Volunteer Programmes Privacy Notice

TLG is a national children's charity working in partnership with UK churches to bring hope and a future to struggling children and their families across the UK. We rely on passionate volunteers, through partnership with churches, to support children and families in the best possible way.

We want to be fully transparent with regards to how we use and store your personal information. 

TLG is highly committed to respecting your privacy and ensuring that the personal information you have entrusted to us is processed lawfully and safely. Our privacy document, processes and systems have been updated in accordance with the new GDPR legislation as of May 2018, in order to strengthen your rights to privacy and give you control over the personal information that TLG holds about you. 

This Privacy Notice explains what to expect when TLG collects and uses personal information regarding our Volunteer Programmes volunteers and the children and families they support. This notice does not form part of any contract of employment or other contract to provide services. We encourage you to read this notice carefully and if you would like any further clarification, please contact our Data Protection Officer, Ellie McGrath, who will be happy to help.

You can find a separate Privacy Notice regarding our Education Centres and students here. You can find our Supporter Privacy Notice regarding our supporters and partner churches here

TLG is a charity registered in England and Wales (number 1074113) and our registered office is National Support Centre, Hope Park, Bradford, BD5 8HH. TLG is registered with the Fundraising Regulator. 

Our commitment to you: 

We are committed to processing, storing and handling all data with respect, transparency and excellence. We would welcome you to contact us should you require any further information. Email: ellie.mcgrath@tlg.org.uk or phone: 01274 288895  

FAQs

1. How do we collect your data? Arrow

Volunteer Programmes Volunteers

When you apply to join our Volunteer Programmes team, we collect the information necessary to process your volunteer application and, after you have completed your application, the data is stored on a safe and secure system. We will take up references as per your application form and we will contact the school you are due to coach in to ask for confirmation that a DBS has been done.

Children and families – TLG Early Intervention

For children and families we are supporting through TLG Early Intervention, data is collected through SDQ (Strengths and Difficulties Questionnaire). 

Children and families – TLG Make Lunch

For children and families we are supporting through TLG Make Lunch, data is collected on a registration form.

2. Why do we collect your data? Arrow

Volunteer Programmes Volunteers

We collect your data for:

  • Ensuring that our safeguarding information is fully compliant 
  • Ensuring suitability for Early Intervention coaching or being on the Make Lunch team
  • Keeping in contact with you with regards to training events and any other Volunteer Programmes related information

Children and families – TLG Early Intervention

We collect your data so:

  • the Early Intervention volunteer can keep in touch with you regarding the Early Intervention your child is involved in
  • we can monitor the progress of the TLG Early Intervention programme

Children and families – TLG Make Lunch

We collect your data so:

  • the TLG Make Lunch club you/they are attend can keep in touch with you and can monitor who has attended
  • the TLG Make Lunch club attended can record any dietary requirements etc

3. What data do we collect and where is it stored? Arrow

The personal information we collect, store and use about you includes: 

  • Personal identifiers such as your title, name, marital status and date of birth
  • Contact details including postal address, post code, personal email addresses and telephone number 

This data is stored on a secure web-based system.

Children and families – Early Intervention

The personal information we collect include:

  • Child’s initial, gender, school attended, date of birth, free school meals eligibility, looked after child status and SEND details– this is kept on a secure web-based system
  • Address, parents' mobile number and parents’ email address – this information is not available to TLG and is not stored on any of TLG’s secure systems, this is kept securely by the Volunteer Programmes Early Intervention volunteer based at TLG’s partner church so that contact can be made regarding Early Intervention

Children and families – Make Lunch

The personal information we collect for child and parent includes:

  • First name and Surname, date of birth, gender, school, dietary requirements, medical details, name, address and phone number of GP.  Parents’ address, telephone number and email address – this data is kept on a secure system and is only viewed by the Make Lunch volunteers.  Any paper copies of this information will be kept securely by the TLG’s partner church.

Sensitive personal data 

  • The Data Protection Act recognises some information as ‘sensitive personal data’. This includes, but is not restricted to, information which reveals your race or ethnicity, religious beliefs and sexual orientation; health, including any medical condition, health and sickness records; information about criminal convictions and offences. 
  • Where required, TLG will ask you to provide explicit consent to process sensitive information in accordance with the Data Protection Act. For example, we collect anonymised demographic data for volunteers, children and families we’re supporting to enable us to monitor Equal Opportunities. This information is used for statistical purposes only. 

4. Keeping your data secure Arrow

TLG is required to ensure that your data is stored securely – not only on the systems we use but also in the way that we store and transport paper copies of any data that you have provided us with. All of our staff are required to undertake training to ensure that your data is kept secure at all times. Only staff responsible for using your data have access to the system where it is stored. 

Any external companies used by TLG, for example those overseeing IT systems are responsible for data under the GDPR and provide TLG with privacy policies as appropriate. 

We do not share your data with any other organisations other than for the purposes for which you have given your consent. For example, with a school / church if you are volunteering for TLG. 

5. Who do we share your information with? Arrow

Volunteer Programmes Volunteers

All the personal information you provide will be available to limited TLG employees with a need to access the information in order to effectively support and monitor programme delivery. We share your personal information with trusted third parties, such as the school you are coaching in and TLG’s partner church that you are volunteering with.

Children and families – TLG Early Intervention

All personal information you provide will be available to limited TLG employees with a need to access the information in order to effectively support and monitor programme delivery.  Parents’ email address, address and phone number is not shared with TLG.

Children and families – TLG Make Lunch

All personal information you provide will be available to limited TLG employees with a need to access the information in order to effectively support and monitor programme delivery.  

6. How and where do we keep your data? Arrow

As mentioned above, all data is kept on secure password protection systems.  Any paper copies held by TLG’s partner churches will be kept securely in accordance with the church’s privacy policy

We will only retain your personal information for as long as necessary to fulfil the purposes we have collected it for.  All data is retained for as long as is required and in accordance with our retention documents. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from authorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. 

7. What are my rights as a Volunteer Programmes Volunteer or a child or family being supported? Arrow

We encourage you to note your rights as to how TLG handles your data.  If you would like to discuss any of the information in this Privacy Policy with TLG, then please contact our Volunteer Programmes team on 01274 900373.  TLG retains your information based on various lawful bases.

You have the right to change, alter or delete the information that we store as follows:

Right to be informed - we seek to be clear and specific when we collect information from Volunteer Programmes Volunteers and children and families we support.

Right to access - you are entitled to request a copy of any of your personal information that we have stored on our systems. 

Right to rectification - if any of your personal information that is stored on our systems is incorrect, you have the right to have this updated. 

Right to be forgotten - if you request for all of your records to be deleted from our systems, we are lawfully required to carry out this request, other than if your data is required for lawful reasons.

9. How does this website use cookies? Arrow

Like the majority of websites, TLG's website uses cookies to provide the best user experience and by continuing to use the website, you are accepting use of them. 

A cookie is a small piece of data that is stored on your computer’s hard drive by your web browser. Cookies cannot look into your computer and obtain information about you or your family, or read any material stored on your hard drive. Using Cookies does not in any way compromise the security of your computer. 

TLG may use cookies to gather statistics about the number of people who visit the site and to help us develop the site content, layout and services. You can find out more information about cookies by visiting: www.allaboutcookies.org

10. Changes to this Privacy Notice Arrow

TLG's privacy policy was last updated in May 2018 in line with the new GDPR legislation. We update our policies regularly and change the information in this document to reflect any changes to the way in which we store, retain or use your personal data. We also update TLG policies to reflect any changes in legislation. 

This TLG Volunteer Programmes Policy Statement was last reviewed December 2020.

Next review date due: December 2021

You are encouraged to make reference to this document at any time that you might disclose further personal information to TLG.