Home » Volunteering » Want to Volunteer » Volunteer Account Privacy Policy

This Privacy Policy tells you what information Nottingham Community and Voluntary Service (NCVS) collects about you, how we use this, and who can see your data. It provides our commitment to you that data is collected in accordance with the Data Protection Act 2018 and the updated General Data Protection Regulation (GDPR) guidelines.

This page also lists the Terms and Conditions for using your Volunteer Account. By completing the registration process for a Volunteer Account through this website, you are agreeing to these terms.

Your data

As it is your personal choice to register as a Volunteer Account user, under GDPR we lawfully process your data by gaining your consent.

What data do we collect, and why?

The collection of personal information is essential for the activation and maintenance of your account, such as your first name, last name and email address, so that you can sign in to the website and use our services. We also ask for personal information in order to effectively deliver our volunteering brokerage service - by connecting you with organisations recruiting volunteers, and aiding you to find suitable roles.

We ask for your postcode or the Nottingham City electoral ward area you live in to monitor whether sufficient volunteer opportunities are available in the areas our enquirers are from, and to assess how far volunteers may be prepared to travel. This helps us work with local organisations to potentially develop new volunteering opportunities in specified areas.

Other information about the type of roles you are interested in, and whether you are a student in the Nottingham area, allow us to potentially provide more targeted information about roles which might suit you.

How is your data shared?

Whenever you express interest ('apply for') a volunteer role through this website, your first name, last name and email address will be shared with the organisation offering that role (the 'host organisation'). This information is transmitted in an automatic email sent through our website.

Information is shared so that the organisation can follow up with you directly to complete the recruitment process. You can choose to add information when submitting your enquiry to each organisation - currently a mobile phone number or landline number - and these details will also be shared in the email to the host organisation if you provide them.

By choosing to provide this information as part of your user data, you consent to relevant details being shared with the host organisation. Further communication between you and the host organisation will take place outside of this platform, and is not recorded on NCVS systems. Host organisations do not have access to your full user record or account. Host organisations only know how to contact you after you have initiated a relationship.

Other than this, we do not share your personal information with anyone outside of NCVS, or use it for any other purpose.

How do we communicate with you?

Approximately one month after submitting an expression of interest to a host organisation, we will send you a follow-up email to ask how your volunteering is going. This is partly to monitor our own service, but also so that we can monitor the quality of the opportunities that we promote on behalf of other organisations. We will also send occasional surveys asking you about your volunteering experience. We may follow-up with a phone call if necessary, if you have provided a number.

How long do we keep your data?

Your account will remain valid for as long as you are actively using the service, or until NCVS is unable to offer this service. We have no plans to discontinue this online service, but if there are planned changes to our ability to continue this service, we will attempt to inform you.

If there is no activity on your account for a continuous period of two years, we will assume that you no longer require this account. Your personal information will then be scheduled for deletion, as soon as it is no longer needed for monitoring of our work. You can keep your account in active status by logging in from time to time, even if you don't actively apply for any volunteering opportunities. If your account is removed, you may register for a new account at a future time.

You have the right to request to see the information we hold about you, or ask us to update and/or delete this information at any time.


Terms and Conditions of use

Your User Responsibilities

As part of the registration process you will need to register for an account. You should always check the contact information you provide is correct before submitting the webform to create a Volunteer Account.

It is your responsibility to ensure that the information you provide is accurate and not misleading. You cannot create an account or username and password using the names and information of another person or using words that are the trademarks or the property of another party or vulgar, obscene or in any other way inappropriate.

You are responsible for maintaining your own username and password via our website. You should ensure that you store your username and password securely and that the details required to access your account are not provided to another party. NCVS offers a way for you to automatically recover your account, by requesting a link to reset your password.

You are responsible for your customer account and any actions taken within it. If you are aware or suspect that your customer account username and password or other details have become known to a third party, you should inform us immediately.

If you do not receive a reply to your expression of interest enquiry through this website, it is your responsibility to attempt to make follow-up contact. NCVS provides you with access to contact details on this platform after the initial expression of interest has been processed (via 'Opportunities applied for' link).

This service is provided on the understanding that you will use it responsibly and not submit unnecessary numbers of expressions of interest to host organisations, which could be considered as 'spam'. If we believe you are misusing this service, NCVS has the right to ask you about this activity, and to suspend your account.

Website Content and Exclusions of Liability

Whiile NCVS reviews all Volunteer Opportunities on this site, and takes steps to check that host organisations have appropriate policies and procedures in place to provide a quality volunteer experience, NCVS cannot be held responsible for any error, omission or inaccuracy in such material and reserves the right at its absolute discretion to omit, suspend or change any material submitted without giving notice.

While NCVS encourages host organisations to respond to your enquiries in good time, and regularly monitors feedback and activity, NCVS cannot be held responsible for actions taken by external host organisations following any volunteer opportunity expression of interest submitted through this website.

NCVS shall not be liable for any damages, including, without limitation, direct, indirect or consequential losses, or any other damages or loss of profits whatsoever, arising directly or indirectly in contract, tort or otherwise, from the use of or inability to use the NCVS website (or any hypertext links to or from it), or any information contained (or not contained) in it (or any other website to which hypertext links to or from it may exist).

NCVS does not warrant that use of the website will be uninterrupted. It may become unavailable in part or in whole at any time, for any period, and without prior notice. NCVS may in its absolute discretion modify or discontinue all or any part of, or facility provided by the website.