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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?

Title

Name

Address

Date of Birth

Telephone numbers

Gender

Email address

School/College (If under 18 years old)

Disclosure of criminal convictions

 

We will also need personal data about your referees:

Title

Name

Address

Post code

Telephone numbers

Email address

Job title

Relationship to you

 

And about your emergency contact:

Name

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 dpo@essex.gov.uk.

 

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
Emaildpo@essex.gov.uk
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 Formhttps://ico.org.uk/concerns/handling/
Phone Number0303 123 1113

 

For our full privacy notice:

http://www.essex.gov.uk/privacy-notices/Pages/Default.aspx