Community of Practice

Data Policy

1. Introduction and Definitions 

 ‘Data Controller’, ‘Data Processor’ and ‘process’ have the meanings given to them in the Data Protection Act 2018 and the Retained Regulation (EU) 2016/679 (UK GDPR) ; 

‘Personal data breach’ has the meaning given to it in article 4(12) of the Retained Regulation (EU) 2016/679 (UK GDPR) ; 

‘Personal Data’ shall mean the personal data of the Service Users, including their name, contact details, email, address, disability information, gender and employment or education experience.

‘Privacy Laws’ means the Data Protection Act 2018, the General Data Protection Regulation 2016/679, and the Privacy and Electronic Communications Regulations 2003, replaced or superseded from time to time, including by the UK GDPR and laws implementing or supplementing the UK GDPR ;

VOLUNTEERTECH LIMITED (“we,” “us,” or “our”), company number 16317339, is committed to protecting the privacy and security of your personal data. This Data Policy outlines how we collect, use, store, and share your personal data within the “Digital in Volunteering” Community of Practice (the “Community”).

We are committed to complying with the General Data Protection Regulation (GDPR) and all applicable data protection laws.

2. Data Controller

VOLUNTEERTECH LIMITED is the data controller responsible for your personal data processed within the Community.

3. Data We Collect

We may collect the following personal data from you:

  • Contact Information: Name, email address, and any other contact details you voluntarily provide.
  • Professional Information: Job title, organisation, and relevant professional experience.
  • Community Participation Data: Contributions to discussions, forum posts, shared resources, event attendance, and feedback.
  • Technical Data: IP address, browser type, operating system, and other technical information collected automatically when you access the Community platform.
  • Preferences: Communication preferences and areas of interest related to the Community.
  • Data provided during event registration: dietary requirements, access needs, and other data needed to facilitate event participation.

4. Legal Basis for Processing

We process your personal data based on one or more of the following legal bases:

  • Consent: When you provide your explicit consent to process your data for specific purposes.
  • Contractual Necessity: When processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.  
  • Legitimate Interests: When processing is necessary for our legitimate interests (or those of a third party), provided your rights and freedoms do not override those interests. Our legitimate interests include:
    • Operating and managing the Community.
    • Communicating with Community members.
    • Improving the Community’s content and services.
    • Organising and promoting Community events.
    • Protecting our legal rights.
  • Legal Obligation: When processing is necessary to comply with a legal obligation.

5. Purposes of Processing

We process your personal data for the following purposes:

  • To administer and manage your membership in the Community.
  • To facilitate communication and collaboration among Community members.
  • To provide you with relevant information and resources related to the Community.
  • To organise and manage Community events.
  • To improve the Community’s content and services.
  • To respond to your inquiries and requests.
  • To comply with legal obligations.

6. Data Sharing

We may share your personal data with:

  • Third-party service providers: These are companies that assist us in operating the Community (e.g., associations and sector partners, platform providers, event management tools). We ensure these providers comply with GDPR.
  • Other Community members: Information you share within the Community forum or during events may be visible to other members.
  • Legal authorities: If required by law.

We will not sell or rent your personal data to third parties.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, and destruction.  

8. Data Retention

We will retain your personal data for as long as necessary to fulfill the purposes outlined in this policy, or as required by law. When data is no longer needed, it will be securely deleted.  

  • Community membership data will be kept while the member is an active member, and for a reasonable period after inactivity of 2 years.
  • Event registration data will be kept for 2 years after the event.
  • Any data required for legal reasons will be kept for the required legal period.

9. Your Rights

Under the GDPR, you have the following rights:

  • Right to Access: You can request access to your personal data.
  • Right to Rectification: You can request that we correct any inaccurate or incomplete personal data.  
  • Right to Erasure (“Right to be Forgotten”): You can request that we delete your personal data in certain circumstances.  
  • Right to Restriction of Processing: In certain circumstances, you can request that we restrict the processing of your personal data.  
  • Right to Data Portability: You can request to receive your personal data in a structured, commonly used, and machine-readable format.  
  • Right to Object: You can object to the processing of your personal data in certain circumstances.  
  • Right to Withdraw Consent: If we rely on your consent to process your data, you can withdraw it at anytime.  
  • Right to lodge a complaint: You can lodge a complaint with the Information Commissioner’s Office (ICO).

10. Contact Us

If you have any questions or concerns about this Data Policy or your personal data, please contact us at:

VOLUNTEERTECH LIMITED
Parkway 5,
Parkway Business Park,
Manchester,
M14 7HR

info@volunteer.tech

11. Changes to this Policy

We may update this Data Policy from time to time. We will notify you of any significant changes by posting the revised policy on our website or by other appropriate means.  

12. Information Commissioner’s Office (ICO)

You can also contact the ICO for data protection-related issues.

Information Commissioner’s Office
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk