Privacy Notice for Volunteers

Who are Centrepoint?

Centrepoint Soho, a company limited by guarantee (Company Number: 01929421) and a charity registered with the Charity Commission for England and Wales (Charity Number: 292411) which is also registered as a Housing Association (No. H1869) and its trading company CP Trading Limited, a company limited by shares, Company Number: 02951328 both of which have their registered office at Central House, 25 Camperdown Street, London, E1 8DZ. Together, Centrepoint process your personal data in accordance with the UK Data Protection laws, specifically GDPR as defined below and the Data Protection Act 2018 (together the Data Protection Law) and the information set out in this privacy statement.

Centrepoint Soho (the Charity) is the UK's leading youth homelessness charity. We support young people aged 16–25 across 60 services in London, Yorkshire, Manchester, and the North East of England. We also do some trading activities through CP Trading Limited (CP Trading). 

What the law says Centrepoint must do

GDPR means EU Regulation 2016/679 of the European Parliament and of the Council of 27th April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (the General Data Protection Regulation - GDPR) which has been directly imported into the law of England and Wales, Scotland and Northern Ireland (UK Law) by virtue of section 3 of the European Union (Withdrawal) Act 2018 as amended by the Data Protection, Privacy and Electronic Communications (Amendment Etc.) (EU Exit) Regulations 2019.

The Information Commissioners Office (ICO) is the regulator with the responsibility for protecting the personal data rights of people within the UK, under the General Data Protection Regulation 2016/679 and Data Protection Act 2018 (DPA). Our ICO Registration No. is ZA5455259. 

Centrepoint are registered as a “Data Controller” with the ICO. As a Data Controller we decide what information we collect, how we collect it, the purpose for which we collect it and what we do with it. This means we have specific responsibilities in relation to the personal data we collect. 

This privacy notice sets out how Centrepoint processes your personal data. Legally we must have different notices for the different data we collect - young people, donors, volunteers, supporters etc. These can be found at https://centrepoint.org.uk/privacy.

What information do we collect?

We may collect your:

  • Name;
  • Current address and previous five years addresses;
  • Email address;
  • Telephone number (mobile);
  • Contact preference; 
  • Gender identity; 
  • Racial or ethnic information; 
  • Religious or philosophical beliefs; 
  • General health, physical and mental health information; 
  • Sexual orientation; 
  • Actual or alleged criminal offences;
  • Employment details;
  • Work history; 
  • Education history; 
  • References; 
  • Information in relation to your hobbies and interests; 
  • Details of your next of kin; 
  • Bank account details; 
  • Date of birth;
  • Biographical details;
  • National Insurance Number;
  • Identification details, such as passport, driving licence etc. 
  • Survey responses; 
  • Your photo and CCTV images; 
  • Photographs and video recordings, and; 
  • Information you have entered on to our website.   

Why do we collect your information?

We collect your information in order to: 

  • Acknowledge and process your application to become a volunteer; 
  • Provide you with information about volunteering opportunities and internal employment opportunities;
  • To match you with suitable young people; 
  • Administer your volunteering at Centrepoint, such as repayment of expenses;
  • Adhere to statutory and regulatory compliance;
  • Process any enquiries or complaints raised by you and responding to any communications from you;
  • Share your information to third parties with whom we have a relationship under which your personal data are protected, and;
  • Invite you to training sessions and events;
  • Send electronic communications to you keeping you informed about the activities falling into any of the above categories, and; 
  • Illustrate the demographics of volunteers at Centrepoint.

Please note that Centrepoint needs to process your personal data to provide our services to you and to make sure we meet our legal obligations, as set above. If you do not provide your personal data, we may not be able to provide you with some or all of the services you have requested.

You can object to your personal data being used by Centrepoint by contacting our Data Protection Team.

Processing your data

In order to process personal data the law says Centrepoint must have a legal basis to do so. The legal basis which allows Centrepoint to process your personal data are:

  • legitimate interests for Centrepoint to provide you with a service(s)
  • for the performance of a contract
  • to comply with legal obligations
  • to protect your vital interests or those of another person
  • you have made an application to become a volunteer at Centrepoint;
  • the need to comply with regulatory requirements in relation to your volunteering, for example, the need to comply with safeguarding and Disclosure and Barring Service (DBS) requirements;
  • that the processing is reasonable in relation to the activities to which they relate;
  • the processing is such as you would reasonably expect to be undertaken by Centrepoint in managing volunteers; 
  • that the processing is necessary in respect of the activities that are undertaken and is in the interests of Centrepoint and the relevant third parties and does not limit your interests or fundamental freedoms guaranteed by Data Protection Laws;

If you would like to withdraw your consent of us processing your personal data, we would still be required to retain your personal data for a time that is reasonable to fulfil the purpose in this notice, meaning that consent is not freely available.

When making your application to become a volunteer at Centrepoint you created a relationship between us. Where you did not opt out of receiving electronic communications from us, we have treated this as consent to send you communications electronically (commonly called “a soft opt in”). As the legal basis of the processing, Centrepoint undertakes in relation to electronic communications is your consent, please note that you may withdraw this consent at any time. 

It is not intended that Centrepoint will undertake any further processing of your personal data other than that which is set out in this notice. However, if this changes Centrepoint will provide you with further information.

Where do we get your personal data from?

We get your personal data from:-  

  • You directly, by completing paper forms, by contacting our helpline and web chat, by face to face, telephone or email conversations with a member of Centrepoint’s staff;
  • Digital forms completed through our website and online surveys; 
  • CCTV images from our premises;
  • From our social media pages, and; 
  • Third party companies and websites.

How do you share and/or transfer my personal data?

We may share or transfer your personal data with the following organisations or types of organisations: 

  • Service providers in order to provide you with the services you have requested. For example, web hosting providers, telephone system providers and cloud storage providers; 
  • Third parties with whom we have a relationship including our sub-contractors; 
  • Regulatory and Quality Mark organisations to undertake inspection and audit activities, to ensure the quality of our work and to improve the delivery of the services we provide. 

It is the intention of Centrepoint that your personal data will remain within the countries of the European Union (EU) and the European Economic Area (the EEA) and countries where the EU has decided that the country has adequate data protection laws in line with those in the EU. 

Your personal data will only be transferred outside of the EEA or another country which has been declared as having adequate data protection laws, where:

  • The transfer is necessary for the performance of any contract with you;
  • You have entered your personal data into our website and the information has been transmitted from your server to our server using systems based outside of the EEA;
  • We have entered into an appropriate contract protecting your rights and freedoms which is enforceable by you or the data protection authorities or
  • We have obtained your explicit consent.

Generally, we do not expect that your personal data will be transferred outside of the EEA. 

How long do you keep my personal data?

We will store your personal data for the duration of our relationship with you unless a longer retention period is permitted by law.  We will store personal data in accordance with our retention policy. 

What are my personal data rights?

Please note - we will only provide personal data to you if we are satisfied you have established your identity. This may include a copy of your passport or other identification document(s). We will only provide information to you at an address which we have verified as belonging to you.

  • You have a right to ask us to correct any inaccurate or incomplete personal data which we process about you. To do this, please contact us, giving an explanation of why you believe the information is inaccurate will help us correct the information.
  • You have the right to ask Centrepoint to delete certain personal data relating to you (as set out in Article 17(1) of the GDPR). Please email dataprotection@centrepoint.org setting out the reasons why you would like your personal data deleted.
  • You have a right to ask Centrepoint to restrict the processing of your personal data. Please email dataprotection@centrepoint.org setting out the reason(s) you would like the personal data Centrepoint holds about you to be restricted.
  • You have the right to object to your personal data being processed, for example, automated decision making, direct marketing and profiling activities. If you wish to exercise this right please contact our Data Protection Team.
  • You have the right to data portability - that is to ask us to transfer your personal data electronically to another organisation in certain circumstances. Contact our Data Protection Team to exercise this right.

How do I complain? 

Please contact the Head of Compliance who acts as our Data Protection Officer. 

In writing at Centrepoint, Central House, 25 Camperdown Street, London E1 8DZ;

By email at dataprotection@centrepoint.org; or

By telephone by calling 0800 587 5158.

You also have the right to lodge a complaint about the processing of your personal data by Centrepoint by contacting the Information Commissioner’s Office (ICO). The ICO can be contacted at: Wycliffe House, Water Lane, Wilmslow, SK9 5AF. Telephone No. 0303 123 1113, or https://ICO.org.uk. 

Cookies

In order to improve our website, we use ‘cookies’ and similar technologies. Cookies are small pieces of information sent by us to your computer or mobile device and stores on your device to allow us to recognise you when you next visit. 

We will ask you whether you give your consent for the use of cookies when you enter our website. 

For information, please see our Cookies Policy, which can be found - https://centrepoint.org.uk/cookie-policy 

Definitions

The following terms have the following meaning in this Privacy Notice:

  • Personal data means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
  • Processing means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction.
  • Controller means the natural or legal person, public authority, agency, or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law. 
  • Processor means a natural or legal person, public authority, agency, or other body which processes personal data on behalf of the controller.
  • Special Categories of personal data means personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation.

Contact

The Data Protection Officer can be contacted:

In writing at Centrepoint, Central House, 25 Camperdown Street, London E1 8DZ;

By email at dataprotection@centrepoint.org or

By telephone by calling 0800 587 5158