What personal data do we collect for volunteers

Your data is stored in a range of systems and formats. These include in your recruitment file, in the organisations HR management system and in other IT systems, including the organisations email system.

Parental alienation awareness processes a range of information collected from you. This may include:

  • Your name, address and contact details, including email address and telephone number;
  • Your date of birth
  • Details of your qualifications, skills, experience or employment history that you feel relevant to a volunteering role with Parental Alienation Awareness
  • Website links that give examples of your work or business

Special category and criminal offence data

  • Where permitted by law, equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
  • Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process.
  • Where permitted by law, we may hold information from criminal record checks.

Personal data provided by third parties

The charity may (when required) collect personal data about you from third parties, such as references supplied by a current or recent employer, or from someone you have volunteered with previously or from an educational or personal referee.

The charity will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so. 

Why do we process personal data

Processing data from applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for a volunteering role and decide to whom to offer a job. In order to comply with Data Protection Laws, Parental Alienation Awareness need a lawful basis to process your Personal Data. We use the following lawful reasons to obtain and use your Personal Data.


Parental Alienation Awareness needs to process your Personal Data to take steps at your request, prior to entering into a potential agreement with you.

Legal Obligation

In some cases, the charity needs to process data to ensure that it is complying with its legal obligations.

Who may have access to personal data

Your information will be shared internally for the purposes of the recruitment exercise. This includes with members of the HR and recruitment team, interviewers involved in the recruitment process, internal and external auditors and IT staff if access to the data is necessary for the performance of their roles.

The charity will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you.

Parental Alienation Awareness may share your personal data with third parties in order to, obtain references from other employers and to obtain necessary criminal record checks.

Separate Controllers

Parental Alienation Awareness may share your personal data with organisations where we have a legal obligation, contract or other legitimate interest to do so. This might include the local council authority during our parental alienation awareness day event.

How long do we hold your personal data?

If your application for a vacancy is unsuccessful, we will hold your data on file for 1 year after the end of the relevant recruitment process. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.

If your application is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your volunteering placement. The periods for which your data will be held will be provided to you in a new privacy notice.

What if you do not supply your personal data

You are under no statutory or contractual obligation to provide data to us during the process. However, if you do not provide the information, we may not be able to process your application properly or at all.

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