Team London Volunteering Privacy Policy

Information supplied by you 

The GLA collects personal data of the individuals who have registered on the Team London Volunteering Platform. The GLA, via Team London, may collect all or some of the following categories of information and categories of personal data: 

• full names of individuals registering on the Platform
• date and place of birth  
• email address 
• postal address 
• phone number  
• country of residence  
• nationality  
• photographs 
• gender  
• emergency contact information  
• unspent criminal convictions 
• disability and adjustment information.

This list is not exhaustive and we may collect other data relevant to your volunteering role through our services. Team London Volunteering Platform account holders are able to create a personal account on the Platform which will enable them to access the Platform’s functionality. Personal contact details are required so that the GLA can create an account, allocate a unique password and send out appropriate communications to volunteers registering on the Platform.

Demographic data 

There are also optional equalities-related questions, eg on gender and ethnicity, which enable the GLA to monitor the take-up of volunteering opportunities and to develop future recruitment and marketing strategies for engaging Londoners in volunteering. 

We will also collect information from you if you choose to take part in surveys or polls carried out by Team London in order to gauge the success of volunteering programmes. 

We use the personal information we collect to: 

• verify your identity
• create and administer your Team London Volunteering account
• select, assign and deploy volunteers to specific events
• perform background checks, when needed and for roles that require it
• issue volunteer accreditation
• provide volunteer uniform
• provide transportation services to volunteers, if needed
• reward and recognise volunteers
• generate communications relevant to your experience and interests
• provide volunteers with specific training for their respective role
• customise and improve the service we provide
• moderate use of the Platform
• contact you with information about our programme and events
• inform volunteers about any upcoming Team London, GLA and partner events that may be of interest
• build up a profile of volunteers in London to inform future recruitment and marketing campaigns.

Disclosing your information to others 

In the administration of the programme, we may need to disclose your personal information to third parties in order to assist us in providing our services, or where disclosure is required to meet our legal and regulatory obligations. Third parties may include: 

• event hosts, management agencies or other organising bodies and their contractors
• Workforce Group Holdings Pty Ltd., known as the 'Rosterfy Group'
• our rostering partners
• our expense card provider Payment Card Solutions (UK) Limited
• security authorities. 

We may also disclose your personal information to anyone authorised by you, or to whom you have provided your consent or where another permitted general situation applies (as defined in data protection Law). 

The Platform, or certain services such as surveys, product studies or research, are from time to time offered in conjunction with our client business partners, for example Transport for London (TfL). 

Other than the disclosures referred to in this policy, we will not disclose any personal information without your express permission, unless we are legally entitled or obliged to do so (for example, if required to do so by judicial order, or for the prevention and detection of crime, eg fraud). 

Disclosure to overseas recipients 

We may disclose your personal information to overseas recipients, such as an international sporting governing body, an overseas event partner or an overseas service provider for the purposes outlined in this policy or otherwise as allowed or required by law.  

Whenever we transfer your personal data out of the UK/EU, we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented: 

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data. 
• Where we use certain service providers, we may use specific contracts approved for use in the UK/EU which give personal data the same protection it has in the UK/EU. 
• Where data is transferred to a third country (where there is no adequacy decision with the UK, eg USA), we will ensure that an international data transfer agreement is in place to ensure adequate level of safeguard and data protection. 

Information about products and services 

From time to time, Team London will send its members information on survey results, reward and recognition offers, and other related information (if you've consented to receive these).

If you no longer want to receive these updates, you can unsubscribe via the ‘Contact us’ form or you can update your personal preferences on communications using the ‘My Profile’ tab. 

We aim to keep our information about you as accurate as possible. If you'd like to review or change your account settings, communication preferences or the details you have supplied to us, you can do so at any time using the ‘My Profile’ tab.  

You're entitled to ask for a copy of the information we hold about you. To do so, please email us at at [email protected]. 

We keep your personal data for a period of two years after the last time you access the Team London Volunteering Platform. 

Volunteers who are selected to participate in opportunities will have their personal data retained for a period of six years following the completion of the opportunity, in line with the GLA's retention policy. In certain circumstances personal data may be retained for a longer period, where it is deemed necessary for the programme, such as case of safeguarding or if we have a statutory obligation.   

Confidentiality is very important to us, and we're strongly committed to keeping your personal data safe. We will take all necessary measures to ensure your personal information is properly protected and secured. This includes having appropriate technical and organisational arrangements to secure your information. 

We will never send an unsolicited message to you to ask you to provide your password, financial details or other sensitive information by email or through a link. If you have any concerns about your personal data held by the GLA, please get in touch straight away. 

Third-party platforms 

We cannot be responsible for the privacy policies and/or processes of other platforms, even if you access them using links from Team London Volunteering Platform. We therefore recommend that you check the privacy policy of each platform that you visit. 

Contact us 

If you have feedback about our privacy practices, or if you have a query about your personal information, you can email us at [email protected].