Privacy Notice for Staff, Trustees and Volunteers

Draft v2 — published temporarily while this policy is pending Board adoption.

How UYN uses the personal data of its paid staff (when employed), trustees, mentors and volunteers, and the people who support them.

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Contents

1. Introduction

This notice explains how UYN collects, uses and protects personal data about people who work with or for us in a role: trustees, advisory group members, any paid staff, mentors and volunteers. It applies once you have been appointed. UYN is the data controller. Contact: privacy@upsurgeyouth.org or by post at 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom.

UYN does not currently have employees. Where this notice refers to “staff” or “employment” it applies from the point at which UYN employs anyone. Trustees are also company directors and have particular public-register obligations (see section 6).

2. The personal data we hold

• personal identifiers and contact details — name, address, date of birth, email, phone, emergency contact;
• role information — start date, role, training, induction, supervision and appraisal notes;
• application and recruitment information, references and checks (see the Privacy Notice for Applicants);
• DBS information and safeguarding training records;
• for mentors — matches, session logs and reports, concerns raised;
• for trustees — declarations of interest, “fit and proper person” information, attendance and decisions recorded in minutes;
• for paid staff — contract, pay, tax and National Insurance, pension, bank details, leave and absence;
• right-to-work documents (paid staff);
• photographs and biographies for the website, with your consent;
• IT and system data — logins, access logs, emails sent from UYN accounts;
• special category data — health information provided in connection with absence, adjustments or fitness for the role; equality monitoring (optional); trade union membership where relevant to deductions.

3. Why we use this information and the lawful basis

4. Collecting and monitoring

We collect most information from you. Some comes from others — for example referees, the DBS umbrella body or training providers. We do not operate CCTV. We may monitor use of UYN accounts and systems for security, safeguarding and to protect personal data; this will be proportionate and explained in our IT Acceptable Use Policy once adopted. We do not record mentor–member sessions without prior notice.

5. Mentor and volunteer records

For mentors, we keep a record of the members you are matched with, session dates and notes you log, and any concerns you raise. This is needed to look after members’ safety and wellbeing and to track the programme. You should log notes only on UYN systems, write factually and keep them to what is necessary.

6. Trustees: public registers

7. Who we share it with

We share your data only where necessary, with: HMRC and our payroll, pension and accountancy providers (paid staff); our DBS umbrella body; Companies House and, if registered, the Charity Commission; our IT and system providers; our insurers; our funders (in anonymised or limited form, for example trustee and staff names in reports); local authority safeguarding services, the police and other agencies where required; professional advisers; and, for staff, prospective employers who request a reference (with your consent). We do not sell your data.

8. Data protection rights and your responsibilities

You have the rights to access, rectification, erasure, restriction, objection and portability, and to withdraw consent, as set out in the Data Protection Policy (section 9). You also have responsibilities when handling members’ data on our behalf: you must follow the Data Protection Policy, use only approved systems, and report any breach immediately.

9. How long we keep it

We keep your information for the period of your role and for the periods in the retention schedule (Data Protection Policy, Appendix 2) — for example 6 years after leaving for staff and trustee records, 2 years for volunteers with no safeguarding incident (longer for mentors’ session and safeguarding records). Governance records such as minutes and registers are kept permanently or for at least 10 years.

10. Concerns

If you are concerned about how we use your data please contact the Data Protection Lead at privacy@upsurgeyouth.org or by post at 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom. You can also complain to the ICO:

• Information Commissioner’s Office (ICO) — https://ico.org.uk/make-a-complaint/ · Telephone 0303 123 1113 · Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

11. Changes

We review this notice annually and will tell you if there is a material change.

Upsurge Youth Network · Privacy Notice for Staff, Trustees and Volunteers · Draft pending Board adoption  ·  Page