Privacy Notice

ValueYou is a data controller and data processer for three data sets. This privacy notice explains the legal basis for the data processing we undertake for all three sets of data. For all of the data sets, access to the data is restricted through spreadsheets, which can only be accessed by ValueYou, and our scheme partners who have an equal lawful basis to access the data as detailed below to support the running of the scheme.

Across all our data processing activity we can confirm that we do not process sensitive data, people would expect us to use their data in this way, we explain it to them through this privacy notice and a summary on the application form and we do not believe anyone would be likely to object or find it intrusive.

Our purpose in processing all three data sets is the effective provision and funding of our volunteer recognition scheme for the benefit of the public and our scheme participants. This is further sub-divided into processing of data for the core service of the scheme and supportive activities to support the effective running of the scheme.

The three data sets are:

1. The details of the volunteers that register with the scheme. This includes their names, address and details of their volunteering activity and email addresses and telephone numbers and date of birth when provided.

2. The details of the businesses that register with the scheme. This includes the name, address and contact details of the business and the name of the responsible person that registers the business.

3. The details of the volunteer manager that confirms the volunteering activity when the volunteer registers or the details of other volunteer managers we proactively identify. This includes their name and one of or all of the following: email address, phone number, address.

Purpose 1-core running of the scheme

The legal basis for processing the above three categories of data for the purpose of the core running of the scheme is legitimate interest. ValueYou has a legitimate interest in processing the above data to enable us to effectively deliver a volunteer recognition scheme as part of our charitable purpose for the wider public benefit.

In terms of the specific legal grounds we have a relevant and appropriate relationship with the volunteers and the businesses that register and they would have a reasonable expectation that we will process their data to enable the delivery of the scheme.

In relation to the volunteers, where we are working with a partner in their area to deliver the scheme volunteers are informed of this information and the equal application of the legitimate interest in processing the data at the time of the application.

In relation to notifying volunteer managers of applications by their volunteers we believe volunteer managers would have a reasonable expectation that they might be contacted by a third party in relation to the activity of their volunteers in the same way an employer might be contacted for a reference by a third party in relation to their employees. This also enable us to reduce the risk of fraud.

In relation to proactive contact of volunteer managers as we only use details publically available and are specific in who we contact we do not believe they would consider it intrusive and would have a reasonable expectation they would be contacted in this way as part of an initial introduction to the scheme or plans to launch it. This is distinguished from ongoing communication as discussed below.

If we could not process this data in relation to the core running of the scheme we could not deliver the ValueYou scheme and it is necessary for the purpose of delivering the scheme.

Purpose 2-supportive activities

The legal basis for processing the above data for supportive activities for running the scheme is different depending on the data category as explained below. In relation to all these activities we provide an opt out.

1. We send emails to volunteers that have registered and we have a legitimate interest in providing them with ongoing information about the running of the scheme. Individuals are able to opt out of this. In terms of the specific legal grounds we have a relevant and appropriate relationship with the volunteers and a reasonable expectation that we will provide them with ongoing information about the running of the scheme.

2. We send emails to businesses that have registered and we have a legitimate interest in providing them with ongoing information about the running of the scheme. Individuals are able to opt out of this. In terms of the specific legal grounds we have a relevant and appropriate relationship with the businesses and a reasonable expectation that we will provide them with ongoing information about the running of the scheme.

3. We send emails to volunteer managers providing them with ongoing information about the scheme. This is done on the basis of consent as they must opt in to receiving these emails.

If you have any questions in relation to this please email us on contactus@valueyou.org.