Information is collected and held by the Trust to enable us to fulfil our various legal duties as a volunteer involving organisation, to ensure we offer you an outstanding volunteer experience and to maintain our standards as part of the NHS.

The information that the Trust could be holding on you includes:
• Contact details such as names, address, telephone numbers
• Recruitment records including references, proof of right to work (as applicable in a voluntary context), security checks
• Personal demographics (including gender, race, ethnicity, sexual orientation, religion, criminal matters)
• Occupational Health information
• Information relating to health and safety
• Offences (including alleged offences), criminal proceedings, outcomes and sentences
• Complaints
• Accidents
• Information relating to training
• Details on your volunteer role and the hours you contribute
• Information relating to volunteer awards and recognition activities

The information we hold, and process will be used for our management and administration. We will keep and use it to enable us to run our services and manage our relationship with you effectively, lawfully and appropriately;
• During the recruitment process
• While you are volunteering for us
• At the time when your volunteer involvement ends
• After you have left

Volunteers are required to ensure the Trust is kept informed of any changes to their personal details e.g. name change, home address, emergency contact details, etc.

You can update your personal information by contacting fhft.volunteerswph@nhs.net.  

Information collected about you is entered into the Trust’s volunteer database; Salesforce and processed during your recruitment via the NHS recruitment system TRAC. We may additionally hold paper format files on your basic information or if you have been recruited via a paper-based process. Occupational Health staff will also record and hold a record on you to meet its obligations in relation to your Health and Safety and fitness to volunteer. This is a separate record held securely within the Occupational Health Department.

Our systems are used to:

• Enter details about you and your volunteer involvement at the Trust e.g. start date, next of kin details, volunteer role details and recruitment information
• Record details of your training
• To accurately direct communications to you via email, phone, post or text. These communications will be relevant to the nature of your role and only continue for the duration of your volunteer involvement
• Ensure you are matched to roles that you can operate safely and lawfully in (e.g. possession of a driving license, age limits or considerations pertaining to health and safety)

The Trust will keep a copy of your volunteer record for six years after you have left the Trust.

The Trust will only share information about you with external organisations if:

• We have your consent,
• Where there is a legal requirement to do so
• Where it is appropriate to do so for the purposes of your volunteer involvement with the Trust (e.g. passing on dietary requirements to a volunteer party event venue).

Any information shared will be the minimal required, and all the organisations the Trust shares your information with are subject to strict information sharing protocols.

We will periodically appoint external auditors to undertake audits of our volunteer data to achieve external assurance on the information and data that has been collected and held. These external companies are bound by a strict contract of engagement and will only use the minimum information necessary for the audit. They will also be required to delete all data at the end of the audit. 

We are part of the Frimley Health Integrated Care System ICS). This is a system in which our local commissioners, healthcare providers and local authorities work in partnership to take collective responsibility for resourcing the provision of health in our area. The ICS share data for the purposes of supporting research and data analysis across our area. Any information shared between the ICS is always done in a secure and anonymised way.

From application through to recruitment and for a set period once starting at the Trust, your information is gathered and stored in the TRAC System, more information is available via the TRAC privacy policy at http://trac.jobs/.

There could be instances where the Trust is asked to share information about you with another organisation e.g. mortgage company, employment references, solicitors, police, property rental companies. Typically, these requests will be initiated by you, and as a Trust we are happy to support you by providing the appropriate information. Where requests are made, information will only be shared with your consent, unless required by the law.

Everyone volunteering in the Trust has a legal duty to keep your information secure and confidential, which means only staff that have a legitimate need will be able to access your information. The Trust will only collect minimum information required to manage your volunteer involvement.

Under the Data Protection Act (GDPR), organisations who collect your information:

• Should be open about why they are collecting it
• Should only use it in a reasonable way that you would expect; and
• Shouldn’t use it in a way that is unfair to you.

You also have rights over your information including the right to:

• Obtain a copy of the data held about you in any “relevant filing system".
• Have factually incorrect information about you corrected.  Have your information kept secure.
• Request that we stop processing your information (however a basic record of your involvement with the Trust will remain on file for 6 years following the cessation of your volunteering)

If you would like to know what information the Trust holds about you or obtain a copy of the information held, you should write to Voluntary Services and/or the Occupational Health Department.

Once a request for information has been received by the Trust there is a legal obligation to provide copies of information within one calendar month.

There is no legal right to information held in an unstructured format e.g. copies of emails and some manual records. The Trust may refuse requests of this nature however it will endeavour to provide you with information wherever possible. Requests of this nature can take longer to respond to and may incur a fee.

If you wish to obtain further information, please do not hesitate to contact Voluntary Services via email on fhft.volunteerswph@nhs.net

The Data Protection Officer for the Trust is Nicola Gould, Associate Director of Information Governance. If you are concerned about how the Trust is sharing or using your information, please contact her on:

Email: fhft.information.governance@nhs.net

Additionally, all individuals have the right to appeal to the Information Commissioner (Tel: 01625 545 745). Further details can be found at http://www.ico.org.uk/

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.  We may also notify you in other ways from time to time about the processing of your personal information.