Privacy Notice (All volunteers)

In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you, as a potential or successful volunteer at our event, of the types of data we process about you. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data. 

 

1. Data protection principles

Under GDPR, all personal data obtained and held by us must be processed in accordance with the relevant legislation. We will ensure that: 

• Processing is fair, lawful and transparent
• Data is collected for specific, explicit, and legitimate purposes
• Data collected is adequate, relevant and limited to what is necessary for the purposes of processing
• Data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased
• Data is not kept for longer than is necessary for its given purpose
• Data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
• We comply with the relevant GDPR procedures for international transferring of personal data

 

2. Types of data we collect and hold

We may keep several categories of personal data on our volunteers to carry out effective and efficient processes. We keep this data in a system database called AllowMe. 

Specifically, we hold the following types of data, the following is gathered at application stage: 

• Personal details such as name, address, phone number
• information on your nationality for equality monitoring purposes
• Proof of address and identification; required for security checking purposes, due to the location of the event
• If you hold a valid DBS certification, certification number and date issued

In addition, should your volunteer application be successful, we will request the following data at registration stage, (those volunteers who are returning year on year, will also be required to provide this information): 

• Photograph, for identification card/security purposes
• Personal information, such as name, address, DOB, email address and phone number
• Information on you nationality for security purposes
• Information on your gender for accommodation assignment
• Your method of travel for sustainability data collection
• Emergency contact details, in the event of an emergency during your time volunteering 
• Personal photo identification type and reference number; required for security checks
• If you hold a valid DBS certification, certification number and date issued
• Medical information which may be relevant when volunteering

3. Lawful basis for processing

The law on data protection allows us to process your data for certain reasons only.  

The information below categorises the types of data processing we undertake and the lawful basis we rely on. 

 

Activity requiring your data	Lawful basis
Making reasonable adjustments for disabled employees	Legal obligation
Assessing training needs	Our legitimate interests
Dealing with legal claims made against us	Our legitimate interests
Preventing fraud	Our legitimate interests
The venue (RAF Fairford) security requirement check: proof of address dated within 3 months of check	Our legitimate interests and that of the US Air Force

 

4. Special categories of data

Special categories of data are defined as personal data revealing:

1. Racial or ethnic origin
2. Political opinions
3. Religious or philosophical beliefs
4. Genetic data
5. Biometric data for the purpose of uniquely identifying a natural person
6. Data concerning health
7. Data concerning a natural person's sex life or sexual orientation

We carry out processing activities using special category data:

• For the purposes of equal opportunities monitoring
• To determine reasonable adjustments

Most commonly, we will process special categories of data when the following applies:

• You have given explicit consent to the processing
• We must process the data in order to carry out our legal obligations
• We must process data for reasons of substantial public interest
• You have already made the data public

 

5. Failure to provide data

Your failure to provide us with data may mean that we you are unable to continue with your volunteering role at The Royal International Air Tattoo. 

 

6. Criminal conviction data

We will only collect criminal conviction data where it is appropriate given the nature of your volunteering role and where the law permits us. This data may be collected from the time you are made a volunteer with us, until after the event. We use criminal conviction data to determine your suitability, or your continued suitability for the role. We rely on the lawful basis of (legitimate interest and legal obligation) to process this data

 

7. Who we share your data with

Employees within our company who have responsibility for recruitment of volunteers will have access to your data which is relevant to their function.  

Data is shared with third parties for the following reasons: Access to RAF Fairford in support of delivering our events.  

We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us. We have a data processing agreement in place with such third parties to ensure data is not compromised. Third parties must implement appropriate technical and organisational measures to ensure the security of your data. 

We do not share your data with bodies outside of the European Economic Area. 

 

8. Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction, and abuse. We have implemented processes to guard against such.  

 

9. Retention records

Successful applicants:

If your application is successful, your data will be kept and transferred to the volunteer systems we administer, (AllowMe), for 12 months.   

We will then keep your name, the role and number of RIATs completed, on our system, as long as required.

Where you have provided consent to our use of your data, you have the right to withdraw that consent at any time. This means that we will stop processing your data and there will be no consequences of withdrawing consent. 

Unsuccessful applicants:

We only keep your data for as long as we need it for, which, in relation to unsuccessful applicants, is six to twelve months.   

At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data, in which case it will be deleted or destroyed upon your withdrawal of consent. 

Where you have provided consent to our use of your data, you have the right to withdraw that consent at any time. This means that we will stop processing your data and there will be no consequences of withdrawing consent. 

Registrations:

Your data will be kept and transferred to the volunteer systems we administer, (AllowMe), for up to 24 months.   

We will keep your name, volunteer role and number of RIATs completed as long as required.

At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data, in which case it will be deleted or destroyed upon your withdrawal of consent. 

Where you have provided consent to our use of your data, you have the right to withdraw that consent at any time. This means that we will stop processing your data and there will be no consequences of withdrawing consent. 

10. Automated decision making

Automated decision-making means making decision about you using no human involvement, i.e. using computerised filtering equipment. No decision will be made about you solely based on automated decision making.

11. your rights

In relation to the personal data we hold on you, you have the right:

• To be informed about the data we hold on you and what we do with it
• To access to the data we hold on you
• For any inaccuracies in the data we hold on you, to be corrected (however they come to light). This is also known as ‘rectification’
• To have data deleted in certain circumstances. This is also known as ‘erasure’
• To restrict the processing of the data
• To transfer the data we hold on you to another party. This is also known as ‘portability’
• To object to the inclusion of any information

In addition to the above rights, you also have the unrestricted right to withdraw consent, that you have previously provided, to our processing of your data at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted, by having a legitimate reason for doing so. 

If you wish to exercise any of the rights explained above, please contact the HR Department on 01285-713300.   

 

12. Making a complaint

If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745. 

 

13. Data protection compliance

Our Data Protection Officer is:

James Miller - 01285-713300 

IT & Comms Manager, RAFCTE

Updated: 05 Dec 2023 KM, JM, AP