Information we may collect
- Your name.
- Email address.
- Telephone number.
- Postcode or area.
- The volunteer roles that interest you.
- Your availability.
- Relevant experience.
- Skills you may be able to offer.
- Your reasons for wanting to volunteer.
- Accessibility information you choose to provide.
- Application reference and status.
- Communications about your application.
Why we collect it
Information supplied through the volunteer application is used for purposes connected with recruitment and volunteer management.
- Reviewing your application.
- Contacting you about volunteering.
- Considering suitable roles.
- Understanding your availability and skills.
- Considering adjustments or support.
- Keeping appropriate administrative records.
- Managing safeguarding and security where relevant.
Where applications are submitted
The online volunteer application form is hosted through:
api.rightfirsttimeuk.co.uk
Information submitted through the form is sent to the Right First Time UK volunteer system for processing.
Application records
Each application receives a unique application reference.
The volunteer system may record information such as:
- Application reference.
- Date and time submitted.
- Applicant details.
- Roles selected.
- Application information.
- Application status.
Who can access the information?
Volunteer information should only be accessible to people who need it for legitimate Right First Time UK purposes.
This may include people responsible for:
- Volunteer administration.
- Reviewing applications.
- Managing volunteer roles.
- Safeguarding.
- Security or technical administration.
Email notifications
The volunteer system may send an application notification to Right First Time UK when a new application is submitted.
Applicants may also receive an acknowledgement email confirming that the application has been received and providing the application reference.
Accessibility information
The application gives you an opportunity to tell us about accessibility requirements or adjustments that may help you.
You only need to provide information that is relevant and that you are comfortable sharing.
Sensitive information
Please avoid submitting unnecessary sensitive information.
In particular, do not use the volunteer form to send:
- Passwords.
- Bank account login details.
- Payment card security information.
- Unrelated medical records.
- Unrelated court files.
- Large confidential case evidence bundles.
Data minimisation
Right First Time UK should only collect information that is reasonably needed for the volunteer process.
Applicants should also avoid providing unnecessary information simply because there is space available on the form.
Where sensitive information is not needed to assess the volunteer application, it should generally not be supplied.
Keeping information accurate
If important information connected with your volunteer application changes, you can contact Right First Time UK.
Examples may include:
- A new email address.
- A new telephone number.
- A change in availability.
- An error in information you submitted.
Keeping information secure
Appropriate steps should be taken to restrict unauthorised access to volunteer application information.
Volunteers and administrators should not share login details or copy application information unnecessarily.
How long is information kept?
Volunteer information should not be kept indefinitely without a continuing reason.
Retention may depend on factors such as:
- Whether the application is successful.
- Whether the person becomes an active volunteer.
- Operational or safeguarding requirements.
- Whether information is needed to deal with a complaint or dispute.
- Relevant legal or regulatory responsibilities.
Records that are no longer reasonably required should be deleted or appropriately anonymised where practicable.
Unsuccessful applications
If an application does not result in a volunteer role, information may still need to be retained for a limited period for administration, accountability or to deal with queries.
It should not be retained indefinitely without a proper reason.
Active volunteers
Where an applicant becomes a volunteer, some application information may become part of the person's volunteer record.
Additional information may then be needed for role management, security, safeguarding and communications.
Sharing volunteer information
Volunteer information should not normally be shared outside Right First Time UK without a proper reason.
There may be circumstances where information needs to be shared, for example:
- Where the applicant has agreed.
- Where necessary to manage an authorised volunteer activity.
- Where required by law.
- Where necessary to protect someone from serious harm.
- Where necessary for safeguarding or security.
Your data questions
If you have a question about information you supplied through the volunteer process, contact:
dan@rightfirsttimeuk.com
Where appropriate, you can ask about information held, request correction of inaccurate information or raise a concern about how volunteer information has been handled.
This page is an operational privacy notice for the Right First Time UK volunteer process and should be read alongside any wider privacy information published by Right First Time UK.