This notice provides details of what information we collect from you, what we do with it, and who it might be shared with when you apply to volunteer with us.

Identity and contact details of the controller and the data protection officer

Falkirk Council is the data controller. You can contact the data protection officer at:

Data Protection Officer
Municipal Buildings
West Bridge Street
Falkirk
FK1 5RS

Frequently asked questions


Why do we collect this information?

The information is being collected for the following purpose:

  1. Managing the volunteering relationship and dealing with any issues arising from it through the Council's relevant policies.
  2. Assessing your suitability for volunteering with us, and for supporting us to deliver specific projects.
  3. Payment of expenses, where appropriate.
  4. Equal Opportunities monitoring to maintain and promote equality of opportunities for Volunteers.
  5. Health & Safety and ensuring a safe work environment.
  6. Providing facilities such as ICT, communication systems, and monitoring usage of these.

The legal basis for each purpose is set out below:

Legal basis Purpose
Consent 2
Performance of a contract 1, 3, 6
Legal obligation 4, 5
Vital interests  
Task carried out in the public interest  
Legitimate interests

What information do we collect about you?

  • Your name, address, and contact information including email address and telephone number, date of birth, and gender
  • Details of your qualifications, skills and experience
  • References obtained during recruitment
  • A copy of your driving licence, insurance details, and any driving convictions (where applicable)
  • New Bank details (where applicable)
  • Information about your next of kin and emergency contacts
  • Information about your criminal record where this is required for your role
  • The details of your volunteering arrangements with us, including dates, details of role, and duties
  • Details of your schedule and attendance
  • Details of any disciplinary or grievance procedures in which you have been involved including any warnings issued to you and related correspondence
  • Information about performance, supervision sessions, and training you have participated in
  • Information about your medical or health conditions*, including whether or not you have a disability for which we need to make reasonable adjustments
  • Equality monitoring information including information about your ethnic origin, religion or belief, disability, sexual orientation, and transgender status**
  • Information confirming you have read and understood our policies and procedures and your compliance with these
  • Information about your use of our information and communication systems and emails passing through our systems
  • Accident and incident reporting
  • CCTV images where these are used in your workplace for security purposes
  • Photographs and videos you have consented to for identity recognition and promotional purposes
  • Any other information about you that you have given to us

We also keep copies of your communication with us and our responses.

Volunteer monitoring may be carried out for operational requirements such as providing IT facilities, lone working, using mobile devices, and vehicle trackers.

*Information about health or medical conditions is processed to carry out our obligations for health and safety purposes.

**Where we process other special categories of personal data, such as information about ethnic origin, religious belief, disability, sexual orientation, or transgender status, this is done to allow us to better perform the equality duty. Equal opportunities data is anonymised. You are entirely free to decide whether or not to provide such data and there are no consequences of not doing so.


Where do we collect information from?

We collect information from you:

  • Through paper, electronic, and telephone correspondence with you, through forms you have completed and interviews and meetings you have attended
  • From any representatives you have asked to act on your behalf
  • From application forms on volunteering websites, such as but not limited to CVS Falkirk
  • From your passport, driving licence, or other identity documents In some cases, we collect personal data about you from third parties such as:
    • Referees who you have given us permission to contact including previous employers
    • Criminal record check providers such as Disclosure Scotland as permitted by law
    • Other members of staff, clients, or customers through complaints or grievances
    • Driver licence check providers such as Drivercheck

Data is stored in a range of different locations, including your volunteer file and in other IT systems including the email system.


Who might we share your information with?

We will keep your information safe and secure. We have systems, processes and training designed to achieve this.

If your volunteering post requires a disclosure or PVG check, we will need to share your information with Disclosure Scotland.

The Council has a duty to protect public funds. We may check your information within the Council for verification purposes and/or for the prevention of fraud. We may share your information with other organisations where we are required to do so for the purposes of the prevention or detection of crime.


Will we send your information outwith the UK?

We do not transfer your information outwith the UK.


How long do we keep hold of your information?

We keep your information for as long as necessary to fulfil the purposes we collected it for. For example, we anticipate the information held within your Volunteer file will be held as follows:

  • Volunteer files are kept for 7 years after the end of volunteering or 25 years after your current term of volunteering if a PVG or Basic Disclosure has been carried out.

What are my rights in relation to the information held about me?

You have the following rights:

  • To see any information held about you by making a subject access request.
  • To withdraw consent at any time, where the legal basis for processing is consent.
  • To data portability, where the legal basis for processing is (i) consent or (ii) performance of a contract.
  • To request rectification or erasure of your information, where data protection legislation allows this.

Do I have a right to complain about the way information has been used?

If you have a concern about the way we are collecting or using your personal data, please let us know and we will try to resolve this. If you are still concerned, you can contact the Information Commissioner:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow, Cheshire
SK9 5AF

Do I have to provide my personal data to you?

If you want to volunteer with Falkirk Council then we need to know the information set out above.


Do you use any automated processes to make decisions about me?

We do not use automated decision making processes.


This notice was last updated in August 2019.