Covid-19 volunteers privacy notice

This privacy notice is designed to help you understand how and why North Yorkshire Council processes your personal data. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). This notice relates to the Covid-19 volunteer team school readiness service.

The council has appointed Veritau to be its data protection officer. Their contact details are:

What personal information do we collect?

The council may collect the following personal data :

  • name,
  • address,
  • email,
  • telephone number,
  • whether over 18 years old
  • any health issues you choose to tell us about that may affect your volunteering
  • skills and suitability for particular volunteering tasks

When you reclaim expenses, you will asked to provide your payment account information.

Why do we collect your personal information?

We collect this data in order to keep you up to date with any changes to volunteering activities with us and to help us arrange and carry out volunteering activities.

We will ask for your address because we may need to send you necessary (resources/equipment) for your volunteering activities or need volunteers in specific areas of the county.

We will also we keep you up to date with relevant news if you request this.

Who do we share this information with?

Information may be shared with the organisations we are working with in order to assist us in delivering these services.

How long do we keep your information for?

Data held

Retention period

Volunteer Information

Information will be held on our system whilst you remain a volunteer, after which we will retain the information for a period of a year. We will regularly review your record to ensure details are still correct.

Marketing and news updates

Your information will be processed for this purpose for as long as you consent

Claiming expenses

This information will be held for the duration of your volunteering and for 6 years after last payment has been made for accounting purposes

Please note, the UK government has announced the Covid-19 public inquiry which requires the council to retain information for compliance with the inquiry, therefore the above retention periods may be extended. Once concluded, the council will dispose of information in accordance with appropriate retention periods.

What is our lawful basis for processing your information?

North Yorkshire Council relies on the following lawful basis to process your personal data.

For the sending of marketing material, the council relies upon:

  • UK GDPR Article (6)(1)(a)- the data subject has given consent to the processing of his or her personal data for one or more specific purposes

For the processing of information related to you as a volunteer, North Yorkshire Council relies on the following lawful basis:

  • UK GDPR Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest

When processing special category data, the Council will rely on the following lawful basis:

UK GDPR Article 9(2)(g) – processing is necessary for reasons of substantial public interest with processing meeting Schedule 1, Part 2, of the Data Protection Act 2018 as below:

•         (6) Statutory and government purposes

The legislations, policies and guidance that relate to this service include, but are not limited to:

  • the civil contingencies act 2004 and (contingency planning) regulations 2005
  • the local government act 1972
  • the local government act 2000
  • care act 2014

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.