Museums and Galleries volunteer privacy notice

The data controller for the information we collect

This Privacy Notice is provided to meet the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) to explain how we process your personal data in delivering the Museums and Galleries Volunteers Service.

Leeds City Council is the data controller for the purposes of the Data Protection Act 2018 and other regulations, including the UK General Data Protection Regulation, which means it determines what your data is used for and why it is collected. The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information, and who we may share it with. The contact details of the data controller are Leeds City Council, Merrion House, 110 Merrion Way, Leeds, LS2 8BB.

The data we collect

To deliver the Leeds Museums and Galleries Volunteer Programme, we will process the following personal data:

  • name
  • date of birth
  • address etc
  • telephone number
  • email
  • next of kin and telephone number
  • bank account details
  • date of volunteering shift
  • method of transport to volunteering shift
  • experience, qualifications or skills (you provide on the application form)

And special category data, such as health conditions declared by volunteers.

How we collect information about you

We collect information about you from you directly (for example, by asking you to complete one of our forms, via the telephone, through our contact centre, or face-to-face). We may also obtain your information from other sources, such as:

  • your family members
  • carers
  • other persons acting on your behalf
  • internal council departments

Why we process your data

We use your information to process the information you provide for the purpose of assessing your suitability for a volunteering position at the relevant event or venue, for further communications regarding this, to log and record hours, sign up for rotas, and for us to best support you in the role. Your data (with regards to hours per venue and travel claims) will also be used for our regular reporting to the Arts Council England and West Yorkshire Combined Authority, who fund us, in an anonymised format.

All the data collected will be treated in strict confidence and in accordance with the requirements of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). The data provided by you will only be used for the purposes specified.

Lawful basis for processing

Where you have been accepted as a volunteer, we will use any information you provide for the purpose of administering this opportunity. We will delete your information if you are not accepted as a volunteer.

We will process your personal data in accordance with the volunteering agreement, and this is considered as being held for the performance of a contract under UK data protection legislation.

We will process your data in accordance with UK GDPR The processing shall be lawful only if and to the extent that the following applies:

Article 6(1)(b): processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract. 

Article 9(2)(d): processing is carried out in the course of its legitimate activities with appropriate safeguards

Data retention, storage and destruction

We will store your information on a secure events management system operated by Better Impact; we also use our financial management system.

Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to retention. This means that your information will be kept for three years after you stop being a volunteer, unless the law says that we need to hold it for longer or if there is a business requirement to do so. After this, your information will be deleted or archived.

If you are unsuccessful in applying to become a volunteer, your information will be deleted within six months of your application being submitted.

Who we share your data with

Information will be shared with relevant Leeds City Council employees and co-ordinators within Leeds museums and galleries.

As system operators, Better Impact will have access to the information on the system.

We will share anonymised data with the Arts Council England and West Yorkshire Combined Authority as detailed above. We will not, otherwise, share your personal information with any third parties without your consent or unless required by law.

Automated decision making

Your data will not be used for any automated decision-making, including profiling.

Your rights

The following rights under data protection law are applicable for this processing:

  • the right to access (where you can ask for copies of your personal data)
  • the right to rectification (where you can ask us to rectify inaccurate personal data and to complete incomplete personal data)
  • the right to erasure (where you can ask us to erase your personal data)
  • the right to restrict processing (where you can ask us to restrict the processing of your personal data)
  • the right to data portability (where you can ask that we transfer your personal data to another organisation or to you)
  • the right to complain to a supervisory authority (where you can complain about our processing of your personal data)

These rights are subject to certain limitations and exceptions. You can learn more about your rights and how to exercise them, with further details on the Information Commissioner’s Office website. You may exercise any of the above rights in relation to your personal data by writing to us using the contact details provided below.

You may exercise any of the above rights in relation to your personal data by writing to us using the contact details provided below.

In regards to this processing, the following rights do not apply:

  • the right to object to processing
  • the right to withdraw consent

If your data is sent to other countries

Better Impact processes the data you provide on servers based in Canada. Canada is subject to an adequacy decision by the European Commission as the organisation is covered by the Personal Information Protection and Electronic Documents Act (PIPEDA), which means that it fully complies with our data protection laws.
Contact us

Any queries in relation to this privacy notice should be forwarded to:

Email: volunteer@leeds.gov.uk 

Data Protection Officer

Aaron Linden
Head of Information Management and Governance - Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds
LS2 8BB

DPO@leeds.gov.uk 

The council privacy notice is available online

Complaints

If you are unhappy with the way in which your information has been handled, you should speak with the specific service in the first instance. 
Any data protection complaints about how the council has processed your personal data will be handled in accordance with the council’s complaints policy. You can find out how to submit a complaint.

You can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner’s website. 


Changes to this notice

We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated 21st November 2024.