDPR you have rights which you can exercise free of charge which allow you to:

•            know what we are doing with your information and why we are doing it

•            ask to see what information we hold about you (subject access request)

•            ask us to correct any mistakes in the information we hold about you

•            object to direct marketing

•            make a complaint to the Information Commissioners Office

•            withdraw consent at any time (if applicable as this will not be possible in certain circumstances)

Depending on our reason for using your information you may also be entitled to:

•            ask us to delete information we hold about you (if applicable)

•            have your information transferred electronically to yourself or to another organisation

•            object to decisions being made that significantly affect you

•            object to how we are using your information

•            stop us using your information in certain ways

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties which will override the requirements of the GDPR.

To exercise any of these rights, please contact DisclosureTeam@birminghamchildrenstrust.co.uk

Further information

If you would like further information about how we manage your data, please see the privacy notice for Birmingham Children’s Trust at https://www.birminghamchildrenstrust.co.uk/privacy  

If you would like further information about this privacy notice, or if you have any worries or questions about how your personal data is handled please contact: Subhasree De, Data Protection Officer, at DPO@birminghamchildrenstrust.co.uk

GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted on 03031 231 113. Or see the ICO Website for further details.