Data Processing Statement– Employees & Volunteers
Sharing personal information relating to individuals employed by or who volunteer with First Love Foundation
First Love Foundation ensures that a data protection policy separate to the charity’s website privacy notice is provided to individuals employed by or who volunteer with the charity.
We hold personal information about all of our employees for employee administration and general management purposes. From time to time, we will ask you to provide personal information for these purposes. In particular, the information will enable us to administer employee benefits, the payroll system, expenses, holiday, sickness and other absence records, carry out one to ones and performance appraisals, training records, salary reviews, to operate our communications systems and to comply generally with our legal obligations before, during and after your employment.
We hold personal information about all of our volunteers for administration and general management purposes. From time to time, we will ask you to provide personal information for these purposes. In particular, the information will enable us to administer volunteer recruitment, recognition, track and pay expenses, carry out one to ones and performance reviews, record training, operate our communications systems and to comply generally with our legal obligations before, during and after your volunteering with us.
Occasionally, the information we hold may include sensitive data relating to your health and data held for equal opportunities monitoring purposes. Since we require all these details from you in order to carry out all the above objectives, you are obliged to provide the necessary information. It is however appreciated that you may consider some information to be particularly sensitive, and you will be informed when replies are not obligatory.
First Love Foundation shares personal information of individuals that are employed by or who volunteer with the charity with:
Legal and regulatory authorities (such as Her Majesty’s Revenue and Customs)
Accountants, auditors, lawyers, other outside professional advisors and business contacts
Other parties which provide products or services to First Love Foundation (such as IT systems suppliers, and pension and benefits administrators).
Your data will be retained in alignment with First Love Foundation’s Record Retention & Destruction Policy. With the exception of your employment contract which will be retained for 7 years after you leave First Love Foundation, all human resources data will be deleted 6 years after you leave First Love Foundation unless we are required to do otherwise for any statutory purpose. All payroll data, including records of any pension deductions, will be deleted 7 years after the end of the tax year to which it relates. Any application forms, CVs and interview notes for unsuccessful candidates (for employment or volunteering) shall be deleted 1 year after the appointment of the successful candidate.
From time to time we use Typeform and similar tools for carrying out surveys and communicating with you that may collect personal data relating to you. Data entered on some of these tools may go outside the European Economic Area (EEA).
By law you have certain rights of access and rectification in respect of the personal information First Love Foundation holds about you.
Data protection requirements mean that you have specific rights in relation to information about you held by First Love Foundation. You have a right to:
Be informed of how information about you will be used (Right to be informed)
Access information held about you (Right of access)
Request that information about you that is inaccurate or incomplete be rectified (Right to rectification)
Request deletion or removal of information about you in specific circumstances (Right to erasure)
‘Block’ or suppress processing of information about you (Right to restrict processing)
Obtain and re-use information held about you for your own purposes across different services (Right to data portability)
Object to processing of information about you (Right to object)
Withdraw consent at any time where your information is being processed based on that consent
Lodge a complaint with the Information Commissioner’s Office in relation to processing of information about you.
The Information Commissioner’s Office can be contacted at:
Information Commissioner’s Office,
You have a right to object to the processing of information about you.
If you have any questions relating to this Fair Processing Notice or to exercise your rights in relation to information we hold about you please contact XX@firstlovefoundation.org.uk or call 020 3069 9877.