Jobs and training

Specialist Volunteer Privacy Notice

We keep the Specialist Volunteer Privacy Notice under review. It was last reviewed and updated in May 2021.

If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.

View the privacy and transparency information for all of the City of York Council (CYC).


Collecting personal data

We will collect:

  • your name, address and contact details
  • how you would like to volunteer
  • your specialist skills and experience
  • any relevant certification or checks, for example, DBS

Using personal data

When a request comes through from an individual who has a specialist requirement we will do a specialist match based on the information that you have provided. If you are a potential match for the role we will contact you to see if you are interested in the opportunity to volunteer. Once you have specified your interest we will introduce you to the individual or their mediator.

We'll protect it and make sure nobody has access to it who shouldn’t and we will not keep it for longer than is necessary


Our legal basis for using personal data

The information we collect will be used to match volunteers to individuals with specific needs that cannot be met by existing community groups and organisations in York. This includes specialist knowledge of supporting people with autism, learning disabilities, dementia and mental health. It also includes where people may require visual means of communication such as British Sign Language or Makaton.


Sharing personal data

We will not use the information for any other purpose than set out in this privacy notice and will not disclose to a third party, for example, other companies or individuals, unless we are required to do so by law for the prevention of crime and detection of fraud, or, in some circumstances, when we feel that you or others are at risk.

Sharing data under Data Protection legislation

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • law enforcement
  • fraud investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

Retaining personal data

We'll keep the information you give us in the City of York Council’s secure network drive and make sure it can only be accessed by authorised staff.

We'll keep the information you give us for up to two years when you stop being a specialist volunteer and then will securely and confidentially destroy it.

At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.


Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.

The new notice will:

  • explain this new use before we start the processing
  • set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.


Your rights relating to personal data

When we collect your personal data we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.

See further details of your rights relating to personal data.


Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145