Applicants & Volunteer Privacy Notice

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What is the purpose of this section?

FARA Charity Shops is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for a volunteer position with FARA Charity Shops. It makes you aware of how and why your personal data will be used, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation (GDPR).

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Data protection principles

FARA Charity Shops will comply with data protection law and principles, which means that your data will be:

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely.

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The kind of information FARA Charity Shops will hold about you

In connection with your application for a volunteer position with FARA Charity Shops, we will collect, store, and use the following categories of personal information about you:

  • The information you have provided on our application form, including name, title, address, telephone number, date of birth, gender, hours of availability per week, health status, criminal convictions.
  • Any information you provide to us during the initial interview.
  • Any other information obtained during a volunteer test day if appropriate.

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How is your personal information collected?

FARA Charity Shops collects personal information about volunteers from the following sources:

  • You, the candidate.
  • Any volunteering body or association to which you may belong;
  • Your named referees and those who might recommend you for the role.

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How FARA Charity Shops will use information about you

FARA Charity Shops will use the personal information collected about you to:

  • Assess your skills, qualifications, and suitability for the volunteer role.
  • Comply with legal or regulatory requirements.

We also need to process your personal information to decide whether to accept your offer of volunteering.

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How does FARA Charity Shops use particularly sensitive personal information

FARA Charity Shops will use your particularly sensitive personal information in the following ways:

  • We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made to any interview.
  • We will use information about your race, national or ethnic origin, religious, philosophical, or moral beliefs, your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

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Information about criminal convictions

FARA Charity Shops does not envisage processing information about criminal convictions.

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Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

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Why might you share my personal information with third parties?

FARA Charity Shops does not envisage sharing your personal information with any third parties for the purposes of processing your application.

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Data security

FARA Charity Shops has put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

FARA Charity Shops has put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

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How long will you retain my information for?

FARA Charity Shops will retain your personal information for a period of six months after we have communicated to you our decision to allow you to take up the volunteering position. After this period, we will securely destroy your personal information in accordance with our data retention policy.

If we wish to retain your personal information on file, on the basis that a further volunteering opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

Your rights in connection with personal information – access, correction, erasure and restriction

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that FARA Charity Shops is lawfully processing it.
  • Request correction of the personal information that FARA Charity Shops hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask FARA Charity Shops to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where FARA Charity Shops is 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.
  • Request the restriction of processing of your personal information. This enables you to ask FARA Charity Shops to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

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Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that FARA Charity Shops transfers a copy of your personal information to another party, please contact FARA Charity Shops HR Manager in writing at

FARA Charity Shops Head Office,

2nd Floor, Suite 1,

8 Waldegrave Road,

Teddington

TW11 8GT

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Data protection officer

FARA Charity Shops have appointed the HR Director to oversee compliance with this privacy notice. If you have any questions about this privacy policy or how we handle your personal information, please contact FARA Charity Shops HR Director. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

If you have any questions about this privacy notice, please contact FARA Charity Shops HR Director Felicia Balasel, on 020 8973 0910 or by email to felicia@faracharity.org

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