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The London Borough of Merton is a Data Controller in line with the Data Protection Act 2018, as we collect and process personal information about you in order to provide public services and meet our statutory obligations.

We collect various types of personal data relating to your volunteering role, such as your:

  • Contact details; including name, address, email address, telephone number, etc
  • Date of birth
  • Employment details
  • Proof of identity

We also collect various types of sensitive personal data, sometimes known as special categories, such as:

  • Physical or mental health details
  • Racial or ethnic origin
  • Offences (including alleged offences)
  • Gender

This data is collected to ensure that we have full details about you in the event that we need to contact you about your volunteering role and in order to ensure your suitability for a volunteering post. Anonymised information may also be used to build up a picture of our volunteers to inform service development and to provide information to stakeholders. We will only collect personal data that is necessary and any information we collect about you will be strictly in accordance with Data Protection legislation and other statutory obligations, which we are bound by.

Where we require consent to use your information we will make it clear when we ask you for consent and also explain how you can withdraw your consent. You will be advised of any additional purposes or uses at the time the information is collected or used.

We collect details of volunteers in a similar way that we collect for an employee of the council. Information is only exchanged with other agencies in the event of:

  • Prevention of fraud including participating in the National Fraud Initiative
  • Safeguarding of vulnerable adults and children
  • Protect you or other individuals from serious harm
  • Protect public funds
  • Public safety and law enforcement
  • Criminal or civil prosecution of offenders
  • If required to do so by any court or law
  • National security

We may also share your information with third party service providers working on our behalf in supporting the library and heritage model of volunteering such as (Merton Connected) or for education, training and development relating to your volunteering role. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure.

We will keep your information in line with any legal or business requirement as detailed in the council's retention schedule.