PRIVACY NOTICE: VOLUNTEERING AT THE UNIVERSITY OF ABERDEEN COLLECTIONS
This notice explains how the University of Aberdeen uses any personal information we collect about individuals who volunteer at the University of Aberdeen Collections.
What information do we collect about you?
Please note that this list may not be exhaustive. We collect information from you when you apply for a volunteering opportunity through our online form. We collect the following information:
· Name and Contact details
· Whether you are a student and if so what degree/ year of study you are currently at
· What type of volunteering you are interested in and why you wish to volunteer
· Your availability
· Interests
· Whether you are entitled to work in the UK
· Details of a character referee.
We will also collect the following information about you while you are volunteering:
· Information about any health or disability requirements you may have
· Information about your progress while volunteering
· Financial information where there are applicable expenses due to travel.
Why do we collect this information?
There are several lawful bases on which the University routinely processes your personal information. These are:
· to fulfil the University's contractual relationship with you
· to comply with our legal obligations under equalities and health and safety legislation
· for the University's statutory powers to provide teaching, promote research and administer the University
Who might we share the information with?
The third party suppliers we use for IT and service delivery support also have access to your personal information in order to provide these services to the University. We may disclose personal information to other recipients in exceptional circumstances or when required to do so by law. We will transfer your personal information to countries and organisations outside the European Union where necessary when you participate in our exchange or study abroad programmes. We have agreements in place with our partners to safeguard your information.
How long will we keep your information for?
· Enquiries by applicants will be held on file for 12 months and will be reviewed within this period should a suitable opportunity become available.
· Contact details and emergency contacts of current volunteers will be held on file during their period of volunteering. This data will be deleted after the agreed volunteering period ends.
· Basic details of past volunteers - name, dates of volunteering, and tasks performed in the role - will be kept on file for 5 years after the volunteering period ends, to assist with providing references for former volunteers. Other data, such as health data, progress reports and volunteer agreement, will be deleted when volunteering ends.
Your data rights
Applicants who have not yet taken on a volunteer role, can ask for their name to be removed from the contact list by emailing uoacollections@abdn.ac.uk. For more information on how to exercise your data rights and to contact the Data Protection Officer please visit: Your Rights | About | The University of Aberdeen