Privacy Notice

1. The Bureau – who we are and what we do

The Bureau is a community charity and nationally accredited volunteer centre. The needs and rights of both local people and our volunteers are at the heart of everything we do. We are committed to developing solutions that can be delivered through effective voluntary action and partnership working. We run several social groups and initiatives aimed at combatting loneliness and isolation, mostly staffed by volunteers to build their self-esteem and improve their workplace skills.

2. How we collect and store information about you

Your personal information is collected on a form, and then scanned and stored digitally on one of the relevant password-protected third-party database software applications. Once uploaded and/or entered onto the system, the physical form is then destroyed.

3. Information we collect and why we use it

The Bureau collects personal information when you register with us as a volunteer, or as a client.

The Bureau will collect personal details including name and date of birth, contact details including address, e-mail, and telephone number. Other personal details relating to health conditions, interests and hobbies will also be collected.

The Bureau will collect this personal information for the purposes of contacting you, assessing any support requirements, and to ensure that you are placed appropriately within our organisation in a way that fits your interests, needs and capabilities.

4. Marketing

We will only contact you about our work in the community, other organisations, and ad-hoc volunteering opportunities if you opt-in to receive our e-mail communications. If you receive any correspondence from us that you do not wish to, please let us know and we will mark you on our system as having opted-out of communications.

5. Sharing your Information

We may share your details with any agencies or services we refer you to, but we will always ask for your consent before we do.

We may share your details without your consent if there are concerns around safeguarding. You can find full details of this by reading our safeguarding policy which you can find on our website.

6. Keeping your information safe

Only our staff, and DBS checked volunteers have access to your information, which is held in a password protected software application. We destroy any paper copies of information provided as soon as they are uploaded to these applications.

7. How long we hold your information for

We will store your details on our systems for as long as you interact with us, or unless you request that your data is removed. If there are any changes to your details, please let us know so that we have the most accurate information available for you.

8. Your rights

You have various rights in respect of the personal information we hold about you, which are set out in more detail below.  If you wish to exercise any of these rights or make a complaint, you can do so by contacting our Central Services team at The Bureau; Bank House, 22 Henry Street; Glossop SK13 8BW, by email at lauren@the-bureau.org.uk or by phone on 01457 865722.

• Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge.  Please make all requests for access in writing,and provide us with evidence of your identity.
• Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.  Please contact us as noted above, providing details of your objection.
• Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
• Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
• Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
• Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
• Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
• No automated-decision making:  Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention.  You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law.  You also have certain rights to challenge decisions made about you.  We do not currently carry out any automated decision-making.

Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.

If you no longer wish to have your details stored with us, or have any further questions about how your data is used and where, please contact Lauren Moore, Operations Manager at lauren@the-bureau.org.uk.