Introduction

Generation Exchange, like many other organisations, has to abide by data protection regulations, including The General Data Protection Regulation (GDPR). This policy describes how Generation Exchange collects, uses discloses and transfers the Personally Identifiable information (Personal Data), Sensitive Personal Data or Criminal Offence Data that you provide to us.  Generation Exchange understands how important your personal data is; we take this responsibility seriously and will always follow this policy and process Personal Data fairly and lawfully.  This relates to Personal Data, Sensitive Personal and Criminal Offence Data only.  Non-personal data cannot specifically identify a person and therefore, we may use it for any lawful purpose.

Consent

When you contact Generation Exchange, register as a volunteer, fill in a registration form, or enter into a business relationship or volunteering partnership with Generation Exchange, we may collect or hold Personal Data, Sensitive Personal Data or Business Data.  When Generation Exchange collects Personal Data from you, we will let you know why we are collecting this information, how it will be used and will ask your consent to do this.

Personal, Sensitive Personal, and Criminal Offence Data may be processed by our suppliers on our behalf, for the purposes of performing Enhanced DBS Checks and will be subject to their own policies but may also be accessed by Generation Exchange for the purposes outlined in section 4) b below.  Generation Exchange may also fairly and lawfully process Personal Data when you contact us or send us information without Generation Exchange asking for it.

The information that Generation Exchange collects:

When you register for a Generation Exchange event, fill in a registration form, subscribe to our newsletter, or apply to be a volunteer we collect and use the following types of information in a fair and lawful way.

Volunteers: Generation Exchange will collect Personally Identifiable information, Personal Data, or Sensitive Personal Data from you only when you voluntarily provide this information. Information that we collect may include, for example, but not limited to information such as your name, address, email address, postcode and other Personal Data. We may also process Sensitive Personal Data including Data relating to racial or ethnic origin, and in relation to an individual’s sexual orientation.

Generation Exchange may also hold Personal Data when you contact us or send us information without Generation Exchange asking for it.  We may also hold and use this data only for the specific reason it was supplied.

Where required, Enhanced DBS Checks will be carried out by our supplier Atlantic Data in line with their privacy policy. Your Data will be supplied to the Disclosure and Barring Service (DBS) and will be handled in accordance with their own privacy policy and code of practice. This check will include Sensitive Personal Data and Criminal Offence Data.

Generation Exchange will collect and store the outcome, number and date of issue of the Enhanced DBS checks carried out by our external provider.  We will also have access to the details of the Enhanced DBS check though our provider.

This data will not be accessed or retained by Generation Exchange other than as described in our policy statement.

Volunteering Partners, Schools and suppliers: Generation Exchange will collect Personal Data or Business Data from you including, but not limited to information including your name, address, email address, postcode, bank details, and the services that you provide.  We may also hold or process Personal or Business Data when you contact us or send us information without us asking for it. We may also hold and use this data only for the specific reason it was supplied.

Other Personal Data: Generation Exchange will collect Personal Data or Business Data from you including, but not limited to information including your name, address, email address, and postcode. We may also fairly and lawfully process Personal Data when you contact us or send us information without us asking for it.  We may also hold and use this data only for the specific reason it was supplied

How Generation Exchange will use your information

Generation Exchange will use the Personal Data that we collect in a way, which is consistent with this policy in the following ways: 

For a specific reason: When you provide Personal Data for a specific reason, we may use the Personal Data for that purpose.

Enhanced DBS check: Generation Exchange’s work with children means that our volunteers must complete an Enhanced DBS Check conducted on our behalf by our supplier Atlantic Data with the Disclosure and Barring Service (DBS).  Generation Exchange will process the outcome, number and issue date of the check and may also access details of the check which may include Sensitive Personal Data and Criminal Offence Data for the purposes of completing the risk assessments required for the safeguarding of children.  We will act at all times in accordance with our policy statement and the DBS code of practice.

Organisation of events and volunteer placements: Personal, Sensitive Personal, Criminal Offence, or Business Data may be processed by Generation Exchange for operational reasons, for example, to arrange events and volunteer placements.

Ensuring and equality of opportunity or treatment: We will process Sensitive Personal Data including Data relating to racial or ethnic origin, and data in relation to an individual’s sexual orientation. Generation Exchange may use these data for the purposes of identifying and reviewing equality of treatment, and reporting to our funders that we are meeting equality standards representative of the local community, and not acting in a discriminatory way.

Marketing and promotion: Generation Exchange may use your Personal Data for marketing and advertising purposes including our newsletter, or local events where we have obtained your specific consent and believe that these will be of interest to you.

Generation Exchange will not use your information for any purpose, which is not consistent with this policy without your consent.

Sharing of Personal Data

Generation Exchange will only share your Personal or Business Data under the following circumstances:

• When you agree to us sharing your information.
• To respond to specific issues that you raise.
• Compliance with a legal or regulatory obligation including law enforcement, to protect our own rights or those of a third party.
• When making a claim in relation to our Public Liability Insurance
• For the purposes of requesting an Enhanced DBS check.

Third Parties

Generation Exchange will, from time to time, use third party providers to provide services to us.  These organisations may hold and process Personal Data, Sensitive Personal Data, and Criminal Offence Data on behalf of Generation Exchange for the specific purposes outlined in this document. These organisations will also process your Personal Data in accordance with their own policies.  We will never sell, or draw any financial gain, from your information.

Accessing, editing or deleting Personal, Sensitive Personal, Criminal Offence, or Business Data

You have the right to access, edit or request deletion the Personal Data or Sensitive Personal Data that Generation Exchange holds about you as described in this policy; you can contact us on contact@generationexchange.org.uk

You should be aware that sometimes Generation Exchange might need to hold data to manage our events and volunteering work, to meet legal requirements, or for other fair and legal purposes. In some circumstances we may need to continue to process Personal, Sensitive Personal, or Business data to meet regulatory or legal obligations.

Cookies on the Generation Exchange website

We use cookies when you visit our website. Cookie is a name for a small file which is downloaded onto your device, when you visit a website.

Cookies let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you.

Use of cookies:  We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve the user experience.

The cookies we use: We may use three types of cookies:

• Strictly necessary cookies are essential for you to move around our website and to use its features.
• Performance cookies collect anonymous information about how you use our site, like which pages are visited most.
• Functionality cookies collect anonymous information that remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.

You can opt out of our Functionality cookies and may also remove cookies in your browser. However, if you choose to refuse all cookies, our website may not function for you as we would like it to.