Volunteer Privacy Notice

This notice sets out what personal data we will hold while you are a volunteer for Whitbread Wanderbus, and why and how it is used. You can ask to see, alter or remove any or all of this information at any time. In accordance with data protection law, we will only keep the minimum of data needed for the shortest time necessary.

Your data is kept only with your consent, when required by law, and for the legitimate operational interests of Whitbread Wanderbus. Your data will not be passed to any third party outside of Whitbread Wanderbus unless authorised by you, or where we are legally required to do so.

Email and paper documentation

• Our coordinator will keep your personal data as a volunteer member of Whitbread Wanderbus. This will include your name, address, email address, telephone number(s), driving licence information, and such driver record details and health conditions as you or the DVLA have disclosed. This is to record your agreement to our terms and conditions of volunteering, to enable communication about operational matters such as driver rosters and road closures, and to maintain your driver record while you drive for Whitbread Wanderbus.
• Your data will be kept electronically and in paper form.
• Emails to volunteers are sent using BCC, so that addresses are not shared with everyone on the list.
• Electronic data is kept on a password-protected computer housed in a secure building.
• With your permission, your contact details (email address and phone numbers) will be shared with other Whitbread Wanderbus volunteers to help things run smoothly, for example when contacting other drivers about changes of duty or incidents on the day.

Removing your details

When you tell us you no longer wish to volunteer for Whitbread Wanderbus, your details will be kept for no more than six months, so that any driving-related matters can still be notified to us. If no such matters arise, your data will be removed from all our records and your original volunteer form will be shredded.

Your consent

When you join us as a volunteer, we’ll ask you to sign a short consent form confirming that you’re happy for us to hold the information described above, and whether you’re happy for your contact details to be shared with other volunteers. You can ask us to update or remove your information at any time by emailing info@wanderbus.org.uk or calling 0300 123 3023.