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Public Health Volunteer Programme Privacy Notice

What information do we collect?

  • Name, address, contact details including email address, telephone number, emergency contact details, basic health information (where relevant to the role), date of birth, gender, employment status, ethnicity and disability.
  • Copies of official identification for DBS check
  • Correspondence (emails, letters and social media posts)
  • Photographs, quotes and case studies/ stories

Who uses this information?

Health and Wellbeing Division (Public Health team)

Why do we use this information?

We use this information about you to:

  • Carry out relevant checks prior to you joining the volunteer programme (e.g. DBS).
  • Communicate with you about your volunteer placement via letter, email or telephone.
  • Match you to an appropriate volunteer placement.
  • Monitor and improve the volunteer programme to ensure it is delivered fairly.

With your consent we use photographs, quotes and case studies/ stories, to promote the volunteer programme through social media, websites, e-bulletins and printed marketing materials.

We will not publish details or full names (i.e. first name and surname) of you next to an image, quote or case study/ story without your consent.

What is the legal basis for processing your personal information?

You or your legal representative have given consent.

Who are we likely to share this information with?

With other organisations or companies (with your consent):

  • Contact details may be shared with organisations who deliver lifestyle services on behalf of public health and offer placements for public health volunteers.

Information may also be shared with other council departments or third parties where legal to do so – for full details see Dudley Council’s main Privacy Notice

How do we keep this information secure?

  • Electronic information is stored securely on databases, systems or onsite servers located in our secure data centres.
  • Paper information is in locked storage.
  • Access to your information is restricted to staff directly involved in co-ordinating the volunteer programme.

How long do we keep this information?

Data you share with us on social media is stored on those social media sites. You are advised to check the privacy notices or terms and conditions of your social media sites for more information. Dudley Council has no authority or control of any information retained on social media sites.

Information you voluntarily supply to us in order for us to communicate with you will be kept until you ask to leave the volunteer programme.

Any photographs, quotes, and case studies/ stories which you have consented for us to use, will be stored on our internal servers for the duration of your volunteer placement. You can request that your photo, quote or case study/ story is deleted at any point before this time.

Photos, quotes or case studies/ stories used on social media and other digital platforms are deemed ‘published’ and in the public domain. Where reasonable and practical we will endeavour to delete such published personal information on request, however we cannot be responsible for any copies of the material created by subsequent sharing by a third party.


What are your rights?

You have the right to request public health to stop processing your personal data in relation to the volunteer programme by emailing or calling 01384 816256.

When you request the removal of your personal information or when you leave the volunteer programme your personal file will be confidentially destroyed. If your role involved working with children and young people your records will be securely archived and held for 25 years in line with Dudley Council’s retention guidelines.

For more details on your rights please visit Dudley Council’s main Privacy Notice