NORTHERN IRELAND JUDO FEDERATION PRIVACY NOTICE FOR VOLUNTEERS

Transcription

1 NORTHERN IRELAND JUDO FEDERATION PRIVACY NOTICE FOR VOLUNTEERS We are cmmitted t respecting yur privacy. This ntice is t explain hw we may use persnal infrmatin we cllect befre, during and after yur relatinship with us a vlunteer. This ntice applies t current and frmer vlunteers and this ntice is nt a cntract f emplyment r ther cntract t prvide services. This ntice explains hw we cmply with the law n data prtectin, what yur rights are and fr the purpses f data prtectin we will be the cntrller f any f yur persnal infrmatin References t we, ur r us in this privacy ntice are t Nrthern Ireland Jud Federatin, Huse f Sprt, 2a Upper Malne Rad, Belfast, BT9 5LA We have [nt] appinted a Data Prtectin Officer t versee ur cmpliance with data prtectin laws [as we nt required t d s, but ur [Data Prtectin Cmpliance Manager] has verall respnsibility fr data prtectin cmpliance in ur rganisatin. Cntact details are set ut in the "Cntacting us" sectin at the end f this privacy ntice. 1. PERSONAL INFORMATION When yu sign up t becme a vlunteer with us, yu may prvide us with r we may btain persnal infrmatin abut yu, such as infrmatin regarding yur: persnal cntact details such as name, title, addresses, telephne numbers, and persnal addresses and emergency cntact details; date f birth; gender; details f family members and emergency cntacts; bank accunt details fr payment f any ut f pcket expenses; recrds f yur interactins with us such as telephne cnversatins, s and ther crrespndence and yur instructins t us; recrds f yur vlunteering histry; any identificatin dcuments; all infrmatin included as part f the vlunteering applicatin prcess; referee details and any references prvided; perfrmance including any feedback prvided t us by yurself, members f staff r ther third parties; the lcatin in which yu are vlunteering; use f ur infrmatin and cmmunicatins systems, including the cmputers and fixed and mbile phnes that we allw yu t use, passwrds, persnal identificatin numbers, IP addresses, user names and ther IT system identifying infrmatin; images in vide and/r phtgraphic frm and vice recrdings; yur marketing preferences s that we knw whether and hw we shuld cntact yu; 2. SPECIAL CATEGORIES OF PERSONAL INFORMATION We may als cllect, stre and use the fllwing special categries f mre sensitive persnal infrmatin regarding yu: infrmatin abut yur race r ethnicity, religius beliefs and sexual rientatin; infrmatin abut yur health, including any medical cnditin, health and sickness recrds, medical recrds and health prfessinal infrmatin; and bimetric infrmatin abut yu, fr example fingerprints, retina scans. We may nt cllect all f the abve types f special categry infrmatin abut yu. In relatin t the special categry persnal data that we d prcess we d s n the basis that: the prcessing is necessary fr reasns f substantial public interest, n a lawful basis; it is necessary fr the establishment, exercise r defence f legal claims; it is necessary fr the purpses f carrying ut the bligatins and exercising ur r yur rights in the field f emplyment and scial security and scial prtectin law; r based n yur explicit cnsent. In the table belw, we refer t these as the special categry reasns fr prcessing f yur persnal data. We may als cllect criminal recrds infrmatin frm yu. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur explicit cnsent. 1

2 3. WHERE WE COLLECT YOUR INFORMATION We typically cllect persnal infrmatin abut ur vlunteers thrugh the applicatin prcess, either directly frm yu, r smetimes frm a third-party agency such as g-membership. We may smetimes cllect additinal infrmatin frm third parties including frmer clubs r ther rganisatins yu may have vlunteered fr r via backgrund check agencies. We will als cllect additinal persnal infrmatin thrughut the perid f yu vlunteering fr us and when yu make a query and/r cmplaint r when yu crrespnd with us by phne, r in sme ther way We als may cllect persnal infrmatin abut yu frm any third party references yu prvide as part f the applicatin prcess fr becming a vlunteer r frm any feedback prvided t us abut yur perfrmance as a vlunteer. If yu are prviding us with details f referees, next f kin, beneficiaries, family members and emergency cntacts they have a right t knw and t be aware f hw what persnal infrmatin we hld abut them, hw we cllect it and hw we use and may share that infrmatin. Please share this privacy ntice with thse f them whm yu feel are sufficiently mature t understand it. They als have the same rights as set ut in the Yur rights in relatin t persnal infrmatin sectin belw. 4. USES MADE OF YOUR PERSONAL INFORMATION The table belw describes the main purpses fr which we prcess yur persnal infrmatin, the categries f yur infrmatin invlved and ur lawful basis fr being able t d this. Purpse Persnal infrmatin used Lawful basis Nn- special categries f Persnal Infrmatin Making a decisin abut yur appintment as a vlunteer and managing the appintment prcess T prduce and maintain ur website and any external marketing campaigns in rder t prmte vlunteer pprtunities and t recgnise the value created by ur vlunteers acrss the sprts netwrk Paying yu fr any ut f pcket expenses Assessing experience fr a particular rle r task Cmplying with health and safety bligatins Dealing with legal disputes invlving yu, r any ther vlunteers, including All the persnal infrmatin we cllect frm yu as part f the applicatin prcess. Recrds f vlunteering histry. Referee details and any references. Images in vide and/r phtgraphic frm and vice recrdings Transactin and payment infrmatin. Recrds f yur vlunteering histry. All infrmatin included as part f the vlunteering applicatin prcess. Mvements thugh CCTV ftage & ther infrmatin btained thrugh electrnic means such as swipecard and key fb recrds. All nn- special categries f persnal infrmatin We need this infrmatin t be able t perfrm and administer yur cntract with us as a vlunteer. Where yu have given us yur cnsent t d s. We need this infrmatin t make any utf-pcket expense payments t yu. We have a legitimate business interest t ensure that ur vlunteers are suitable fr the rle. We have a legal bligatin t cmply with Health and Safety laws. We have a legitimate business interest t ensure that all legal claims are managed effectively. 2

3 accidents Fr the purpses f ensuring the security f ur systems and infrmatin as well as member/custmer infrmatin T prevent and detect criminal r imprper acts Strage f recrds relating t yu and als recrds relating t ur rganisatin T send yu infrmatin we think yu might find useful r which yu have requested frm us, including ur newsletters, infrmatin abut vlunteering pprtunities and ther ways f supprting ur rganisatin r the sprt, prvided yu have indicated that yu are happy t be cntacted fr these purpses. T arrange and administer yur attendance at an event yu have vlunteered fr Fr the purpses f equal pprtunities mnitring T assess yur perfrmance as a vlunteer Mvements thugh CCTV ftage & ther infrmatin btained thrugh electrnic means such as swipecard and key fb recrds. Use f ur infrmatin and cmmunicatins systems, including the cmputers and fixed and mbile phnes that we allw yu t use. Identificatin dcuments All nn- special categries f persnal infrmatin Persnal cntact details such as name, title, addresses and telephne numbers Persnal cntact details. Details f family members and emergency cntacts. Name, title, date f birth; gender, lcatin f vlunteering. Perfrmance including any feedback prvided t us by yurself, members f staff r ther third parties. We als have a legal bligatin t reprt any accidents at a wrkplace in accrdance with health and safety laws. We have a legitimate business interest in ensuring ur systems are secure. We may have a legal bligatin t d s, therwise we have a legitimate business interest t prtect ur rganisatin against criminal r imprper acts. We need this infrmatin t be able t fulfil ur cntract with yu. Where yu have given us yur cnsent t d s. This is necessary t enable us t register yu n t and prperly manage and administer yur attendance at the event. We may have a legal bligatin t d s and we have a legitimate interest in ding s t make sure ur rganisatin is ffering fair vlunteering pprtunities t everyne. We have a legitimate interest t ensure yur suitability fr any future vlunteering rles and t ensure that yur vlunteering experience with us is psitive and wrthwhile. Special categries f Persnal Infrmatin and Criminal Recrds Strage f recrds relating t yu and als recrds relating t ur rganisatin. All special categries f persnal infrmatin. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. 3

4 Fr drug and alchl testing and t assess yur suitability fr any activities r events we hst. T use infrmatin abut yur physical r mental health (including any injuries) r disability status, t ensure yur health and safety and t prvide apprpriate adjustments t ur sprts facilities. T cmply with legal bligatins, fr example, regarding peple wrking with children r vulnerable adults t cmply with ur safeguarding requirements Infrmatin abut yur health, including any medical cnditin, health and sickness recrds, medical recrds and health prfessinal infrmatin. Infrmatin abut yur health, including any medical cnditin, health and sickness recrds, medical recrds and health prfessinal infrmatin. Infrmatin abut yur criminal cnvictins and ffences. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur explicit cnsent. Fr sme f yur persnal infrmatin yu will have a legal, cntractual r ther requirement r bligatin fr yu t prvide us with yur persnal infrmatin. If yu d nt prvide us with the requested persnal infrmatin we may nt be able t admit yu as a vlunteer r we may nt be able t prperly perfrm ur arrangements with yu r cmply with legal bligatins and we may have t terminate yur psitin as a vlunteer. Fr ther persnal infrmatin yu may nt be under an bligatin t prvide it t us, but if yu d nt prvide it then we may nt be able t prperly perfrm ur arrangements with yu as a vlunteer. Where yu have given us yur cnsent t use yur persnal infrmatin in a particular manner, yu have the right t withdraw this cnsent at any time, which yu may d by cntacting us as described in the "Cntacting us" sectin belw. Please nte hwever that the withdrawal f yur cnsent will nt affect any use f the data made befre yu withdrew yur cnsent and we may still be entitled t hld and prcess the relevant persnal infrmatin t the extent that we are entitled t d s n bases ther than yur cnsent. Withdrawing cnsent may als have the same effects as nt prviding the infrmatin in the first place, fr example we may n lnger be able t prvide certain benefits t yu as a vlunteer. 5. DIRECT MARKETING , pst and SMS marketing: frm time t time, we may cntact yu by , pst r SMS with infrmatin abut prducts and services we believe yu may be interested in. We will nly send marketing messages t yu in accrdance with the marketing preferences yu set. Yu can then let us knw at any time that yu d nt wish t receive marketing messages ing us at admin@nijud.cm. Yu can als unsubscribe frm ur marketing by clicking n the unsubscribe link in the marketing messages we send t yu. 6. DISCLOSURE OF YOUR PERSONAL INFORMATION We share persnal infrmatin with the fllwing parties: Any party apprved by yu. T any gverning bdies r reginal bdies fr the sprts cvered by ur club: t allw them t prperly administer the sprts n a lcal, reginal and natinal level. Other service prviders: fr example, marketing specialists, payment prcessrs, data analysis, CCTV cntractrs and IT services (including CRM, website, vide- and telecnference services); 4

5 Our supply chain partners and sub-cntractrs, such as curiers, imprt/exprt agents, shippers, Our Cmmercial Partners: fr the purpses f prviding yu with infrmatin n any tickets, special ffers, pprtunities, prducts and services and ther cmmercial benefits prvided by ur cmmercial partners where yu have given yur express cnsent fr us t d s. The Gvernment r ur regulatrs: where we are required t d s by law r t assist with their investigatins r initiatives. Plice, law enfrcement and security services: t assist with the investigatin and preventin f crime and the prtectin f natinal security. Prviding references t future emplyers r rganisatins yu may wish t vlunteer fr. [Our affiliated clubs/ngbs r charities: fr the purpses f prviding yu with infrmatin n any further vlunteering pprtunities where yu have given yur express cnsent t d s. We d nt disclse persnal infrmatin t anyne else except as set ut abve. 7. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY The persnal infrmatin we cllect is nt transferred t and stred in cuntries utside f the UK and the Eurpean Unin. 8. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR? The duratin fr which we retain yur persnal infrmatin will differ depending n the type f infrmatin and the reasn why we cllected it frm yu. Hwever, in sme cases persnal infrmatin may be retained n a lng-term basis: fr example, persnal infrmatin that we need t retain fr legal purpses will nrmally be retained in accrdance with usual cmmercial practice and regulatry requirements. Generally, where there is n legal requirement we retain all physical and electrnic recrds fr a perid f 5 years (if yu are currently vlunteering with us, this may be fr 5 years after yu last vlunteered fr us). Exceptins t this rule are: CCTV recrds which are held fr n mre than 30 days unless we need t preserve the recrds fr the purpse f preventin and detectin f crime; and Infrmatin that may be relevant t persnal injury claims may be retained until the limitatin perid fr thse types f claims has expired. Fr persnal injury claims this can be an extended perid as the limitatin perid might nt start t run until a lng time after yu have vlunteered fr us. 9. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION Yu have the fllwing rights in relatin t yur persnal infrmatin: the right t be infrmed abut hw yur persnal infrmatin is being used; the right t access the persnal infrmatin we hld abut yu; the right t request the crrectin f inaccurate persnal infrmatin we hld abut yu; the right t request the erasure f yur persnal infrmatin in certain limited circumstances; the right t restrict prcessing f yur persnal infrmatin where certain requirements are met; the right t bject t the prcessing f yur persnal infrmatin; the right t request that we transfer elements f yur data either t yu r anther service prvider; and the right t bject t certain autmated decisin-making prcesses using yur persnal infrmatin. Yu shuld nte that sme f these rights, fr example the right t require us t transfer yur data t anther service prvider r the right t bject t autmated decisin making, may nt apply as they have specific requirements and exemptins which apply t them and they may nt apply t persnal infrmatin recrded and stred by us. Fr example, we d nt use autmated decisin making in relatin t yur persnal data. Hwever, sme have n cnditins attached, s yur right t withdraw cnsent r bject t prcessing fr direct marketing are abslute rights. Whilst this privacy ntice sets ut a general summary f yur legal rights in respect f persnal infrmatin, this is a very cmplex area f law. Mre infrmatin abut yur legal rights can be fund n the Infrmatin Cmmissiner s website at T exercise any f the abve rights, r if yu have any questins relating t yur rights, please cntact us by using the details set ut in the "Cntacting us" sectin belw. 5

6 If yu are unhappy with the way we are using yur persnal infrmatin yu can als cmplain t the UK Infrmatin Cmmissiner s Office r yur lcal data prtectin regulatr. We are here t help and encurage yu t cntact us t reslve yur cmplaint first. 10. CHANGES TO THIS NOTICE We may update this privacy ntice frm time t time. When we change this ntice in a material way, we will update the versin date at the bttm f this page. Fr significant changes t this ntice we will try t give yu reasnable ntice unless we are prevented frm ding s. Where required by law we will seek yur cnsent t changes in the way we use yur persnal infrmatin. 11. CONTACTING US In the event f any query r cmplaint in cnnectin with the infrmatin we hld abut yu, please admin@nijud.cm r write t us at Huse f Sprt, 2a Upper Malne Rad, Belfast, BT9 5LA. Versin dated 16 May