Mobilising Voluntary Action Privacy Policy

Mobilising Voluntary Action group is the name for a collaborative research project produced by a team of academics and voluntary sector partners across the UK. The research is funded for 12 months (from October 2020) by the Economic and Social Research Council rapid response to COVID-19 funding call.

The project team are collecting and analysing data from across the UK to better understand the role of voluntary action during the pandemic. The findings will be used to generate briefing reports to support national recovery and to make recommendations for future pandemic preparedness planning. The website operates as the public face of the project and provides an opportunity for practitioners and researchers to engage with the findings and the project team.

The Principal Investigator and Senior Research Fellow who are leading the project are based at Northumbria University. The University of Northumbria at Newcastle is registered with the Information Commissioners Office as a Data Controller – Registration Number Z7674926.

Any queries about this policy or the website should be directed to these two project members. They are working remotely throughout the duration of the project and can be contacted via email using the contact details copied below.

Our contact details

Name: Irene Hardill Address: irene.hardill@northumbria.ac.uk

Name: Laura Crawford Address: laura2.crawford@northumbria.ac.uk

The type of personal information we collect

We currently collect and process the following information:

• Personal identifiers and email addresses (Names and email addresses)

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• To ask a question about the project via the Get in touch form
• To sign up to an event via the Activities

We use the information that you have given us to answers your questions or to register you onto one of our virtual events. A detailed explanation of how the personal data is processed is copied below:

Get in touch form

The Get in touch contact form sends an email to an email client. The email client used by the team member overseeing the Get in Touch form is Microsoft Outlook. Outlook automatically saves email addresses. The team member will respond to any queries from their email account. The query may be forwarded on to a member of our core project team (all of whom have completed a Collaboration agreement). The email address synced with the Get in touch contact form will be disbanded at the end of the project (end of October 2021). The outlook email account is accessed through a password protected laptop.

Activities page sign-ups

The personal data collected via event registration on the Activities page is stored as a table in the back end of the website. The data in the table is exportable. To help process event registration information we will download the information into Excel. The Excel spreadsheet will be stored on the shared collaborative space on Microsoft Teams. The Teams account is only accessible to those who are directly involved with the production of the research and have been invited to the account by the Principal Investigator and Senior Research Fellow based at Northumbria University. The contact details may also be used to circulate any post-event information or findings. The personal data will be deleted at the end of the funded research period (October 2021).

We may share this information with members of our project team. One member of the team is responsible for web admin. Questions that come through the contact form may be forwarded on to members of the core team who are best placed to provide a detailed response. All members of the core team have signed Collaboration or Consultancy agreements administered by Northumbria University. Members of the core team have agreed to handle personal data in line with Data Protection legislation and project Consultants will only be provided personal data as is reasonably required to complete their role on the project.

When you register for a Mobilising Voluntary Action event, we will occasionally share your details with one of our partner organisations who are hosting that specific event. The events may be hosted by colleagues of members of our core team. Information about the event host will be provided on the Activities page before you register your interest.

Personal data will not be shared with any third parties beyond those who are directly involved in the research project.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

Article 6(f) We have a legitimate interest.

How we store your personal information

Your information is securely stored on a password protected laptop.

The email address connected to the project website will be disbanded at the end of October 2021. Any personal data stored in the back end of the website will be disposed of by this date.

Your Rights

GDPR provides individuals a number of rights in relation to the processing of personal data, each of which may apply to differing degrees’ dependent upon the nature of the processing and the legal basis for it. You have the right to:

• Be informed as to how we use your data (via this privacy notice)
• Request access (a copy) of the personal information that we hold about you.
• Correct inaccurate or incomplete data
• Request that we stop sending you direct marketing communications.

In certain circumstances, you may also have the right to:

• Ask to have certain data ‘erased by us.
• Request that we restrict certain processing of your personal data.
• Request that we provide any data you submitted to us electronically be returned to you or passed to a third party as a data file.
• Object to certain processing of your personal data by us

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at laura2.crawford@northumbria.ac.uk or irene.hardill@northumbria.ac.uk

If you are dissatisfied with our processing of your data, or a response to a complaint you have made to us, you have the right to complain to the ICO via Telephone: 0303 123 1113 (local rate) or 01625 545 745, via email: casework@ico.org.uk or for more information see Information Commissioner’s web site.

ICO website: https://www.ico.org.uk