Glasgow Life Volunteering

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.

We use your personal information for the following purposes:

• Account creation and administration:
  • Creating and managing your volunteering profile on our system (powered by Team Kinetic).
  • For those without internet access, we will create profiles to prevent digital exclusion.
• Volunteering management & engagement:
  • Managing our relationship with you and your volunteering activities.
  • Verifying your volunteering history, qualifications, training, and licenses (e.g., driving license) to ensure you are qualified for your role.
  • Sending service-related communications to keep you informed about your roles, schedules, and updates.
  • Matching you with suitable volunteering opportunities.
  • Logging your volunteering hours and history and providing feedback.
  • Reimbursing eligible out of pocket expenses.
  • Sending marketing communications about other services or opportunities (with your consent).
• Fulfilling our legal obligations:
  • Complying with legal and regulatory requirements, such as safeguarding, health and safety, insurance requirements, and equalities obligations (e.g. making reasonable adjustments based on disability information you provide).
  • Conducting necessary checks if applicable (e.g. Disclosure or PVG checks) to assess your suitability for certain roles.
• References:
  • Issuing references upon request for current or past volunteering.
• Equalities monitoring:
  • Inviting you to disclose personal characteristic information as defined in the Equality Act 2010 for statistical monitoring of our workforce composition.
• Analysis and reporting:
  • Conducting statistical analysis, business planning, service enhancement, and reporting.

All Glasgow Life Volunteers are required to register an account/profile on:

• https://volunteer.glasgowlife.org.uk/index-classic

This is our volunteer management database powered by Team Kinetic. With your permission Glasgow Life staff can create an account for you.

• You can delete your 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 request Glasgow Life staff do this on your behalf. You can also leave a volunteering opportunity you have enrolled in. Please see glasgowlife.org.uk/privacy/glasgow-life-kinetic-service-user

We process the following personal information:

• Registration and contact information:
  • Name, Postal address, Email address, and Phone number
• Demographic information:
  • Date of birth as some opportunities have a minimum age (see below)
  • Gender
• Emergency contact details:
  • Name and contact number
• Communication details:
  • If you opt into marketing emails. We may also send you service-related communications both via Kinetic and other communication channels.
• Volunteer management and engagement details:
  • Details of your schedule (days of volunteering and hours) and attendance
  • Details of your induction and training records
  • Details of your volunteering history, hours logged, qualifications, skills, experience and volunteering with previous employers or organisations, including with Glasgow Life
  • Volunteer expenses
  • Signed Volunteering Agreements
  • Records of consent for data sharing and other processing where consent is appropriate
  • Enquires and/or interests
  • Attendance at social and celebration events
  • Drivers licence and proof of insurance
  • Proof of address and photo ID
  • Photo and photo consent
  • More sensitive information about medical or health conditions, including whether or not you have a disability to inform Glasgow Life of any reasonable adjustments or requirements, conditions, illness or allergies that we should be aware of
  • Information about equalities data to maintain and promote equality of opportunity
  • Outcome of background checks or criminal convictions and offences declarations if required
  • References and referee name and email address
  • How you heard about Glasgow Life volunteer management database

In addition to holding information on Glasgow Life volunteer management database powered by Team Kinetic your data may also be held on our secure platforms and devices. Other systems we use to support our volunteering management processes include Sportsuite (to collect your signed volunteering agreement and any claimed expenses) and PayitTM (a service by NatWest, our solution for payment of approved expenses using only your contact details).

There may be other occasions we or partners we work with may use other systems for volunteering management e.g. Festival Pro. With your consent, information is shared between platforms to record your volunteering profile and activity.  

You can delete your account at any time.

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

Glasgow Life volunteers will be sent a reminder each year to check the information held by Glasgow Life is correct including contact details, medical details, support required and emergency contact.

The minimum age to register on Glasgow Life Volunteering Database powered by Team Kinetic 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 receive emails from us.

Each Glasgow Life volunteer opportunity is assigned a minimum age.  The minimum age is dependent on volunteer roles and responsibilities and levels of supervision from Glasgow Life staff. Volunteers younger than the minimum age will not be able to join/apply that opportunity. Age is generated from date of birth captured at registration.

Glasgow Life volunteers under the age of 16 must also have a signed parental consent form;

• For you to engage in volunteer activities.
• For you to obtain medical care, unless it's an emergency situation vital to the child's interests.

Glasgow Life volunteers are supervised and managed in accordance with Glasgow Life Safeguarding Policy and Glasgow Life Volunteering Best Practice Guide.

Please see https://www.glasgowlife.org.uk/privacy/photography-and-filming-model-release-consent for more information.

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

• Necessary for the performance of a contract with you (or to take steps to enter into a contract with you) – for a volunteer agreement
• 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 data 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.

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. 

Our 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

Volunteer Glasgow also utilise Team Kinetic it is linked with Glasgow Life’s database to make it easier for volunteers to access opportunities in Glasgow. This means if you have registered with Volunteer Glasgow’s site you can use your existing account to access Glasgow Life’s opportunities. You consent to your basic information being shared at registration.

• Volunteer Glasgow is the operating name of The Volunteer Centre – the Centre for Volunteering, Community Action and Employment Initiatives. Scottish Charity number SC005462. Company limited by guarantee (number 166042). Registered office: Brunswick House, 51 Wilson St, Glasgow, G1 1UZ (https://www.volunteerglasgow.org/)

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.

We will store some of your personal information for a period up to 6 years depending on business need, accounting or audit purposes. This may be extended for limited cases related to health and safety, fraud or claims.  We will delete your information 3 years after you leave or the programme/ opportunity finishes. You can delete your profile at any time but we may need to store some of your personal information for the purposes above and for the purposes of a reference request relating to any volunteering you undertook.

For Glasgow Life Events utilising different platforms for volunteer management, volunteers can choose to transfer their profiles to the main Glasgow Life Kinetic website post-event, consolidating hours and avoiding duplicate profiles. This is an opt-in process. Profiles of volunteers not opting in will be removed from original platform along with any exported data, such as accreditation details, within three years of the event finishing.

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 e.g. emergency contact details and referees please make sure you have informed them that you have given their information to Glasgow Life. 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.

We also have a process specifically for volunteer related concerns, please see Glasgow Life Volunteering Policy – Appendix Resolving Concerns https://www.glasgowlife.org.uk/volunteer-with-us

• 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
• To learn more about Glasgow Life approaches to volunteering including Glasgow Life Volunteering Policy and Volunteering Agreement plesae visit https://www.glasgowlife.org.uk/volunteer-with-us

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.