Volunteer Privacy Notice

1. Who we are and what I-VOL is

Volunteer Ireland and the network of Volunteer Centres function as independent data controllers for specific purposes when collecting and using your data. In addition, Volunteer Ireland acts as a data processor, under documented instructions from each Volunteer Centre, for additional processing activities.

I-VOL is Ireland’s national searchable database of volunteering opportunities. The system is centrally operated and managed by Volunteer Ireland in collaboration with the national network of Volunteer Centres.

The I-VOL database is built on the Salesforce platform. Its functionality includes data encryption in transit and at rest, multi-factor authentication, and compliance with major standards and laws such as GDPR, HIPAA, and ISO 27001.

2. Who is responsible for your information?

The following organisations are independent data controllers for the personal data you provide when you register on I-VOL:

  1. Volunteer Ireland.
  2. Your local Volunteer Centre.
  3. The organisation advertising and recruiting for the volunteering opportunity.

Each organisation decides how and why it uses your information and is responsible for responding to any data protection queries about its own processing.

If you have any questions about how your information is used, you can contact:

  • Volunteer Ireland: in**@*******er.ie (please include “Data Protection” in the subject line)
  • Your local Volunteer Centre: contact details are available at www.volunteer.ie/your-local-volunteer-centre.
  • If you wish to exercise your data protection rights after applying for a role, you should contact the host organisation directly.

3. What information we collect and store

When you register as a volunteer through I-VOL, we collect the following information:

  • Name, address, email, phone number.
  • Gender, age group, nationality
  • Level of English.
  • Volunteering interests (activities you are interested in).
  • Volunteering history (whether you have volunteered before).

If you are under 18, we require verified parental/guardian consent before proceeding with your registration.

Volunteer Ireland and Volunteer Centres do not collect any special category (sensitive) data at the point of registration. If you later choose to share information with your local Volunteer Centre about support needs to help you take part in volunteering, this will be collected and managed by the Volunteer Centre, not Volunteer Ireland.

4. Why we process your information and the legal basis

We use the personal data you provide when registering on I-VOL for the purposes below.

Volunteer Ireland uses your data to:

  • Operate and maintain the I-VOL platform.
  • Manage your volunteer registration.
  • Provide national information about volunteering.
  • Produce anonymised reports and statistics.
  • Conduct research into volunteering.

Your Volunteer Centre uses your data to:

  • Contact you about suitable volunteering opportunities.
  • Support your volunteering journey locally.
  • Provide information about local volunteering events and services.

Legal basis

Consent (Article 6(1)(a) GDPR)

  • You choose to register on I-VOL and give consent for your information to be used for this purpose.
  • You can withdraw your consent at any time (see Section 8).

Legitimate interests (Article 6(1)(f) GDPR):

Volunteer Ireland may also use your information:

  • To keep the I-VOL system secure and running properly.
  • Produce anonymised reports and statistics to support volunteering services.

If your Volunteer Centre collects or adds extra information after registration, this will be managed under that Centre’s own privacy notice.

If you apply for a volunteering opportunity, the organisation offering the role becomes responsible for your information under its own privacy notice.

5. Who can access your information?

Your information is accessible to:

1. Authorised Volunteer Ireland staff, who operate and maintain the I-VOL platform.

  • Access is limited to authorised staff only.

2. Authorised staff in your local Volunteer Centre, which supports your volunteering journey.

3. The organisation offering the volunteering opportunity, when you apply for a role, so they can contact you about your application.

4. Authorised staff in other Volunteer Centres, where your local Volunteer Centre has identified a lawful reason to share your information (for example, to help match you with opportunities in another area) and has provided written instruction to Volunteer Ireland to facilitate that process.

  • This sharing can only take place where each participating Volunteer agrees and provides written instruction to Volunteer Ireland.
  • Each Volunteer Centre is an independent data controller for the information it receives and must explain this sharing in its own privacy notice.
  • Volunteer Ireland acts as a data processor for the Volunteer Centres when facilitating this process.

Community Volunteers

If you register as a Community Volunteer, your basic contact details (such as name, email address, and availability) will be visible to authorised staff in all Volunteer Centres.

  • This is necessary so that any Volunteer Centre can contact and deploy Community Volunteers quickly in the event of an emergency or community response.
  • This access operates under the legitimate interest lawful basis (Article 6(1)(f) GDPR) to ensure an effective, coordinated volunteer response across Ireland.
  • Each Volunteer remains responsible for managing this information securely and in line with data-protection law.

Access across Volunteer Centres

I-VOL operates as a shared national system. This means that authorised staff in other Volunteer Centres may, in some cases, be able to view limited information about your volunteering activity. This may include the status of roles you have applied for or been placed in, and related notes or messages between you and the Volunteer Centre supporting your application.

This feature enables you to apply for volunteer roles managed by other Volunteer Centres across Ireland. This process is based on our legitimate interest under Article 6(1)(f) of the GDPR.

Each Volunteer Centre is an independent data controller and is responsible for making sure that any information it can access is managed securely, lawfully, and in line with data-protection requirements.

5. Volunteer Ireland research partners (for example, universities) taking part in a volunteering-related study.

  • Taking part is completely voluntary and always based on your explicit consent, including the use of your name, story, or photograph in a report or publication.
  • Consent will always be requested clearly in writing or through an online form (for example, by ticking a box or selecting “yes”).
  • You will be told who the research partner is, what information will be shared, and how it will be used before any data is provided.
  • You can withdraw your consent at any time by emailing in**@*******er.ie (please include “Data Protection” and the research topic in the subject line).

Other reasons your information may be shared

We will only share your information as described in this Privacy Notice or where required by law. In rare cases, we may share your information where it is necessary to protect your vital interests or those of another person, e.g., in a medical emergency.

6. How long we keep your information

Your information is normally kept for six years after your last recorded activity on I-VOL. We keep it for this period so that:

  • you can return to volunteering without having to re-register, and
  • we can meet audit, reporting, and governance requirements or
  • manage any queries that may arise.

If you ask for your account to be deleted sooner, we will remove your information unless we must keep certain records for legal or regulatory reasons.

You can withdraw your consent or request deletion at any time (see Section 8).

7. Your data protection rights

You have the following rights under data protection law:

  • Access your data.
  • Rectify inaccurate data.
  • Erase your data (“right to be forgotten”).
  • Restrict or object to processing.
  • Data portability (transfer to another controller).
  • Withdraw consent at any time (this does not affect the lawfulness of processing before withdrawal).

To exercise your rights, you can:

  • Update your volunteer profile at any time.
  • Use the contact details provided in section 2 to request us to: delete, correct, restrict, transfer, or provide a copy of your personal information at any time, subject to any legal obligations we may have to retain certain records.

If you make a request:

  • We will get back to you within one month of receiving the request, unless it is complex which means it could take up to 3 months.

Requests to Volunteer Ireland only applies to the data you submitted during registration.

Any information added after that is the responsibility of your local Volunteer Centre. If you want your personal data deleted from your local Volunteer Centre’s records, you will need to contact that Centre directly to make this request.

If you have applied for a role and wish to exercise your data protection rights in relation to that application, you should contact the organisation hosting the opportunity directly.

You also have the right to lodge a complaint with the Data Protection Commission at www.dataprotection.ie.

8. Communications

Once registered, you may receive occasional volunteering information from your Volunteer Centre or Volunteer Ireland by email, SMS, or newsletter.

You can unsubscribe from these communications at any time without affecting your registration.

9. International transfers

Your information is stored securely on the I-VOL platform, which is hosted on Salesforce (instance GBR116) in the United Kingdom.

The UK is not part of the European Economic Area (EEA); however, the European Commission has recognised the UK as providing an adequate level of data protection. This means your information is protected to the same standard as it would be if it were held within the EEA.

If we ever use online tools or services that store or process information outside the EEA or the UK, we will ensure your data continues to be protected through appropriate safeguards, such as Standard Contractual Clauses approved by the European Commission.

10. What you need to do to continue

At the end of the registration form you will be asked to confirm the following:

  • “I consent” – by ticking this box, you give permission for Volunteer Ireland and your local Volunteer Centre to process your personal information as independent data controllers for the purposes explained in this Privacy Notice.
  • “I agree” – by ticking this box, you accept the Terms and Conditions for using the I-VOL platform.

11. Changes to this Privacy Notice

We may update this Privacy Notice from time to time. The latest version will always be available at www.i-vol.ie

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