Glasgow Life Kinetic Service User

Glasgow Life is the operating name of Culture & Sport Glasgow, a Scottish Charity (Scottish Charity Number SC037844) and having its registered address at Commonwealth House, 38 Albion Street, Glasgow G1 1LH, is the controller of personal information collected for our processing purposes. See below for our contact details and our Data Protection Officer.

Opportunity - This term refers to the information provided for a specific role, including: title and details of the role; tasks volunteers will undertake; required age; location; minimum skills and experience needed; travel information; and expenses. Please note, this list is an example and not exhaustive.

Opportunity Providers - This term refers to the organisations who recruit and manage opportunities. There are two types of providers:

• Glasgow Life - If the opportunity is managed and supported directly by Glasgow Life, the contact and lead will be a member of Glasgow Life staff.
• External Providers - These are external organisations hosting volunteer opportunities, such as sports-related clubs and organisations. For example, a running club recruiting a club secretary or a charity recruiting marshals for a fun run. Sport-related opportunity providers are known as External Providers and are not Glasgow Life.

External providers must follow their commitments as agreed. Changing agreements on the day of the event is unacceptable unless there are very unusual circumstances. To continue working with Glasgow Life, we expect external providers to communicate with all volunteers respectfully, ensuring no undue stress or upset is caused.

Administrators - This term refers to users who have access to all providers and volunteers within their assigned group. Super Administrator: This user is responsible for the entire database, including volunteers, providers, and administrators.

Glasgow Life collects and processes personal information about you to enable you to use our volunteer management database powered by Team Kinetic.

We may also use your information to contact you by post, email or telephone and to maintain our records.  You can use the system to search, join/apply, and manage volunteering opportunities.

When registering as a volunteer, you are asked to provide your personal information to create your profile which will be shared with providers if you apply or join opportunities this may include, but is not limited to:

• Contact information: Name, Postal address, Email address, and Phone number
• Date of birth as some opportunities have a minimum age (see below)
• Emergency contact details: name and contact number
• How you heard about Glasgow Life volunteer management database
• If you opt into marketing emails. We may also send you service-related communications
• Information about equalities data to maintain and promote equality of opportunity, for example age, gender, ethnicity or sexual orientation. You can select “prefer not to say”.

Depending on the opportunities you apply for, we will also collect the following information:

• Details of your schedule (days of volunteering and hours) and attendance
• Details of your induction and training records
• More sensitive information about medical or health conditions, including whether or not you have a disability for provider awareness to inform them of any reasonable adjustments or requirements, conditions, illness or allergies that we should be aware of
• Details of your volunteering history, hours logged, qualifications, skills, experience and volunteering with previous employers or organisations
• Details of training undertaken
• References and referee name and email address

You will be required to enter a password, this is not visible to administrators however they can assist with resetting it or you can reset via an email prompt when logging into your profile.

When you register as an Opportunity Provider, you are asked to provide contact details which will be visible to volunteers interested in volunteering with you.

• Contact information: Name, Postal Address, Website, Email address, and Phone number
• If you opt into marketing emails. We may also send you service-related communications both via Kinetic and other communication channels.

You will be required to enter a password, this is not visible to administrators however they can assist with resetting it or you can reset via an email prompt when logging into your profile.

We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records.

• Minimum age to register is 13 years. At registration, individuals under the age of 16 are required to submit an email address for their parent or guardian. The parent or guardian will need to respond to the automated email to activate the account and enable communication via emails.
• Each Opportunity is assigned a minimum age, users younger than that age will not be able to join/apply for that opportunity. Age is generated from date of birth captured at registration.

We rely on the following legal bases for processing your personal information:

• For a volunteer - Necessary for the performance of a volunteer agreement with you (or to take steps to enter into an agreement with you)
• For an external provider - Necessary for the performance of a contract with you (or to take steps to enter into a contract with you)
• Necessary for compliance with a legal obligation to which Glasgow Life is subject – health and safety and equalities monitoring and making reasonable adjustments
• On the basis of your consent – marketing emails and transferring your personal information between Kinetic databases as required, and for other consents as appropriate

Some of the above legal bases for processing may overlap and there may be several grounds which justify our use of your personal information.

If you do not provide us with the information we have asked for, then we will not be able to provide this service to you. 

For processing more sensitive personal information, the following condition applies:

• We also need to process more sensitive personal information about you for reasons of substantial public interest as set out in the Data Protection Act 2018. It is necessary for us to process it to carry out key functions as outlined by law.

We are legally obliged to safeguard public funds so details will be checked internally for fraud prevention and verification purposes and may be shared with other public bodies for the same purpose. We are legally obliged to share certain data with other public bodies such as HMRC and will do so where the law requires this; we will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and proportionate. Information is also analysed internally in order to provide management information, inform service delivery reform and similar purposes. This is in accordance with our Information Use and Privacy Policy and the Privacy Statement set out in full on our website.

Specifically:

Your personal information may be shared with external providers, such as sports clubs and organisations, also use our platform to advertise their opportunities. For instance, a running club looking for a club secretary or a charity seeking marshals for a fun run would fall into this category. When you apply for an external provider’s volunteer opportunity, they will be the primary contact and controller of your personal data in respect to the opportunity you register for or join with that provider.  You should also refer to the privacy policies belonging to the provider about how they use your personal information you provide them or is shared with them.

In order to provide services to you, we may need to appoint other organisations to carry out some activities on our behalf. These may include, for example, payment processing organisations, delivery organisations, mailing houses and contractors or consultants providing services to Glasgow Life (or directly to service users) where we need to provide them with personal information to allow them to provide these services on our behalf. We select these organisations carefully and put measures in place to make sure that they only follow our instructions when processing your personal information.

We will not sell or rent your information to any third-party organisations. 

Specifically, the volunteer management system is provided by our supplier:

• TeamKinetic Ltd, Suite 5, Parkway Five, Parkway Business Centre, Princess Road, Manchester, M14 7HR, (https://teamkinetic.co.uk)

We only keep your personal information for the minimum period amount of time necessary. Sometimes this time period is set out in the law, but in most cases it is based on the business need. Glasgow Life maintains a records retention and disposal schedule which sets out how long we hold different types of information for. This is available on our website at www.glasgowlife.org.uk/rrs.

Inactive Users Notification - Glasgow Life will notify users who have been inactive for three years—meaning they haven’t attended a session, logged hours, or logged into the site/app—via email. These users will be prompted to take necessary action; otherwise, their account will be deleted.

Any user can also delete their account at any time by selecting ‘close your account’ from the menu once logged into your profile, but you will lose access to your profile and any volunteering data you have stored within the system. You can also leave a volunteering opportunity you have enrolled in.

Access to your information – you have the right to request a copy of the personal information that we hold about you.

Correcting your information – we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information – you have the right to ask us to delete personal information about you where:

• you think that we no longer need to hold the information for the purposes for which it was originally obtained
• we are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information
• you have a genuine objection to our use of your personal information – see Objecting to how we may use your information below
• our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information – you have the right at any time to tell us to stop using your personal information for direct marketing purposes.

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information. This right might also apply if we no longer have a basis for using your personal information, but you don't want us to delete the data. Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing consent to using your information – where we use your personal information with your consent you may withdraw that consent at any time and Glasgow Life will stop using your personal information for the purpose(s) for which consent was given.

Please contact us if you wish to exercise any of these rights.

If you have provided anyone else’s details on this form, please make sure that you have told them that you have given their information to Glasgow Life. We will only use this information for emergency contact purposes. If they want any more information on how we will use their information they can visit our web site at: www.glasgowlife.org.uk/privacy

For general enquiries, queries or exercising your data protection rights, you can contact Glasgow Life by:

• Post: 38 Albion Street, Glasgow, G1 1LH
• Telephone: 0141 287 4350
• Email: info@glasgowlife.org.uk

We aim to resolve all complaints about the way Glasgow Life processes your personal information. You can contact our data protection officer about any data protection matter but you also have the right to complain to the Information Commissioner’s Office (ICO). Contact details for our data protection officer and the ICO are available on our website at www.glasgowlife.org.uk/privacy/data-protection-concerns.

Please note if your complaint is not about a data protection matter or concerns the handling of your personal information, please contact us using the complaints procedures in place at www.glasgowlife.org.uk/commentsandcomplaints.

• To learn more about how we handle your personal information, please visit: www.glasgowlife.org.uk/privacy
• If you need help in another format, such as large print, braille or audio, please ask a staff member, contact us or visit: www.glasgowlife.org.uk/accessibility

Glasgow Life (and its sub-brands) are operating names of Culture and Sport Glasgow (“CSG”) a Scottish charity (No SCO37844) incorporated under the Companies Acts and limited by guarantee, registered in Scotland with Company No SC313851. Culture and Sport Glasgow (Trading) CIC (“CSG CIC”) is a trading subsidiary of CSG, a community interest company, registered in Scotland with Company No SC313850. CSG and CSG CIC (registered office at 38 Albion Street, Glasgow, G1 1LH) are collectively referred to by CSG’s operating name “Glasgow Life” for the purposes of our Privacy Statement and privacy notices (available at www.glasgowlife.org.uk/privacy). Glasgow Life delivers cultural, sporting and learning activities on behalf of Glasgow City Council, inspiring Glasgow’s citizens and visitors to lead richer and more active lives.