Shopping in front of a door

Action for Help: Coronavirus

Connecting volunteers and those in need

Terms & Conditions

The Community Taskforce Volunteers (CTV) service is a programme run by Volunteer Edinburgh. Fully trained and insured volunteers are deployed to support individuals in Edinburgh with short term, practically focused tasks where no other form of support is available to the individual.

Community Taskforce Volunteers (CTVs) are able to offer one off or short-term practical support. This support can include:

  • Shopping;
  • Prescription collection and delivery;
  • Post Office mailings;
  • Help with light waste management (i.e. taking bin bags to street and recycling);
  • Short doorstep chats;
  • Accompanying people to appointments or to build their confidence;
  • Assistance with foodbank deliveries if no other alternative

The above list is not exhaustive.

CTV support is available to anyone who is not in receipt of other support, for example from friends, family, statutory or third sector provision.

CTV support is one off or short-term support which, at the sole discretion of Volunteer Edinburgh, this may be provided for up to three months in certain circumstances.

CTV support is available to anyone who is impacted by the need to self-isolate because of Covid or for anyone who needs practical support following illness, isolation, mobility issues or hospital discharge.

Volunteer Edinburgh reserves the right to reject, restrict, remove, suspend or terminate the service at any time for any reason without prior notice or liability.

All volunteers have had full induction, training, and reference checking. In addition, all volunteers have had their identity verified using a combination of biometrics and Government Issued ID.

All volunteers have either an official Volunteer Edinburgh issued electronic or physical ID.

All Community Taskforce Volunteers are covered by Volunteer Edinburgh’s public liability insurance while they are undertaking tasks that Volunteer Edinburgh has deployed them to. CTVs are not covered by Volunteer Edinburgh’s insurance if individual arrangements have been made between the volunteer and a third party.

Volunteers are not permitted to share their personal phone numbers with clients. All arrangements and rearrangements must be made through Volunteer Edinburgh on 07958 540 438.

When money is needed to fulfil a task, such as shopping, the volunteer will collect cash or a contactless debit card from the client. Volunteers will return any change, card and receipt to the client after the task has been completed. On occasions, on instruction from the client and with the advance authorisation of Volunteer Edinburgh, a volunteer may withdraw cash from an ATM on behalf of the client. Withdrawal receipts will be provided whenever possible.

Volunteers will use their common sense and discretion when deployed to a task and are instructed to escalate any concerns that they have to Volunteer Edinburgh. In turn Volunteer Edinburgh reserves the right to report concerns to Social Care Direct or another statutory partner as appropriate.

If it appears to be an emergency, then 999 will be called for a welfare check via the police or access to other emergency services.

Monday to Friday from 9am to 7pm and Saturday by special request, if this is the only time available to the volunteer.

We require 24 hours' notice to undertake a task though on occasion assistance be offered within a two-hour window though this cannot always be guaranteed.

Following the receipt of a request, we email volunteers in the same postcode as the individual requesting assistance and hope to recruit a volunteer from this pool, if no success we send a further email to a wider area. On receipt of the confirmation that a volunteer is available we call the individual to let them know the name of the volunteer and when they may be able to undertake the task.

The referral agency, or individual must ensure that as much information as possible is shared with Volunteer Edinburgh to minimise the risk to the volunteer and ensure the correct delivery of support.

Across Edinburgh from EH1 to EH17 and in addition EH30.

For details of Volunteer Edinburgh’s general Terms of Service please visit: https://www.volunteeredinburgh.org.uk/terms-of-service/

How we collect it, store it, protect it, and when we share it.

We take your privacy very seriously.

We want to tell you more about what we do with your personal information and how we keep it secure.

Volunteer Edinburgh collects information about you when you:

The information in this notice applies to all our websites, including equalityandrightsnetwork.org.uk and loopsphoneline.org.uk.

Members of Volunteer Edinburgh

If you become a Member of Volunteer Edinburgh we will contact you to give you information on meetings, governance and organisational news.  We will keep your contact details for six years after your membership ceases.

You can cease your membership of Volunteer Edinburgh at any time by emailing finance@volunteeredinburgh.org.uk or by writing to Membership, Volunteer Edinburgh, 222 Leith Walk, Edinburgh, EH6 5EQ.

Your rights

Under Data Protection legislation, you have rights as an individual about how we use your information.

You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

Access to your data

You have the right to see what data we hold about you.  If you want to do this then contact us – details are below.  We’ll provide this information in line with GDPR requirements.

If you tell us that the data we hold on you isn’t correct, we’ll take steps to address this as soon as we can practically do so.

Our basis for processing data

Under to GDPR we must tell you what lawful basis we rely on for processing data.  We rely on legitimate interests for processing all our data.  Where we process special category data we rely on explicit consent.  This means that if we are asking you to give us information on your health, ethnic origin or other sensitive data then we will check that you agree to us processing your data and we’ll tell you what we will be using it for.

Reviewing

This privacy notice was last updated in May 2020.

How to contact us

If you would like more information you can call 0131 225 0630 or write to Volunteer Edinburgh, 222 Leith Walk, Edinburgh, EH6 5EQ.

We use Google Analytics to find out how people use our website. This helps us improve our website, making it more useful and easier to use. The information we use does not identify anyone individually.  If we do want to collect information that identifies you as an individual through our website, we will be up front about this. We will make it clear when we are collecting personal information and we’ll explain what we intend to do with it.

You can read our Cookies section here.

We use WordPress.org to host our website.  For more information about how WordPress processes data, please see their privacy notice here.

If you complete a contact form on our website then the information you submit is sent to us by email and also stored by WordPress through a Gravity Forms plug-in.

When you comment on a blog on one of our websites WordPress stores the information you enter, such as your name and email address.

If you want to comment on an online forum you’ll need a WordPress user account. WordPress will hold some basic information like your name and email address. You have the option to extra information about yourself if you wish.  You can edit or delete this information or we can do this for you.

You can join the Equality and Rights Network by completing an online form.  The information you give is emailed to staff on the project and also retained on WordPress.  When you cancel your membership we’ll delete this information.

Links to other websites

Our website contains links to other, external websites.  The privacy information here does not cover what happens when you click on a link to an external site.  We encourage you to read the privacy statements on other websites you visit.

We can’t accept any responsibility or liability for the privacy practices of third party websites.

Joining our mailing lists

If you sign up to receive one of our newsletters then we’ll only send you information on what you’re interested in and it will only be related to volunteering or our projects.  We use MailChimp to send out newsletters and manage our subscriber lists.

You can read more about how Mailchimp keeps your data secure and how they manage your data on their website.

We won’t pass your personal information to any other third parties.

You can unsubscribe from our mailing lists at any time by going to MailChimp’s website or contacting us.  There’s also an unsubscribe option in each newsletter sent by MailChimp.  You can manage your subscription preferences from the MailChimp website too.

Emailing us

We use software to monitor any emails sent to us for viruses or malicious software. This includes file attachments.

Completing a survey

We issue surveys through SurveyMonkey, and here’s a link to their Privacy Policy.

We use your data to provide you with the best service we can.  We have to take your details to be able to provide you with the service.  However we will only use your details to provide you with that service and for other closely related purposes, such as getting your feedback on how we’ve done.

We won’t share your personal information with third parties unless you give us your permission, ask us to or expect us to as part of the service we’re giving you.  Examples of when we might share your data are: when we’re helping you find a volunteering opportunity, referring you on to another organisation for more support or another service or when you’ve used our self-advertise service.

If we share your data with another organisation then we will always do our best to keep it secure.

In exceptional circumstances we may share your personal information without your permission if we reasonably believe:

  • your health or safety is at risk
  • if we believe you might be breaking the law,
  • and where such a disclosure is allowed under the relevant laws, including data protection law.

We often report to funders and other bodies on our performance of services.  When we do this we will anonymise the data we provide unless you have given us explicit consent to share your information.

VolChat

Volunteer Edinburgh offers online appointments using an application called Zoom, which provides web-based video conferencing services.  As part of this Zoom may collect some personal data from you such as your name, contact information and your location.  You can opt out of providing some of this data to Zoom. For more information please read Zoom’s Privacy Policy here.  Volunteer Edinburgh will not make a digital recording of your meeting in Zoom.

Saltire Awards

When you register for the Saltire Award, either via the online MySaltire registration portal or by completing a registration form, both we and Voluntary Action Scotland (VAS) will process your data.  You should view the Saltire Award Privacy notice for more information about how VAS uses your information.  VAS shares your information with us so that we can administer the awards. We will use your information to recognise you for the volunteering you do by issuing personalised Saltire Awards certificates to you. To do this we need to know:

  • Your date of birth so that we know that you are the right age for taking part in the Satire Awards
  • Your address so we can send you Saltire Award certificates
  • Your email, phone/mobile phone numbers – so that we can contact you if we need to check anything about your Saltire Awards
  • If you go to a school, college, university or other education body – we need to know this as sometimes we might send your certificates there to be given to you

If you choose not to consent to provide this information to us then we might not be able to register you for Saltire Awards or provide Saltire Award certificates to you.

The system for administering Saltire Awards is only accessible to licensed users.

We will keep your information for as long as you are an active Saltire Awards participant.  We keep information on you up to three years after your last contact with us.

For Volunteer Involving Organisations

We collect information from you such as organisation name, website address and contact details. This is not considered personal data, although there may be cases where you use a personal or home address, which is why we want to be explicit around how this information is used and shared.

We will use your information to keep up to date and accurate records of the organisations we engage with.  We need this information to provide services as part of a third sector interface.

Organisations and Opportunity Contacts

Your information is stored in the Milo database for the third sector interface network in Scotland. Milo is operated on the Salesforce platform and managed for us by Scottish Council for Voluntary Organisations (SCVO), acting as a data processor. You can find out more about SCVO at their website (www.scvo.org.uk).

Your contact details will be accessible by licensed users of the system working in the third sector interface network across Scotland. Details of these individual organisations are available at: https://www.vascotland.org/find-your-tsi

If you ask to be made the contact for a live volunteering opportunity, the phone and email details you have given will be published as the main contact for that opportunity on the internet.  You may choose for the information not to be published. Should you indicate your contact details are personal, we will ask for your express permission to publish this.

We will keep your information for as long as you are an active contact. If we do not have any contact with you for a period of three years, your information will be deleted from our system.

Attending an event, our Recruitment Fair or training

When you book an event or training course with us we’ll only use your details to administer the event and for other closely related purposes, such as getting your feedback.

We may take bookings online via Eventbrite.  Eventbrite processes your personal data to help administer events on our behalf and to help us understand the success of our event.  You can read Eventbrite’s privacy policy on their website www.eventbrite.co.uk.

Using our online Academy

When you book a place on a training course you’ll be given the option to gain access to our online training Academy.  To do this we ask for your name and email address.  We’ll only use this information to set up and administer your account. We don’t share your data with any other third parties.  The Academy is hosted on Moodle, a free, open-source learning platform.

How long do we keep it for?

If you are a volunteer or client, we’ll keep your information for up to three years after you finish volunteering or working with us, then we’ll delete it.

If you are a volunteer manager, or a contact for an organisation or for a volunteering opportunity, we’ll keep your information as long as you are using our services, and for no more than three years after you stop doing so.

If you make a complaint to us about our services we will keep that information, which may include your personal information, for two years from the conclusion of the matter.

Your rights

By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate.

You can also ask us to give you a copy of the information and to stop using your information for a period of time if you believe we are not doing so lawfully.

To submit a request by email, post or telephone, please use the contact information provided above.

Your right to complain

If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns

When you apply for a job we’ll only ask you for information that’s necessary to assess your application and to be able to contact you about it.  We’ll only use that information for the application process, or to fulfil legal or regulatory requirements.  Only people who must be involved in the application process will see that information.

We won’t share information you provide during the recruitment process with any third parties. We’ll keep your information secure whether it’s in electronic or physical format.

We’ll keep your information only as long as it’s necessary, in line with our data retention policies.

We’ll ask you to provide equal opportunities information when you apply. You don’t have to give us this information and if you don’t it won’t affect your application. The information you give us at application stage is anonymous and the shortlisting panel won’t see it.  We’ll only use it to monitor equal opportunities statistics.

We’ll ask you to complete a Criminal Conviction Self Declaration form.  In the first instance only the lead of the interview panel will look at this, in line with our recruitment policy.  If the lead interviewer thinks that others on the panel need to consider the information on your form, then they will share it with them.

If you don’t get the job, we’ll keep the information from your application for 6 months after the successful candidate starts.

Successful applicants

If you’re successful and we offer you a job, we’ll ask you for more information.  The sorts of things we need to be able to employ you are things like your passport or other proof of identity, emergency contact details and bank details.

A third party provides our payroll services.  We’ll only share what’s necessary with them so that they can run our payroll.

You might need to complete a PVG application to be able to carry out the role.  We’ll keep your PVG information secure.  The PVG signatory will see it and will only share PVG information with other staff if it’s necessary to make the right decisions about your employment with us.

We use an online database called YouManage to store HR information on employees.  Read YouManage’s privacy statement here.

When you apply to become a volunteer we’ll ask you for relevant information to ensure that you and volunteer-involving organisations can be appropriately supported.  This is things like your emergency contact details and whether you have additional support needs.  We also collect equalities monitoring information, which we may use for reporting.  When we report on equalities we will use anonymised data.

We’ll also ask you to fill in a self disclosure form for criminal convictions.  Only authorised staff who need to see this information will have access to it, such as your volunteer contact person.

You might have to complete a PVG membership form to be able to carry out your role.  We’ll keep your PVG information secure.  The PVG signatory will see it and will only share it with other staff if it’s necessary to make the right decisions about your volunteering.

Your information may be stored in the Milo database for the third sector interface network in Scotland. Milo is operated on the Salesforce platform and managed for us by Scottish Council for Voluntary Organisations (SCVO), acting as a data processor. You can find out more about SCVO at their website: www.scvo.org.uk

You information may be stored in our in-house database, that is operated on the Salesforce platform.

As part of your training we may give you access to Volunteer Edinburgh’s online training Academy. For this we need your name and email address.  We’ll only use this information to set up and administer your account. We don’t share your data with any other third parties.  The Academy is hosted on Moodle, a free, open-source learning platform.

We won’t share your data with third parties, except where you give us permission to do so, for example if you ask to be put in contact with a voluntary organisation advertising a relevant opportunity.

For some of our volunteering roles, such as Taskforce Volunteer, we will ask you to verify your identity using Yoti, a digital identity app, and Yoti will also be your Volunteer Edinburgh ID badge while you volunteer with us.  In order to do this we share your name and email address with Yoti.  We will ask your consent for this as part of the volunteer recruitment process. You can read Yoti’s privacy policy here.

How long do we keep it for?

We’ll keep your volunteer file for three years after you finish volunteering with us.  Beyond this time we may keep a summary record of the period you volunteered with us and a brief description of your role and your strengths so that we can provide a reference for you in the future.

Your rights

By law you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate.

You can also ask us to give you a copy of the information and to stop using your information for a period of time if you believe we are not doing so lawfully.

To submit a request by email, post or telephone, please contact us.

If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns.

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