Volunteers in Community Services - Privacy Statement

A new data protection law was introduced on 25th May 2018. As a result, we've updated our Privacy Notice to make it easier for you to find out how we use, process and protect your information.

What information do we need?

Argyll and Bute Council will act as the ‘Data Controller’ in regard to the personal data you provide to us. The Data Protection Officer can be contacted at the Council’s headquarters is at Kilmory, Lochgilphead PA31 8RT.  The email address is: data.protection@argyll-bute.gov.uk   

Unless specifically agreed with you, we will only collect personal data about you which does not include any special categories of personal information about you (also known as ‘sensitive personal data’.  The information will however include your name, address, phone number and e-mail address. We may need to know information about relevant training and qualifications.

Why we need this information?

Your information is being collected for the following purpose(s):-

To volunteer in Community Services: Education, such as a school, nursery and Adult and Youth Services, including as a volunteer with the Duke of Edinburgh Award Scheme, within Argyll and Bute Council.

We need to know this basic personal data to enter into a contract in order that you can become a volunteer and to establish our rights as detailed in the contract we have with you.  If you do not provide this information then we will be unable to enter into a contract with you.  We will not collect any personal data from you that isn’t needed.

The legal bases for collecting your information in these circumstances is:

Legal Obligation: The Protecting Vulnerable Groups (PVG) Act 2007 requires all people working in and around children to apply to be a member of this scheme prior to working with children.

The Education (Scotland) Act 1980 requires each local authority in Scotland to “secure adequate and efficient provision” of Community Learning and Development (CLD) in their area. CLD includes Adult Learning, Youth Work and Community Development.

Adventure Activity Licensing Authority (AALA).

Public Task: the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

What we will do with your information?

All of the information we collect from you will be processed by staff in the United Kingdom.

Your information will be shared with the recipients or categories of recipients listed below:-

What we will do with your information

Who we will share with

Reason for Sharing

Disclosure Scotland for purposes of processing PVG application form. The application form must be signed by you prior to us sending it to them. Without signing this form you will not be able to volunteer in any of our educational establishments.
The educational establishments/services/award centres that you are volunteering with to advise them that you are approved by Argyll and Bute Council to be a volunteer.
HR, Education and SharePoint Your PVG certificate  is held on the Council's SharePoint System. This can only be accessed by a limited number of staff in Education and HR
National Duke of Edinburgh Award Scheme for monitoring and quality assurance purposes if you apply to be a DofE volunteer
Adventure Activity Licensing Authority (AALA) for licence renewal for DofE scheme
Outdoor Education Technical Advisor to ensure health and safety requirements are met


Your personal data will not be shared with anyone else unless there is a legal obligation for us to do so.

You should also be aware that your data will be stored on servers located within the United Kingdom; the data will not be processed outside the European Union. We will take all reasonable steps to ensure that your data is kept securely and more information on how we do this is provided on the Council website (www.argyll-bute.gov.uk) or can be provided in paper format on request to School Support on 01369 704000.

How long will we keep your information?

We will usually keep your information for a minimum of 1 year, after this period we will contact you to check we hold up to date details for you and to ask if you wish your information to be retained and take action as follows:

  • ·          if you do not want your information to be retained it will be destroyed under secure arrangements if it is no longer required for the lawful purpose for which it was obtained.
  • ·          if you notify us that your details have changed we will update them accordingly.
  • ·          if you do not reply your information will be securely destroyed.
  • ·          if you are still engaged in volunteering with Community Services: Education we reserve the right to continue to hold your information.
  • ·          if you are still engaged in volunteering and we do not receive renewed consent we reserve the right to refuse you access to the educational establishment or to refuse permission to volunteer with the Duke of Edinburgh in Argyll and Bute.
  • ·          if the information received from Disclosure Scotland is not consistent with Argyll and Bute policy you will be unable to volunteer and all your data will securely destroyed.

You may request to have your data removed at any time provided you are no longer acting as a volunteer.  More information on our retention schedule is provided on the Council website (www.argyll-bute.gov.uk ) or can be provided in paper format on request to School Support on 01369 704000

Your Rights

When you provide information to the Council, you will have the following rights:

  • to withdraw consent at any time, where the legal basis specified above is consent
  • to lodge a complaint with the Information Commissioner’s Office
  • to request access to your personal data
  • to data portability, where the Legal basis specified above is i) consent or ii) performance of a contract
  • to request rectification or erasure of your personal data, as so far as the legislation permits   

 You can find out more about your rights in relation to data protection here: www.argyll-bute.gov.uk/data-protection or from the Data Protection Officer by telephone or in writing, as detailed above.


Information Commissioner’s Office

The ICO is the UK’s independent body set up to uphold information rights. 

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone:  0303 123 1113   Email:  casework@ico.org.uk 


The Information Commissioner’s Office – Scotland

45 Melville Street, Edinburgh, EH3 7HL

Telephone:  0303 123 1115  Email:  Scotland@ico.org.uk

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