Privacy Policy

1.Purpose Birnbeck Pier Volunteers (BPV) is committed to protecting the privacy of our volunteers, beneficiaries, and supporters. This policy explains how we collect, store, and handle personal data in compliance with the Data Protection Act 2018 and UK GDPR. 2.The Data We Collect We only collect the personal data necessary to run our activities effectively. This may include: • Contact details: Names, addresses, email addresses, and phone numbers. • Emergency contacts: Details provided for use in case of an accident. • Volunteer records: Availability, skills, application forms, and training records. • Accessibility needs: Information required to ensure volunteers are safe and supported during tasks. 3.Lawful Basis for Processing Under UK GDPR, we must have a lawful reason to keep your information. We rely on: • Legitimate Interest: To effectively manage our volunteer team, coordinate schedules, and communicate important updates. • Consent: When we send you newsletters, photographs, or optional communications (you can withdraw this at any time). • Legal Obligation: If we need to process information (like accident forms) for legal or insurance purposes. 4.How We Handle and Store Data All volunteers and committee members handling personal data must follow these rules: • Data Minimisation: We only ask for what we truly need. • Security: Personal data is kept secure at all times. Digital files are password-protected, and paper documents are stored in locked cabinets. • No Personal Use: Volunteers may only use data for the specific purposes of their role. Personal data must never be used for private, commercial, or unapproved reasons. • Blind Carbon Copy (BCC): When emailing multiple volunteers or members, we always use the "BCC" field to protect everyone's email addresses. 5.Data Retention (How Long We Keep It) We will not keep personal information longer than necessary. • Volunteer records will be securely deleted or destroyed within 2 years of a volunteer leaving the organisation. • Records of unsuccessful volunteer applications will be deleted after 6 months. • When a volunteer leaves, they must destroy any personal data they hold on their personal devices or in written notes. 6.Your Rights as an Individual You have the right to: • Access the personal information we hold about you. • Ask us to correct any inaccuracies. • Ask us to delete your information ("right to be forgotten"). • Withdraw consent at any time by contacting us. 7.Breach In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website). 8.Contact Us If you have any questions, wish to see the data we hold on you, or want to report a potential data breach, please contact info@birnbeckpiervolunteers.org.uk.  9.Website The BPV website is hosted by IONOS www.birnbeckvolunteers.org.uk No data is held on the website. Enquiries should be submitted via email to info@birnbeckpiervolunteers.org.uk. 10.Approval and Review This Policy was agreed at the BPV Committee Meeting on 6th August 2026 and will be reviewed annually.