DATA PROTECTION FOR VOLUNTEERS
Burgess Hill Community Foodbank is a registered data controller – ICO registration number ZB065236 and we are covered by data protection law including GDPR.
We handle personal information as part of our work, and this policy tells our volunteers how to meet our data protection obligations while handling and storing this information.
There are multiple occasions when we may collect personal information, including
The data we collect will include:
We are permitted to handle this data under GDPR because we need it to run the foodbank effectively – this is the lawful reason known as “legitimate interest”
Any personal information that we collect and use must be handled securely and only stored for as long as it is needed. We never share data, or use it for anything other than the purpose for which it was collected.
If you are dealing with personal information or other sensitive data, these are the rules you must follow:
STORING AND RETENTION OF DATA
We store some personal information and other data as part of our lawful reason for processing it, and we have the following rules in place
1. Donation records
We hold a spreadsheet showing the food and other donations we are given which includes the name of the donor and the details of the donation. Our financial team also receive details of any monetary donations when they process them.
2. Thank you letters
We write to all donors to thank them for their donations, either by post or email.
3. Other correspondence
The Foodbank uses a secure commercial email system and emails are stored within it for as long as they are needed.
Volunteers should avoid sending personal or other sensitive data via their own personal emails wherever possible. If this has to happen, emails must be deleted immediately.
4. Volunteer records
We have a database of volunteers containing their contact details.
Paper vouchers are kept for a maximum of 18 months to allow annual summary records to be created. They are then destroyed by shredding.
Electronic vouchers are stored on a secure computer for a maximum of 18 months to allow annual summary records to be created, then deleted.
RIGHTS TO ACCESS DATA
Volunteers, clients and donors have legal rights over their personal data and the Foodbank has an obligation to fulfil these rights:
The right to be informed– about what data we hold and how it is handled
The right of access– to see all the data we hold about an individual
The right of rectification – to have any mistakes in the data put right
The right of erasure– known as the “right to be forgotten”, to have all the data deleted.
If you have any questions or queries, please email firstname.lastname@example.org
Last updated June 2021