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Volunteering with Heritage Services

The purpose of processing

We will use the personal data that you provide to contact you about volunteering opportunities either directly or by the Better Impact application. We will also use your information to arrange you and other volunteers for specific events.

Data subjects

When you provide personal data to us you are the data subject, this will almost always be people who volunteer to help us.

Personal data

Date of birth
Contact details such as telephone number and email address
Home address
Any specific requirements that you have such as allergies or disabilities
Demographic information for statistical purposes. If we do this we will ensure that the information is anonymised and therefore not personal to you.

How is it used?

We will use the personal data that you provide to set up an account in Better Impact which in turn will inform us about how we can best use your skills for volunteering opportunities.

We will manage who is attending events based on their availability and we may contact you via Better Impact for this purpose. We will keep you up to date with other volunteering opportunities via the app and email or phone.

When you set up your account via Better Impact they will use parts of your data to cross-link with other volunteering opportunities. You should read their privacy information for further details about how they use your personal data:

Profiling and automated decision making

Not applicable

GDPR condition relied upon for processing personal data:

Article 6.1 f - Legitimate interests
Article 6(1)(f) -Legitimate Interests. Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

We consider that by providing your personal data and our own interests in using your personal data we are meeting this legal basis. We will not market anything to you and if we ever intend to do so we will seek your consent.

GDPR condition relied upon for processing special category data

Article 9.2 g - Substantial public interest

Sharing of personal data with external recipients

Your data will be held in the Better Impact App in order to allow us to properly manage the information that we hold and facilitate volunteering opportunities. We do not share with Better Impact directly beyond using their application to facilitate managing volunteers. You will be prompted when you use Better Impact with options regarding the use of your personal data for their purposes when you subscribe.

We will only share your personal data with another third party where we need to do so in order to enable you to take part in a volunteering activity, this may be a specific company that we are using to manage an event, however your personal data will only be used for the purposes of allowing you to volunteer.

How long is the personal data retained by the Council?

We will keep your data for the duration that you choose to volunteer with us, after that we will retain your details on the Better Impact Application for our purposes for up to 2 years.

Questions or concerns?

Please email 

Appeals to the Information Commissioner’s Office

If you are unhappy about the way we have treated your personal data, or feel we have not properly respected your data subject rights, you have the right to contact the Information Commissioner’s Office (ICO) and tell them about this.

You can also contact the ICO by phone on 0303 1231113.