H&F CAN volunteer privacy notice


This privacy notice explains how the council uses your data for purposes related to the H&F Community Aid Network as part of the national response to COVID-19 (Coronavirus). The notice also provides information about your data protection rights.

The UK is currently experiencing a public health emergency as a result of the coronavirus (COVID-19) pandemic.

H&F CAN is the volunteer community aid network launched by Hammersmith & Fulham Council to support residents in need during the coronavirus pandemic.

Working with the voluntary and charity sector, and alongside the ward and street-level mutual aid groups, H&F CAN offers support to residents who don’t have friends or family close by to help them. Our taskforce of volunteers will help those most in need at the time of their greatest need.

Who will be using your data and how will we obtain it?

Hammersmith and Fulham will be the data controller for the personal data you provide to us.

What personal data do we use?

The council may hold the following data:

  • Full name
  • Date of birth
  • Gender
  • Ethnicity
  • DBS Number
  • Vehicle registration number
  • Home address
  • Contact details such as telephone numbers and email addresses

The council will also hold records of telephone calls and other contacts with individuals made for the purposes of volunteering.

In some cases, the council may match your data with information from other sources such as the DVLA. This is in order to carry out the necessary checks regarding your vehicle.

What types of special category personal data do we use?

The personal data held by the council includes some ‘special category’ or sensitive data. Data related to the health or ethnicity of individuals is special category data.

Why do we use your data?

The council will use your personal data to:

  • To manage and match volunteers to residents and organisations that need volunteers. Contact you, and the residents you support, to tell you what support is needed, who needs it and who will provide the support.   
  • To monitor equality of opportunity/ treatment to improve and maintain equality (under the Public Sector Equality Duty).

We will not share or use your information for other purposes unless we have a legal obligation to do so.

What is the legal basis that allows us to use your data?

The council’s processing of personal data for the purposes described above is on the lawful basis of public task in Article 6(1)(e) in the General Data Protection Regulation (GDPR): processing is “necessary for the performance of a task carried out in the public interest or in the exercise of official authority”.

We need to process your data to meet our legitimate interests Article (6(1)(f) of the General Data Protection Regulation (GDPR) which are:

1. managing the volunteers to assign support requests to them;

2. sharing the volunteers’ data with third party support organisations where necessary to fulfil the support requests;

3. to provide information for quality assurance purposes after the support requests have been completed.

You have a right to object to this processing.

Some of your data that we process contains special category data such as ethnic information. Our legal basis for processing it is:

  • We need to process it for a substantial public interest (9(2)(g)) of the GDPR. The substantial public interest condition we meet from DPA 2018 Schedule 1 are:
    • 8. We (or others) need to process it to monitor equality of opportunity/ treatment to improve and maintain equality (under the Public Sector Equality Duty).
    • ​18. We (or others) need to process it to safeguard children or vulnerable adults at risk from neglect or physical, mental or emotional harm, or to protect their physical, mental or emotional well-being

Who may we share your data with?

The council will share your data with local organisations who are providing a service on behalf the council such as Mutual Aid Groups, Conversation matters befriending service, H&F Foodbank, local Primary Care Networks and local residents who have requested support from the Community Aid Network service.

We will ensure we only share your data with organisations that the council trusts will comply with data protection law.

We only process your data in the UK and European Economic Area (EEA).

How long is your data kept for?

We will only keep your personal data for as long as is necessary for the purposes for which we are processing it, unless we are under a legal obligation or have another legitimate reason for keeping it longer.

It is not possible at this stage to estimate the duration of the pandemic or how long the Council may need to keep your data. We will regularly review the data we hold to determine if it is still required. We will take account of guidance from the Government to ensure a co-ordinated approach with other organisations.

We anticipate the council will not need to retain data collected for the purposes of volunteering beyond the period necessary for local involvement in response to COVID-19.

Personal data held by the Council will be securely deleted or destroyed once we no longer have a legitimate reason to keep it.

What are your rights?

For more information on your rights and how to exercise them please see Your data rights – what they are and Your data rights – how to exercise them.

Who to contact if you’re unhappy about how we use your data or comply with your data rights

For who to contact if you’re unhappy, please see Your data rights – who to contact if you’re unhappy.

What if this notice changes?

If we make a big change to what personal data we process, how or why we process it, or who processes it, we’ll update this notice. We may also contact you using other communication channels to make you aware of the changes.