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Privacy notice - volunteers

Who are we and what do we do?


Middlesbrough Council is committed to effective community engagement in developing and delivering services and recognises the significant and valuable role volunteers play as a means of helping the council to achieve this and contribute to improving the quality of life in Middlesbrough.

What type of personal data do we collect and how do we collect it?


We will collect your personal data such as name, address, date of birth, gender, contact details, educational history, parent/guardian details, emergency contacts, referees details, ethnic group, health information and any criminal convictions. Ethnic group and health information are classified as ‘special category data’. Sometimes we receive some of this information from a third party such as your referees or from criminal records checks.

How the Law allows us to use your personal data


We use personal data to help us meet our ‘legal obligations’. We use special category data and criminal convictions and offences data to provide ‘occupational health or assessment services’ and for reasons of ‘reasons of substantial public interest’ such as statutory and government purposes, equality of opportunity or treatment, and preventing or detecting unlawful acts.

Some of the laws that require or permit us to use your personal data include the Health and Safety at Work Act 1974, Safeguarding Vulnerable Groups Act 2006, the Apprenticeships, Skills, Children and Learning Act 2009, the Equality Act 2010, and the General Data Protection Regulation 2016.

What is your personal data used for?


We use your personal data to manage your working arrangements, to provide training and guidance and to address health and safety concerns.

Some of our legal obligations in this area include work experience, health and safety, safeguarding vulnerable adult and children, equal opportunities, and data protection and security.

Will your personal data be shared?


We will share your information with third parties in order to obtain necessary criminal records checks from the Disclosure and Barring Service (DBS), to consult your referees, to prevent or detect a crime or assist in the apprehension of offenders, or where any other law requires or permits us to do so.

How do we keep your personal data secure?


We use the following measures to ensure that your personal data is secure: data protection and security policies, information security incident reporting, data and device encryption, system and data access controls, user accounts and passwords, physical and environmental security, staff vetting practices, staff training and awareness, data back-ups, ICT network penetration testing, and business continuity and disaster recovery plans.

How long will we keep your personal data?


We will only hold your personal information for as long as necessary for business purposes or if we are required to keep it by law. Your information will be held for 6 years after you have ceased to be a volunteer.

Is your personal data processed overseas?


No, the personal data is processed and stored only in the UK.



We will not use this personal data for any direct marketing purposes.

What are your information rights?


Your Information Rights are set out in law and, subject to some exceptions, you have the:

  • Right to rectification - to ask for information to be corrected
  • Right to erasure - to have your personal data deleted
  • Right to object - to how your data is used
  • Right to restriction - to request limits on how your data is used
  • Right to portability - to request that we move your data to another organisation
  • Right of subject access - to request a copy of data the Council holds about you

Making a complaint


If you have a concerns about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner's Office. Visit the website of the Information Commissioner's Office.



If you would like to discuss anything in this privacy notice or your information rights, please contact:

The Data Protection Officer
Middlesbrough Council
PO Box 500, Middlesbrough, TS1 9FT
Phone: 01642 245432
Email: dataprotection@middlesbrough.gov.uk