BCHC Charity Volunteer Privacy Notice

BCHC Charity is an official charity registered with the Charity Commission under the Registered Charity Number 1069427 to raise and receive legacies and donations for Birmingham Community Healthcare NHS Foundation Trust.

 

Our fundraising is a way of providing 'extras' not funded as part of core NHS services. These are the things that will bring a smile to patients, to enhance their experience or improve their care with us, or it could be a piece of equipment, piece of research or a training course that will improve the care staff can provide.

The data we process about you may include, but is not limited to your:

• Name.
• Contact information including email address, postal address, telephone number.
• Age.
• Gender.
• Emergency contact information.
• Training records.
• Personal risk assessments.
• Bank details (if expense claims are made).
• Equal opportunities monitoring information including race and ethnic origin, religion or belief (you can select option 'prefer not to say' if you do not want to provide this data).
• Health data including disability.
• Criminal conviction data.

 

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

• Processing your volunteer application including references, occupational health clearance, DBS checks and eLearning.
• Communicating with you about your volunteering role.
• Identifying volunteering and training opportunities.
• Records maintenance such as keeping a record of your volunteering activity and training needs.
• To use your image or stories on our Trust website, social media platforms (with your consent).
• For legal or regulatory obligations.

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

 

We must process your special category data (health and criminal conviction data):

• To keep you safe whilst you are volunteering with us.
• For public health reasons, such as keeping patients, staff, members of the public, and other volunteers safe.
• For risk assessments, and to put in place countermeasures for identified risks.
• To fulfil duty of care to volunteers under Health and Safety law.
• Maintain and promote equality.

We may take photos or video footage during your time volunteering with us. These may be used to promote the work of BCHC through social media, websites, printed materials, and other channels.

 

You'll be given the opportunity to provide or decline consent for photography and videography on the day of your volunteering.

If your volunteering role involves direct contact with a partner organisation (usually Birmingham Community Healthcare NHS Foundation Trust) or supervision by another volunteer, BCHC Charity will securely share some information with them.

 

This ensures:

• You get continuity of support and management in your volunteering role.
• The aims of a project or placement 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 claim out-of-pocket expenses, we will share your bank details with our financial payment provider.

We keep your personal data for:

• 6 years after your volunteering role ends and also
• 6 years following a formal complaint made about you or a reported health and safety incident.

 

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

We take our duty to protect your personal information and confidentiality seriously. We are committed to taking all reasonable measures to ensure the confidentiality and security of personal data for which we are responsible for.

 

We store all personal information on a dedicated, protected database.

We will not transfer your data outside the UK.

Under data protection law, you have rights including:

• Your right of access: you have the right to request a copy of information we hold about you.
• Your right to rectification: you have the right to ask us to correct information that is factually incorrect, or to include anything that is missing.
• Your right to erasure: you can ask us to delete your details from our mailing list at any time.
• Your right to restriction of processing in certain circumstances.
• Your right to object to processing in certain circumstances.

The personal information you provide to us 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).

You can contact us with any enquiries, concerns, or complaints about how we use your personal data and your associated rights:

• Email: bchc.charity@nhs.net
• Address: BCHC Charity, 3 Priestley Wharf, Holt Street, Birmingham, B7 4BN.
• Telephone: 0121 466 7314

 

The Data Protection Officer for Birmingham Community Healthcare Trust is responsible for ensuring that BCHC and BCHC Charity comply with Data Protection legislation. You can contact them at bchc.dpo@nhs.net

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office

• Website: https://ico.org.uk
• Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• Telephone: 0303 123 1113