Privacy Policy

Updated 8 February 2021

This privacy notice for volunteers describes how we collect and use your personal data during and after your volunteering relationship with us, in accordance with the General Data Protection Regulation (GDPR) and Data Protection Act 2018. It applies to all prospective, current and former volunteers. However, the information we will process about you will vary depending on your specific role and personal circumstances. FareShare is the data controller for this information unless this notice specifically states otherwise. It is important that you read this privacy notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information. This notice should be read in conjunction with our website privacy notice.

Data Protection Principles

Under GDPR, all personal data collected and held by us must be processed according to a set of principles. We will ensure that data we hold about you is:

The types of data we hold about you

Volunteer groupType of data collectedWhat the data is used for
VolunteersPersonal contact details such as name, personal email address, phone number, home addressTo contact you about your volunteering and involvement with FareShare

To tell you about operational and impact updates and to keep you informed about your role and responsibilities by email, letter, phone or SMS messages

To contact you in line with your marketing preferences, including subscribing to newsletters, to new volunteering projects and opportunities (e.g. the Tesco Food Collection Project)

To contact you if you have been nominated for any awards (e.g. our annual Volunteering Awards)

To contact you where you have been referred by another individual who has registered for the Tesco Food Collection project

VolunteersRecruitment based information such as references and referee contact detailsTo make a decision about your recruitment
VolunteersIf you are under 16 years of ageTo assess whether your eligible to volunteer
VolunteersYour date of birth
  • To assess what roles are appropriate for you
  • To be aware of the need to put in place additional safeguards if aged 16-17 (in future)
  • To send Happy birthday messages
VolunteersInformation about your next of kin and emergency contactTo contact someone in case of an emergency
VolunteersData about your race, ethnicity, or religious beliefs, where done with your consent, and where provided on a non-anonymised basis
  • In volunteer surveys to assess your volunteering experience
  • To assess if we are representative of the community and to make steps to improve diversity
VolunteersYour bank account detailsTo reimburse you for expenses
VolunteersDetails about your driving license and car registration where you drive vehicles owned or leased by FareShareTo ensure you are eligible to drive
VolunteersInformation from Disclosure and Barring Service (DBS) checks, including the outcome of the checks, if your role requires oneTo make a decision about your recruitment
VolunteersDietary requirements, passport details, travel details, railcard information, guest namesTo make travel and event arrangements for you, where necessary, if you have been nominated as part of our Volunteering Awards or similar events
VolunteersPhotos and case studies, with your explicit consent and based on the consent preferences you selectWe will use your image to promote the work and values of Fareshare. These photos can be used in our publications (e.g. annual report, report to our funders), or as standalone images (e.g. on social media on our website)
VolunteersInformation about your criminal recordTo make a decision about your recruitment for the role you are applying for
VolunteersAccident records if you have an accident whilst volunteering with usTo comply with our health and safety obligations
VolunteersInformation about your health, including any medical conditionsTo comply with our health and safety obligations and to enable any reasonable adjustments to be made
VolunteersInformation regarding any training you receiveTo meet the development and compliance needs required in your role
TrusteesContact details, country of residence / nationality / date of birth, occupation, professional profileTo register you as a Trustee with Companies House and the Charities Commission, to add your profile on our website, and to contact you in relation to your role at FareShare

Collecting your personal data

We collect personal data directly from you through the application and recruitment process. In the case of the Tesco food Collection project, we also collect data about you if you have been referred by someone who has registered for the project. We may also collect additional information on you from third parties, for example from referees that you have provided. If you are successful with your volunteering application, we may gather further information directly from you, such as your bank account details, and your next of kin. We may collect additional personal data directly from you in the course of your volunteering activities, such as images of you in photos for any marketing campaigns that you consent to, or your passport and travel details if you are nominated for our Volunteer Awards.

Lawful basis for processing your personal data

Depending on the processing activity, we rely on the following lawful basis for processing your personal data under the GDPR

Special category data

Special category data and criminal conviction data require a higher level of protection. Listed below are examples of processing activities that we regularly undertake in respect of these types of data.

In addition to the activities listed below, it may sometimes be necessary to process this sort of information for exceptional reasons, for example, because it is necessary to protect your vital interests or those of another person.

Health (including disability)

We will process data about your health where it is necessary, for example, to record absence from volunteering due to sickness, to determine fitness for your role or to determine whether it is necessary to make reasonable adjustments for disability. There may also be circumstances where we ask for your explicit consent to share data about your health.

The lawful basis we rely to process this data are:

Criminal conduct (including convictions, proceedings or allegations)

Data about spent criminal convictions or any barring decisions will only be collected if you have applied for and been appointed to particular posts, and where we are legally required to do so. We use this data in order to assess your suitability, and ongoing suitability for a role. We may also process data relating to criminal conduct for disciplinary reasons in order to exercise rights under our volunteering arrangement with you.

The lawful basis we rely to process this data are:

How long we keep your personal data

We will retain your data for as long as we need it to fulfil our purposes, including any relating to legal, accounting, or reporting requirements. For information about how long we hold your personal data, see FareShare’s retention schedule.

Data sharing

In order to perform our contractual and other legal responsibilities, or where it is in our legitimate interest in order to do so, we may need to share your information with the following types of organisation:

Where information is shared with third parties, as a principle, only minimal information will be shared as necessary and only where we have identified a lawful basis, and the data is proportionate to the need.

Do we use any data processors?

Yes, our list of data processors is as follows

Data processorPurposePrivacy notice
DVLACar registration checksDVLA
KeytravelTo make travel arrangements where requiredKeyTravel
GetfeedbackVolunteer surveysGet Feedback
SurveymonkeyVolunteer surveysSurvey Monkey
Gravity formsTo capture information on our websiteGravity Forms
SalesforceVolunteer data managementSalesforce
V4S KioskShift managementV4S Kiosk
SMS MagicShift managementSMS Magic
UK MailSending lettersUK Mail
Aaron’s DepartmentDBS ChecksAaron’s Department

Protecting your data

We have in place appropriate technical and organisation measures in order to safeguard your data against accidental loss or disclosure, destruction and abuse. In addition, we limit access to your data to only those parties and individuals who have a business need to know.

Your rights in relation to this processing

As an individual you have certain rights regarding our processing of your personal data. In addition you can make a subject access request by emailing: [email protected]

You can also contact or lodge a complaint with the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113.

FareShare’s Data Protection Officer is Philippa Ward: [email protected]

Keeping your data up-to-date

It is important that the data we hold about you is accurate and current. Please keep us informed of any changes that may be necessary during your working relationship with us through this email: [email protected]