Privacy and Data Protection
Introduction
Volunteerscotland.org.uk knows that you care how information about you is used and
shared and we appreciate your trust in us to do that carefully and sensibly. The
site is managed and maintained by Volunteer Development Scotland on behalf of the
Volunteer Centre Network Scotland. This notice describes our privacy policy. By
visiting www.volunteerscotland.org.uk you are accepting and consenting to the practices
described in this privacy notice.
Information Collection and Use Controllers of Personal Information
Any personal information provided or to be gathered by www.volunteerscotland.org.uk
is controlled on 2 levels.
- By Volunteer Development Scotland, Stirling Enterprise Park, Stirling, FK77RP, Scotland,
UK.
- The volunteer centre with which a user chooses to register with via this website.
The contact details of each volunteer centre of the Volunteer Centre Network can
be found here.
Information Collection
The volunteer centre chosen by the user on entry to this website is the sole owner
of the information collected on www.volunteerscotland.org.uk. The volunteer centre
in question collects information from individuals at registration.
On registering with a chosen volunteer centre a user is required to give certain
contact information about his/herself. This information is used to contact the user
about available volunteering opportunities that may be of interest to the user.
The volunteer centre may also contact the user to request further information that
may be pertinent to undertaking a volunteering opportunity.
Demographic information such as age, ethnic background and gender, while asked for
is optional.
The information submitted at registration is ultimately stored in 2 locations.
- A secure online central database
- A secure database located locally at your chosen volunteer centre
See below as to how the information is transferred between each database.
Transfer of Information
Registration information submitted via www.volunteerscotland.org.uk is held in a
secure online database. Subsequently the information is transferred to the users
chosen volunteer centre over http, all data is encrypted during transfer.
When this data is received by the volunteer centre it is automatically entered into
their secure database.
Information Use
Personal Information
The users chosen volunteer centre will primarily use a user’s information to match
the user to volunteer opportunities as they become available.
Where the volunteer centre matches an individuals details with an available volunteering
opportunity then the volunteer centre may pass on the users name and relevant contact
details to the 3rd party organisation that is supplying the volunteering opportunity.
The 3rd party organisation may then use this information to contact the user directly
in respect of the volunteering opportunity.
Aggregate Information (non-personally identifiable)
The volunteer centre which holds a users information will use this information to
produce aggregated and statistical demographic reports on individuals and organisations.
No individual or organisation will be personally identifiable from these reports.
This information will be used for, inter alias, to target volunteering needs within
the respective local authority areas.
Cookies
A cookie is a piece of data stored on the user’s computer tied to information about
the user. [Usage of a cookie is in no way linked to any personally identifiable
information while on our site.] We use only session ID cookies. For the session
ID cookie, once users close the browser, the cookie simply terminates.
Log Files
Like most standard Web site servers we use log files. This includes internet protocol
(IP) addresses, browser type, internet service provider (ISP), referring/exit pages,
platform type, date/time stamp, and number of clicks to analyze trends, administer
the site, track user’s movement in the aggregate, and gather broad demographic information
for aggregate use. IP addresses, etc. are not linked to personally identifiable
information.
Volunteer Development Scotland use a tracking utility called Webtrends from netiQ
that uses web log files to analyze site usage and user movement within the site.
Sharing
Legal Disclaimer
Though we make every effort to preserve user privacy, we may need to disclose personal
information when required by law wherein we have a good-faith belief that such action
is necessary to comply with a current judicial proceeding, a court order or legal
process served on our Web site.
Aggregate Information (non-personally identifiable)
Volunteer Development Scotland share aggregated demographic information with the
Scottish Executive to fulfill funding requirements and to help identify areas of
need within the volunteering sector.
Volunteer Centres share aggregated demographic information with local authorities
and funding bodies to fulfill funding obligations.
This information is not linked to any personally identifiable information.
These are the instances in which we will share users’ personal information:
Where the volunteer centre the user has registered with matches a user’s details
with an available volunteering opportunity then the volunteer centre may pass on
the users name and relevant contact details to the 3rd party organisation that is
supplying the volunteering opportunity in question. The 3rd party organisation may
then use this information to contact the user directly in respect of the volunteering
opportunity.
These organisations do not retain, share, store or use personally identifiable information
for any secondary purposes.
Security
Information held online is held on a dedicated secure server regularly updated with
security patches as they become available. Our server is protected by a duel firewall
and located in a high security facility.
Locally, due to different funding for volunteer centres physical security varies
from volunteer centre to volunteer centre. Although all databases are protected
by a back-end password and front-end passwords for each member of staff authorised
to view the information.
Only volunteer centre employees who require access to the information to perform
a specific task are granted access to personally identifiable information.
Links
This Web site contains links to other sites. Please be aware that we, Volunteer
Development Scotland, are not responsible for the privacy practices of such other
sites. We encourage our users to be aware when they leave our site and to read the
privacy statements of each and every Web site that collects personally identifiable
information. This privacy statement applies solely to information collected by this
Web site.
Updating/Deleting Personal Information
user may log in to www.volunteerscotland.org.uk using their unique username and
password. Once logged in a user may amend their registration details as and when
they wish.
It is not possible for a user to delete their details via this website. To do this
they must contact the volunteer centre they are registered with either by phone,
letter or email.
A member of staff from the volunteer centre will delete your information on request.
Subsequently the user’s information shall be deleted from the central online database.
Notification of Changes
If we decide to change our privacy policy, we will post those changes to this privacy
statement, the homepage, and other places we deem appropriate so our users are always
aware of what information we collect, how we use it, and under what circumstances,
if any, we disclose it. We will use information in accordance with the privacy policy
under which the information was collected.
If, however, we are going to use users’ personally identifiable information in a
manner different from that stated at the time of collection we will notify users
via email. Users will have a choice as to whether or not we use their information
in this different manner. However, if users have opted out of all communication
with the site, or deleted/deactivated their account, then they will not be contacted,
nor will their personal information be used in this new manner. In addition, if
we make any material changes in our privacy practices that do not affect user information
already stored in our database, we will post a prominent notice on our Web site
notifying users of the change. In some cases where we post a notice we will also
email users, who have opted to receive communications from us, notifying them of
the changes in our privacy practices.
Contact Information
If users have any questions or suggestions regarding our privacy policy, please
contact us at:
Voluunteer Scotland Website
Volunteer Development Scotland
Stirling Enterprise Park
Stirling
FK7 7RP
Scotland
Phone: 01786-479593
Fax: 01786-449285