Privacy Notice: Contractors and Volunteers
Privacy Notice (Volunteers, Contractors, Agency Staff etc.)
Under data protection law, individuals have a right to be informed about how Peter Symonds College uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about individuals who volunteer or are contractors at the College.
We, Peter Symonds College, are the ‘data controller’ for the purposes of data protection law.
Our Data Protection Officer is Nicholas Allen (see ‘Contact us’ below).
The personal data we hold
We process data relating to those who volunteer or are contracted (but not employed) at the College. Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:
Name, date of birth, title, marital status, gender and previous names
Next of kin and emergency contact numbers
Disclosure & Barring Service (DBS) check information, barred list check information, prohibited list check information, references and other information included in an application form, CV or covering letter or otherwise
Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships
Identification to facilitate the DBS identity check which varies but may include copy of passport, driving licence, birth certificate, utility bill and bank statement
DVLA licence summary and declaration form if driving for work
Vehicle details for those who park on site
- Data about your use of the College’s information and communications system
We may also collect, store and use information about you that falls into "special categories" of more sensitive personal data. This includes information about (where applicable):
- Health, including any medical conditions
Why we use this data
The purpose of processing this data is to help us run the College, including to:
Fulfil our safeguarding obligations towards students
Assess your suitability for the position you hold
Enable us to support you in an emergency on site
- Assist us in making adjustments for disability
Our lawful basis for using this data
We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:
Fulfil a contract we have entered into with you
Comply with a legal obligation
- Carry out a task in the public interest
Less commonly, we may also use personal information about you where:
You have given us consent to use it in a certain way
- We need to protect your vital interests (or someone else’s interests)
Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent, and explain how you go about withdrawing consent if you wish to do so.
Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the College’s use of your data.
Collecting this information
While the majority of information we collect from you is mandatory, there is some information that you can choose whether or not to provide to us.
Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.
How we store this data
Where appropriate, we create and maintain a file for each individual. The information contained in this file is kept secure and is only used for purposes directly relevant to your contact with the College.
Once your relationship with us has ended, we will retain this file and delete the information in it in accordance with our retention schedule, published as part of the College’s Data Protection Policy.
Some of your information is also stored in a secure electronic Personnel database and in other College IT systems.
We do not share information about you with any third party without your consent unless the law and our policies allow us to do so.
Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about you with:
Local Authorities – to meet our legal obligations to share certain information with it, such as safeguarding concerns and for some other purposes e.g. NQT training
The DBS disclosure application processor
Your family or representatives – to protect your vital interests
Suppliers and service providers – to enable them to provide the service we have contracted them for, such as the payroll software company
Occupational health advisers
Professional advisers and consultants
Police forces, courts, tribunals
Potential future employers for reference purposes
Previous employers/individuals for reference purposes
- The Health & Safety Executive
Transferring data internationally
Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
How to access personal information we hold about you
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the College holds about them.
If you make a subject access request, and if we do hold information about you, we will:
Give you a description of it
Tell you why we are holding and processing it, and how long we will keep it for
Explain where we got it from, if not from you
Tell you who it has been, or will be, shared with
Let you know whether any automated decision-making is being applied to the data, and any consequences of this
- Give you a copy of the information in an intelligible form
You may also have the right for your personal information to be transmitted electronically to another organisation in certain circumstances.
If you would like to make a request, please contact our Data Protection Officer.
Your other rights regarding your data
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe. You have the right to:
Object to the use of your personal data if it would cause, or is causing, damage or distress
Prevent your data being used to send direct marketing
Object to the use of your personal data for decisions being taken by automated means (by a computer or machine, rather than by a person)
In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
- Claim compensation for damages caused by a breach of the data protection regulations
To exercise any of these rights, please contact our Data Protection Officer.
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
To make a complaint, please contact our Data Protection Officer.
Alternatively, you can make a complaint to the Information Commissioner’s Office:
Report a concern online at https://ico.org.uk/concerns/
Call 0303 123 1113
- Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Data Protection Officer: Nicholas Allen, contactable on email@example.com
About this privacy notice:
- Does this notice impact on equal opportunities within the College? No
- Created: 30 March 2018
- For review by the Data Protection Officer and the Director of Personnel & Corporate Services
- Review date: March 2019