Privacy notice - Reward & Recognition payments for volunteers
Overview
This privacy notice covers the expenses and reward payments offered to volunteers supporting the development and improvement of Council services.
East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
What information is being used?
In order to process payments legally to you we will collect your:
- Personal details: date of birth and gender
- Contact details: name, address, and email
- Financial related information: tax status, National Insurance number, and bank details
How will your information be used?
We will use this information to make reward and recognition payments to you when you make a claim. We may also use this information to contact you to discuss your claims, payments, check your details are up-to-date, or to discuss closing your records.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is processed in the UK or in a country with an adequacy agreement with the UK.
What is the legal basis for processing your information?
Processing is necessary under tax law to ensure the payments are made lawfully (Taxes Management Act 1970).
How long will your information be kept for?
Your information will be kept for 7 years after your volunteer record is closed.
Sharing your information
If you make a reward and recognition claim, we will share some of your personal information with HM Revenue & Customs so that we can apply PAYE tax if needed. We upload our payslips to an external website, so your data will be shared with the provider.
Any sharing of personal data is always done:
- on case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Your rights
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision making)
Please visit data subject rights for further details.
How to find out more or complain
Should you have any further queries on the uses of your information, please speak directly to our service:
ASCH Admin Team
- Email: ASCH Admin Team
- Phone: 01273 481 565
- Write to: ASCH Admin Team, North A Floor, County Hall, St Anne's Crescent, Lewes, BN7 1UE
To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.
Further information on making a complaint.
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)