Volunteers

1. What personal and special category data do we collect and process about you?

As a volunteer with St Peter's Hospice, we collect the following personal information about you:

• Full name
• Address
• Telephone number
• Date of birth
• Email address
• Name and contact details for emergency contact
• Skills and qualifications
• Interests and hobbies
• Referees contact details
• Parent/guardian contact details (for under 18s only)
• Bank details (for roles where expenses are reimbursed only)

In addition to the above, in certain circumstances we also collect the following sensitive personal information:

• Medical conditions / health screening information (in certain roles only)
• Equalities information (for statistical analysis and monitoring purposes - always optional and anonymised)
• Disclosure and Barring Service (DBS) checks information (to support recruitment decisions in certain roles only)

Please note that the examples above are illustrative and not exhaustive.

2. How do we collect your personal information?

We will collect information from you directly, from our staff and from third parties (for example your referees).

We collect your personal information in a number of ways, detailed below:

• Volunteer application form
• Parental consent form
• Informal interview form
• Child work permit application form
• Reference request form
• Incident, performance or complaint form
• Disclosure and Barring Service Check form
• CCTV records may be used to investigate incidents involving volunteers, their performance or conduct and may be used as part of an investigation process.

Please note that the examples above are illustrative and not exhaustive.

3. Why do we process your personal information?

We process your information for a number of reasons:

• To enable us to contact you about your volunteering, in particular, for induction and orientation, role training, rota requests, invites to social and other events.
• To make you aware of other volunteer opportunities.
• To provide you with broader information about St Peter's Hospice that supports you to carry out your role effectively.
• To keep you, our patients, and staff safe.

4. What are our legal grounds for processing your personal information?

The lawful bases under which we process volunteer personal information are 'Legitimate Interest' (for example, when we share broader information about the Hospice with you) and 'Contract' (for example, when we contact you about your volunteering role). To find out more about the lawful bases for processing personal data please see the Information Commissioner's Office website.

5. What are our legal grounds for processing your special category data?

The lawful bases under which we process your special category data are 'Explicit consent' (for example, when we invite you to optionally provide equalities information about yourself for monitoring purposes), 'Vital interests' (for example, in the rare event of an emergency or safeguarding incident which required us to share your information with emergency services) and 'Employment, social security and social protection law' (for example, when we make reasonable adjustments around a health condition you tell us about, or store details about your DBS certificate).

Please note: All volunteers who give their time to St Peter's Hospice do so completely voluntarily. You are not considered an employee of St Peter's Hospice, and no employment relationship is intended or implied.

6. What would happen if we did not collect and process your personal information?

We have an organisational responsibility towards you as a volunteer and would be unable to meet that responsibility without processing your personal information. We would not be able to contact you about your volunteering role or keep you up to date with volunteering information and opportunities. We also couldn't provide volunteering opportunities for young people or transport services for patients and their families.

7. What do we do with any personal information that is provided by third parties?

If you express an interest in one of our volunteer opportunities via third-party specialist volunteer opportunity web platforms, (for example Do-it) then the platform will provide us with a referral including details such as your a name and contact details. We also collect information from your referees to support the volunteer recruitment process. Such data is kept securely on our own internal systems and deleted when it is no longer needed.

We do not collect volunteers' personal data from any other third-party provider.

8. Who do we share your personal information with?

Except as set out in this policy, we will not sell, share, distribute or disclose your information without your consent, unless we believe in good faith that the law requires it. If we run an event in partnership with another organisation we may need to share your details with them. You will always be informed if this is the case when you register for the event.

We will sometimes share your personal information with third party organisations who process your data on our behalf to facilitate our business operations, for example with an IT system vendor such as our email provider. We always put in place appropriate contracts or agreements with third parties to ensure that your data is properly protected and treated in accordance with relevant laws and regulations.

We may need to disclose your details if required to by the police, regulatory bodies or legal advisors. We will only ever share your data in other circumstances if we have your explicit consent.

We will not sell or share your data for the purposes of direct marketing.

9. How your information is used to improve hospice services:

Volunteers contribute around £2 million of in-kind support to St Peter's Hospice and are essential to the effective provision of almost all clinical and commercial functions. To maintain and improve the services St Peter's provides to patients and families we manage our volunteer force in line with best practice. This means that we aim to keep volunteers informed, supported and involved. A key principle of best practice is clear, timely and effective communication which would not be possible without holding and processing your personal information. We also have a clear duty of care for the safety of our patients and families, this warrants the undertaking of certain health related and background checks that ensure the suitability of individual volunteers for specific roles and means we can continue to develop new and innovative projects that support our patients and families.

10. How to contact us:

Please contact us if you have any questions about this privacy notice or the information we hold about you. If you wish to contact us, please send an email to: data.protection@stpetershospice.org or write to us at: Data Protection, St Peter's Hospice, Charlton Road, Brentry, Bristol, BS10 6NL.

Please note: The Volunteers Privacy Policy may be updated from time to time. The current version is always available on this page.