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Go to P3 HousingName: People, Potential, Possibilities (P3 Charity)
Address: Eagle House, Cotmanhay Road, Ilkeston, DE7 8HU
Phone Number: 0115 850 8190
E-mail: governance@p3charity.org
People, Potential, Possibilities (P3) is a registered charity and incorporates The Rugby Portobello Trust. As part of our volunteer recruitment process, P3 collects and processes personal data relating to applicants. P3 is committed to being transparent about how we collect and use that data and to meeting our data protection obligations under the General Data Protection Regulations.
P3 collects a range of information about you. This includes:
P3 collects this information in a variety of ways.
For example, data might be provided in application forms, CVs or obtained from your passport, other identity documents or collected through interviews.
P3 will also collect personal data about you from third parties, such as references supplied by your former employers, information from background check providers and information from criminal records checks dependent on the role that you have applied for.
P3 will seek information from third parties once a volunteer offer has been made to you and we will inform you that we are obtaining this.
P3 has a legitimate interest in processing personal data during the volunteer recruitment process and for keeping records of that process. Processing data from applicants allows the organisation to manage the recruitment process, assess and confirm a candidate’s suitability for a role, decide to whom to offer a role to and to enter into a volunteer agreement with you.
In some cases, P3 need to process data to ensure that it is complying with our legal obligations (for example, P3 are required to check a successful applicant’s eligibility to volunteer in the United Kingdom before volunteering starts).
For some roles, P3 is obliged to seek information about criminal convictions and offences. Where P3 seeks this information, it does so because it is necessary for it to carry out its legal obligations and exercise specific rights in relation to offering you a volunteer role.
Your information will be shared internally for the purposes of volunteer recruitment and, if offered and you accept a volunteer role, volunteer management. This includes members of the P3 People and Culture team, interviewers involved in the recruitment process and IT staff if access to the data is necessary for the performance of their roles. If you are offered and accept a volunteering role within P3, your data will also be accessed and processed by our Volunteering team and your line manager. Data will then be stored in a range of different places, including your application records, within People and Culture management systems, our volunteer management system and on other IT systems (including e-mail).
P3 will not share your data with third parties, unless your application for volunteering is successful and we invite you to volunteer with us. P3 will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks if appropriate.
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, use of or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which personnel are required to follow when handling personal data.
We will never share your personal information with other organisations for marketing, market research or commercial purposes.
If your application for volunteering is unsuccessful, the organisation will hold your data on file for 1 month after the end of the relevant recruitment process. At the end of that period (or once you withdraw your consent), your data will be deleted or destroyed.
If your application for volunteering is successful, personal data gathered during the recruitment process will be transferred to your personnel volunteer file and retained during your time volunteering for us.
Should you wish to leave P3 as a volunteer, we will delete or destroy your application details within one month and store only your name and the duration of your volunteering time with us which may be used for external references and internal monitoring of the volunteering programme only.
Should you become an employee of P3 we will transfer your volunteering personal data to your staff personal file held within CIPHR.
You are under no statutory or contractual obligation to provide data to P3 during the volunteer recruitment process. However, if you do not provide the information required, P3 may not be able to process your application.
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information. P3 Charity will not usually charge for this service; however we reserve the right to do so or to refuse the request if it is deemed to be manifestly unfounded or excessive in nature.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at governance@p3charity.org if you wish to make a request.
If you have any concerns or queries about our use of your personal information, you can contact our team at governance@p3charity.org.
You can also contact the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://ico.org.uk/
