Guidance

Volunteer privacy notice

Updated 13 November 2024

Applies to England

© Crown copyright 2024

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This publication is available at https://www.gov.uk/government/publications/natural-england-privacy-notices/volunteers-privacy-notice

Who collects your personal data

The data controller is Natural England at:

Foss House, Kings Pool, 1-2 Peasholme Green, York, Y01 7PX

Send questions about how Natural England uses your personal data and your associated rights to the Data Protection Manager at foi@naturalengland.org.uk or:

Natural England, County Hall, Spetchley Road, Worcester, WR5 2NP

The Data Protection Officer for the Department for Environment, Food and Rural Affairs (Defra) group is responsible for checking that Natural England complies with legislation. You can contact them at DefraGroupDataProtectionOfficer@defra.gov.uk or:

Department for Environment, Food and Rural Affairs, SW Quarter, 2nd floor, Seacole Block, 2 Marsham Street, London SW1P 4DF

What personal data’s collected and how it’s used

Natural England uses your data for administrative purposes to support and manage your volunteering role. These purposes may include, but are not limited to:

  • records maintenance
  • health and safety obligations
  • identifying volunteering and training opportunities
  • reregistration
  • communication about your volunteering role

Natural England uses the health data you provide:

  • to keep you and others safe while volunteering
  • in risk assessments, and to put in place countermeasures for identified risks

Volunteering is a role carried out in the public interest. Natural England must process your data to support and manage this role.

Natural England must process your health data:

  • for public health reasons, such as keeping members of the public and other volunteers safe
  • to fulfill its duty of care for volunteers under Section 3 of the Health and Safety at Work Act 1974

The processing of your data is not based on consent. You cannot withdraw it.

Who Natural England shares your personal data with

If your volunteering role involves direct contact with a partner organisation or supervision by another volunteer, Natural England will securely share some information with them. This makes sure:

  • you get continuity of support and management in your volunteering role
  • the aims of a project or contract are met

Details shared may include, but are not limited to your:

  • name
  • contact details
  • emergency contact details
  • training records
  • personal risk assessments

If you’re a Volunteer Bat Roost Visitor (VBRV) or a trainee VBRV, Natural England will securely share some information with its contractor for bat advice. Natural England will also grant the contractor limited access to the volunteer database to meet the aims of the contract. Details shared may include, but are not limited to your:

  • name
  • contact details
  • emergency contact details
  • training records
  • personal risk assessments

If you claim out-of-pocket expenses, Natural England will share your bank details with its financial payments provider.

Natural England respects your personal privacy when responding to access to information requests. Natural England only shares information when necessary to meet the statutory requirements of the Environmental Information Regulations 2004 and the Freedom of Information Act 2000.

How long Natural England holds personal data

Natural England keeps personal data for:

  • 2 years after your volunteering role ends
  • 7 years if your personal data relates to a formal complaint or a reported health and safety incident

If you’re interested in volunteering, Natural England will keep your details on file for up to 6 months. If there’s not a role immediately available, Natural England will remove them.

What happens if you do not provide the data

Natural England cannot accept your offer to volunteer if you do not provide the information requested.

Use of automated decision-making or profiling

The information you provide is not used for:

  • automated decision making (making a decision by automated means without any human involvement)
  • profiling (automated processing of personal data to evaluate certain things about an individual)

Transfer of data outside the European Economic Area (EEA)

Natural England will not transfer your data outside the EEA.

Your rights

Find out about your individual rights under the General Data Protection Regulation (GDPR), the Data Protection Act 2018.

Complaints

You have the right to make a complaint to the Information Commissioner’s Office at any time.

Natural England’s personal information charter

Natural England’s personal information charter explains more about your rights over your personal data.

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