This privacy statement tells you how Chesterfield Borough Council collects, uses, stores, and protects your personal information when you apply to become or act as a volunteer.
This privacy notice should be read alongside the council’s main privacy statement
We carefully protect your data from loss, misuse, unauthorised access or disclosure, alteration, or destruction. Appropriate technical and organisational measures are in place to protect your data.
The council uses the Volunteero platform to manage volunteer recruitment, onboarding, communications, scheduling, and administration. Volunteers may need to create an account on Volunteero to view opportunities and manage their volunteer profile.
Who is responsible for your information?
Chesterfield Borough Council is the data controller for the personal information collected and processed in relation to volunteering activities.
Volunteero Ltd acts as a data processor on behalf of the council and processes personal information only in accordance with council instructions and applicable data protection legislation.
How is your information collected?
As part of the volunteer recruitment process, we may collect information about you in a number of ways, including:
- information you provide directly through application forms or volunteer registration
- information submitted when creating a profile within the Volunteero platform
- correspondence with you by email, telephone, or online forms
- information requested about you from the referees you provide to us
- DBS or safeguarding checks where applicable
- information provided by third party volunteer organisers or partners
- information generated through your use of the volunteer management platform (Volunteero Ltd), such as login activity and records of your participation as a volunteer
What information do we collect?
Depending on the volunteering role, we may collect:
- name, address, telephone number, and email address
- date of birth and gender, and nationality
- emergency contact details
- volunteering history, skills, qualifications, and experience
- your availability and volunteering preferences
- DBS or safeguarding checks where required
- health or accessibility information necessary to support reasonable adjustments or health and safety obligations
- where volunteers may claim expenses, limited financial information such as bank account details may also be processed
- photos, videos, or ID pictures may be taken if needed to create volunteer ID cards, keep people safe and secure, or recognise and celebrate volunteers
- Chesterfield Borough Council communications or promotional materials (where consent has been provided)
- information created through using the Volunteero Ltd platform, such as login details, records of volunteering activities, schedules, messages, and any documents that are uploaded
We only collect personal information that is necessary, relevant, and proportionate for volunteering purposes.
Purpose of processing your personal data
We may process your personal data for any of the following purposes to:
- assess and manage volunteer applications
- communicate with volunteers
- manage volunteer placements, scheduling, and activities
- support safeguarding and health and safety obligations
- maintain accurate volunteer records
- provide training, support, and supervision
- improve volunteer services and engagement
- manage volunteer expenses where applicable
- comply with legal and regulatory obligations
Lawful basis for processing
Under UK GDPR, Chesterfield Borough Council relies on the following lawful bases:
Public Task – where processing is necessary for the Council to deliver services, community activities, volunteering programmes, and related activities.
Legal Obligation – where processing is required to comply with legal responsibilities, including safeguarding, health and safety, equality, or fraud prevention requirements.
Legitimate Interests – for volunteer administration and management of volunteering activities, where these interests are not overridden by the rights and freedoms of individuals.
Consent – where required for optional activities, including the use of photographs, testimonials, promotional materials, equality monitoring, or non-essential communications (marketing).
Special category data, such as health or equality information, is processed only where necessary and with appropriate safeguards.
Use of the Volunteero Ltd Platform
Volunteers may be invited to set up an account within the Volunteero platform.
This may include:
- creating login details
- signing in via a third-party identity provider (such as Microsoft, Facebook, Google)
- managing availability and personal profile information online
- communication channels / chat groups
- upload documents
Third party authentication providers handle login data in accordance with their own privacy policies and terms of service
Volunteero Ltd acts as a Data Processor on behalf of Chesterfield Borough Council and processes volunteer information only under documented Council instructions. Processing is governed by a formal Data Processing Addendum which includes obligations relating to confidentiality, access controls, security, retention, and data protection in accordance with UK GDPR and the Data Protection Act 2018.
International transfers
Some personal data processed within the Volunteero platform, or by its associated sub processes, may be transferred outside the UK. Where this occurs, appropriate safeguards are put in place in accordance with UK GDPR requirements.
Where this occurs, Chesterfield Borough Council and Volunteero Ltd will ensure that appropriate safeguards are in place in accordance with UK GDPR requirements. This may include reliance on countries recognised as providing an adequate level of data protection where applicable.
Who we share your information with
We may share your personal information where necessary and lawful to support volunteering activities, safeguarding responsibilities, or the delivery of Council services. Relevant Council departments and volunteer coordinators.
This may include sharing information with:
- relevant Chesterfield Borough Council departments, authorised volunteer coordinators, managers, and support teams
- Volunteero Ltd, which provides and supports the Council’s volunteer management platform and processes information on behalf of Chesterfield Borough Council as a data processor
- Disclosure and Barring Service (DBS) providers, safeguarding organisations, or other vetting bodies where checks are required for a volunteering role
- training, accreditation, or support providers where participation is necessary as part of volunteer
- emergency services, law enforcement agencies, courts, regulators, or other public authorities where we are required or permitted to do so by law
- partner organisations or recognised volunteering bodies where this is necessary to coordinate volunteering activities, recognise volunteer participation, or support joint community initiatives
- Chesterfield Borough Council will only share personal information where there is a lawful basis to do so and where it is necessary, proportionate, and relevant to the delivery of volunteering activities, safeguarding responsibilities, or other council services and obligations
Further information
Please get in touch if you would like more information about how the council processes your personal data:
To contact the council's data protection officer via email dpo@chesterfield.gov.uk
.