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Libraries - Volunteers DBS

17 May 2018

What service is being provided?

Library Volunteering roles which require a Disclosure and Barring Service check.

What personal data do we need from you?




Date of Birth

Telephone numbers


Email address

School/College (If under 18 years old)

Disclosure of criminal convictions


We will also need personal data about your referees:




Post code

Telephone numbers

Email address

Job title

Relationship to you


And about your emergency contact:


Phone number

Relationship to you


What 'special types' of personal data do we need from you?


We may need to hold information about your health if it impacts your volunteering role.


Who will be using your personal data?


The Data Controller is Essex County Council


The Data Protection Officer for Essex County Council can be contacted at


What will it be used for and what gives us the right to ask for it and use it?


To manage and support you as a volunteer

To enable us to contact someone for you in case of an emergency

Delivering library services to customers

Planning and improving the library service

Preventing or detecting of fraud or crime

Research using anonymised personal data.  If we wish to use your identifiable personal data we will seek your permission.


If we cannot use your data we would not be able to support you as a volunteer, providing valuable support for library services.


Our legal basis for using your personal data is under a legal obligation. 


Our legal basis for using your special personal data is substantial public interest on the basis of law.


Who else might we share your data with?


Police (Only for the purposes of preventing or detecting crime or fraud)

Family Operations Hub and Essex Social Care Direct (For safeguarding purposes)


How long will your data be kept?


We will keep your data for one year after you have left your role or for two years after you have left if there was a positive result on your DBS check.


Our use of your data will be subject to the following legal rights:


  • Your Right to be Informed
  • Your Right to Access your personal data
  • Your Right for us to Rectify your personal data
  • Your Right to Restrict our processing of your personal data


We may also receive personal information about you from others:


Your referees


Visit the following links for more information about Privacy Law, our obligations and your Rights:


The ICO Guide to the General Data Protection Regulation 2016

The General Data Protection Regulation 2016


If you have concerns over the way we are asking for or using your personal data, please raise the matter with our Data Protection Officer by the following means:


Postal AddressData Protection Officer, Information Governance Team, Essex County Council, County Hall, Market Road, Chelmsford, Essex, CM11QH
Phone Number0333 013 9824


If you still have concerns following our response you have the right to raise the matter with the Information Commissioner's Office:


Postal AddressInformation Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Online Form
Phone Number0303 123 1113


For our full privacy notice: