Volunteering privacy statement

Why we collect information about you

We collect contact information about you to enable us to communicate with you about volunteering opportunities in Cheltenham Borough Council.

We collect any medical information you choose to share with the council that might be important in the event that you became unwell while taking part in a volunteering opportunity.

We collect contact information if you have agreed to be the emergency contact for a volunteer working with Cheltenham Borough Council.

We collect information about any criminal convictions that you may have to keep our communities, staff and any other volunteers safe.

Supervising volunteers is not a statutory duty of the council and therefore information is given on a consent basis and will not be used for any other purpose.

What information do we collect about you?

We collect your title, name, contact details, medical and emergency contact information, plus details of any criminal convictions you may have.

Who do we share this information with?

Cheltenham Borough Council regularly works on projects and events in partnership with other agencies. If you volunteer on a multi-agency project, personal information may be shared with partner agencies such as the Cheltenham Trust, Gloucestershire Constabulary and  Cheltenham Borough Homes.  Only information necessary to support the particular volunteering opportunity will be shared.

In the event of a medical emergency we may share the information you have given to us with medical personnel.

We will also share your information internally within Cheltenham Borough Council as appropriate.

If you are a green space volunteer, we will also share medical information provided with the volunteer working party co-ordinator.

Is there any information transferred to or stored on servers based outside the EEA?


How long do we keep your information?

We keep information about you on an excel spreadsheet on the council's computer server for a maximum of 5 years following the conclusion of your participation in volunteering.

Who do we collect information from?

We collect information from you via the volunteering application form.

What are the consequences if we do not collect the data?

The council would not be able to supervise volunteering activities without contact information.

The council would not know about or be able to reduce any risks to yourself or the community as a result of your volunteering.

Are any decisions about you made by automatic means?


How do we use your information

Cheltenham Borough Council is fully committed to transparency in its dealings with the public and fully embraces the aims of the Freedom of Information Act 2000 (FOI) and the access provisions of the Data Protection Act 2018 (DPA). These acts of parliament give people the right to see or receive information held by the council.

Find out more information on data protection and freedom of information.