Staff / volunteers privacy notice
Staff / volunteers privacy notice
This privacy notice tells you what to expect us to do with your personal information when you work / volunteer for us.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- How to complain
Contact details
FAO Colwick Park Lifeguards, RDG Accounting Ltd, Chatsworth House, Prime Business Centre, Raynesway, DERBY, DE21 7SR, GB
What information we collect and use, and why
Staff / volunteer recruitment, administration and management
We collect or use the following personal information as part of staff / volunteer recruitment, administration and management:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- Gender
- Photographs (eg staff ID card)
- Copies of passports or other photo ID
- Copies of proof of address documents (eg bank statements or bills)
- Next of kin or emergency contact details
- Education history (eg qualifications)
- Details of any criminal convictions (eg DBS checks)
- Political, conflict of interest or gift declarations
- Training history and development needs
- CCTV footage or other recordings
We also collect or use the following special category information for staff / volunteer recruitment, administration and management. This information is subject to additional protection due to its sensitive nature:
- Health information
Staff / volunteer health and wellbeing
We collect or use the following personal information for managing staff / volunteer health and wellbeing:
- General health and wellbeing information
- Accident at work records
- Access needs or reasonable adjustments
- Protected Characteristics (as defined by the Equality Act and s.75 of the Northern Ireland Act for the purpose of equal opportunities monitoring)
We also collect or use the following special category information for managing staff / volunteer health and wellbeing. This information is subject to additional protection due to its sensitive nature:
- Health information
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information as part of staff / volunteer recruitment, administration and management are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information as part of managing staff / volunteer health and wellbeing are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Where we get personal information from
We collect your information from the following places:
- Directly from you
How long we keep information
We will store your information for the duration of the time you work / volunteer for us, or for the length of time you hold an active membership with us. Once your work / voluntary role ends, or your membership has ended, your information will be deleted; except to comply with legal or financial regulations where your information will be stored for up to seven years before being deleted.
Who we share information with
In some circumstances, we may share information with the following organisations:
- Training suppliers
- External auditors
- Suppliers and service providers
- Professional consultants
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated 18/10/25 by Christopher Brookes, Colwick Park Lifeguards Chairman.