About this page

This page has been written especially for our staff and volunteers aged 18+. It's all about how Vision uses your personal information. We know there's a lot to read, but we want you to understand exactly what data we store, why we need it, and what your rights are.

 

Your profile

​Your profile is where we save your personal details. The more information you tell us, the more detailed your profile will be. This is the safest and most effective way to store your data, because everything's in one place and can easily be accessed, updated or deleted (see 'Your Rights' section below).

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About Vision

Vision is a registered charity working with young people in Rossendale. Please see the 'Help' section at the end of the page for more details.

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Profile

If you successfully apply to work or volunteer with Vision, we'll create a profile. This will include your full name, date of birth, and contact details, along with related data like your DBS number, any training you've received, and your availability. Your profile can be accessed by all team leaders and office staff so we can manage Vision activities effectively.

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Sensitive information

Any sensitive or confidential information you've provided will be kept separately and can only be accessed by specific team leaders. This includes bank details (for travel expenses or reimbursement), insurance details (for volunteer drivers), medical information (for emergency use), your volunteer records (your application form, references etc.) and your DBS information (see 'DBS Check' section below).

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Unsuccessful or Withdrawn Applications

If your application is unsuccessful or withdrawn by you, any personal or sensitive details you've provided will be removed from our system.

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Optional updates

Like all supporters, team members can opt-in to Mailing Lists to receive occasional email updates from Vision.

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Self Declaration Form

All team members need to complete a Self Declaration Form during the application process and every 3 years afterwards. You'll need to give your date of birth and home address, which will be added to your profile. You'll also be asked questions about any police investigations or conviction history; this is more sensitive data which is not linked to your profile and can only be accessed by authorised DBS recruiters.

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DBS Check

All team members need to obtain a DBS check. Vision uses an independent Christian safeguarding charity called thirtyone: eight. You'll be asked for your gender, National Insurance number, language, place of birth, nationality and any previous names and/or addresses. This data is not linked to your profile and can only be accessed by authorised DBS recruiters, although it will need to be shared with thirtyone: eight (see 'Protecting Your Data' below).

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DBS Certificate

If the DBS Check contains no information that would prevent you from working with under 18s, you'll be given a DBS certificate number, issue date and expiry date, which are stored on your profile and available to you and Vision team leaders. Vision may need to share this information with any schools or youth groups you might visit as part of your work.

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Taking photos and videos

We often take photos and videos during Vision events as a record of the charity's work. Selected images or clips may be posted on our website or social media, or used in newsletters or other promotional material.

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You can tell us whether or not you're happy for us to use photos or videos which show you taking part in Vision events or activities.

 

CCTV

To help keep Woodlea Mission safe, CCTV cameras are installed indoors and outdoors. Cameras record high-definition video and audio whenever motion is detected, 24 hours a day.

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When Woodlea is in use, CCTV can be monitored by authorised team members from inside the building, using approved devices (such as the Youth Team Mobile) or the monitors in the office.

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If an issue is suspected or reported, CCTV recordings can also be accessed at a later date. If an incident has occurred, video and audio may be stored securely for as long as necessary in line with our Data Protection Policy.

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I.C.E. Sheet

All Team members are given the option to complete an I.C.E. Sheet to provide emergency contact numbers and details of any medication or allergies. This data is for emergency use only and won't be linked to your profile.

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First Aid

In the unlikely event that you're hurt during a Vision event, we'll create an accident record which we'll store securely.

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Safeguarding notes

If you tell us something which we think is a safeguarding concern, we'll need to make some confidential notes about what you said. This is to help us protect children from harm. Notes are kept separate from your profile, but may need to be passed on to the police or organisations who specialise in child safeguarding.

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Our promise

We want you to be able to trust us with your personal information, so here's our promise:

 

1. We'll only ask for information that we really need.

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2. We'll do everything we can to keep your data safe.

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3. We'll never share your details outside of the charity, except for the two reasons shown below...

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Trusted service providers

Vision is a small charity, so we use larger, trusted service providers to help us store our data safely and securely. The services we use may change from time to time: to request a list of current providers, please contact us.

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Legal reasons

Like all charities, there are times when the law says that we must provide information to the police or other authorities.

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The right to update your info

Using the Privacy Dashboard, you can update your contact details at any time. 

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The right to opt-out

Using the Privacy Dashboard, you can opt-out of any event reminders or other updates that you asked us to send to you. You can also ask us to delete data that you previously gave consent for us to store (see 'Data collected with your consent' in the next section).

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The right to see your data

You can ask to see a copy of all the data we store on your profile. Please complete our contact form.

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Data collected with your consent

Some data is stored because we have your consent to do so (for example your email address, your I.C.E form, or your bank details for reimbursement). Data collected by consent will be stored for up to two years after you leave Vision, unless you ask us to delete it sooner.

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Data collected for legitimate interests

There's some information which we need to keep for longer. Personal details provided for DBS Checks will be available to our authorised DBS recruiters for up to 2 years after the certificate expires. We are also legally required to keep hold of accident records, CCTV footage of incidents, and safeguarding notes, so you can't ask us to delete any of this data, which may be stored for up to six years.

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Photos and videos

As a registered charity, it's in the public interest for us to keep a record of Vision's work and legacy. For this reason, official photos and videos taken at Vision events are usually archived on our system. You can ask us to remove a specific photo or video from our website or social media using the Privacy Dashboard.

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Thank you for reading!

If you have a question that isn't answered here, please use our Contact Form to get in touch.

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Updates

​This Privacy Notice was introduced on 24 May 2018, and was last reviewed on 18 November 2020. We'll let you know if we make any important changes to this notice.

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About Vision

Vision (Rossendale) is a registered charity in England & Wales, no. 1138523.

We're also a company limited by guarantee, no. 7315280.

Our registered office is Woodlea Mission, Tenterfield Street, Rossendale, BB4 7BA.

To find out more about Data Protection, please visit the ICO website.

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