Battersea Dogs & Cats Home (Battersea) Volunteer Applicant Privacy Notice

As part of any volunteer recruitment process, Battersea collects and processes personal data relating to applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

What information does Battersea collect?

Battersea collects a range of information about you. This may include:

  • your name, address and contact details, including email address and telephone number;
  • details of your qualifications, skills and experience;
  • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
  • information from a Disclosure and Barring Service check.

Battersea collects this information in a variety of ways. For example, data might be contained in application forms or collected through interviews or other forms of assessment including online tests.

Battersea will also collect personal data about you from third parties, such as references supplied by former employers and, for relevant roles, information from criminal records checks. We will only seek information from third parties once a volunteer role has been offered  and in all circumstances, inform you in advance.

Data will be stored in a range of different places, including on your application record, in Battersea’s volunteer management system and on other IT systems (including Battersea’s email system).

Why does Battersea process personal data?

Battersea needs to process personal data to take steps at your request prior to entering into a volunteering relationship with you to comply with Battersea’s recruitment process.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to conduct a DBS check in some circumstances where we must comply with Safeguarding legislation.

Battersea has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from applicants allows Battersea to manage the recruitment process, assess and confirm a candidate's suitability for volunteering and decide to whom to offer a role. Battersea may also need to process data from job applicants to respond to and defend against legal claims.

Where Battersea relies on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of volunteers, and we have concluded that they are not.

Battersea processes health information only at the stage of inviting an applicant in for an interview or assessment session, so we can ensure reasonable adjustments have been identified where necessary and can be made. This is to carry out our obligations and exercise specific rights in relation to the Equality Act 2010.

For some roles, Battersea is obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our legal obligations.

If your application is unsuccessful, Battersea will keep your personal data on file for seven months after the end of the relevant recruitment process. We may contact you during this time if there are future volunteering opportunities in the same  or similar roles for which you may be suited.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the Volunteering & Fostering department team, the interview panel involved in the recruitment process (if an interview is required), managers in the business area that has requested a volunteer and other internal departments where necessary (e.g. sharing your name with security and reception staff when you are attending an interview).

Battersea will not share your data with third parties.  Battersea will then share your data with your referee to obtain references for you if necessary. For relevant roles, we will also share your data with the Disclosure and Barring Service to obtain necessary criminal records checks.

Battersea will not transfer your data outside the European Economic Area.

How does Battersea protect data?

Battersea takes the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. Battersea’s Data Protection Policy has more details about this.

For how long does Battersea keep data?

If your application for volunteering is unsuccessful, Battersea will hold your data on file for seven months after the end of the relevant recruitment process. At the end of that period, your data is deleted or destroyed.

If your application for volunteering is successful, personal data gathered during the recruitment process will be transferred to your volunteer file and retained throughout your volunteering with Battersea.

The periods for which your data is held are set out in the Data Retention Policy.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
  • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact Dataprotection@battersea.org.uk .

If you believe that Battersea has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Battersea during the volunteer recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.