How we use your data when applying to work or volunteer

This section covers how we use your data when you apply to work or volunteer with us. National Citizens Advice covers their use of data for this purpose in their privacy notice.

How we collect your information

Volunteers – We ask you to complete the application form on our website. We also collect your information through interview and references. 

Staff – When you apply, we ask you to submit your CV and a covering letter to our dedicated secure recruitment email address. We also collect your information through interview and references.

What information we collect

Volunteers – We collect your contact details and information about your skills and why you want to volunteer with us. We also ask about any possible conflict of interest, including whether you are a current client.

Staff – As well as information about your previous roles, skills and experience and education on a standard CV, we also ask you to provide us with a cover letter detailing why you are interested in and suitable for the specific role.

What we use your information for

We use your information to process your interest or application in becoming a volunteer or a staff member and to make sure our recruitment processes are inclusive. This includes:

• check you’ve got the right skills for a role
• arrange an interview
• Let you know the result of your application
• do checks when we make an offer, for example contacting your references or checking your right to work in the UK

Who we share your information with

If you’re offered a role, we will share your data with third parties in order to obtain references, background checks from third-party providers or, for certain roles, a criminal record check from the Disclosure and Barring Service. We use a trusted third party called uCheck to process any DBS checks required. You can see the uCheck privacy policy here. 

We won’t usually share your personal information with anyone else in a way that could identify you. In some rare situations we have to share your information, for example if:

• we’re investigating a safeguarding issue
• the police ask for the information to help them investigate a crime
• a court orders us to share the information

Our lawful basis for using your information

Legitimate interest – We have a legitimate interest to use the information you have provided to process your application to be a volunteer or a staff member. 

Consent – Our legal basis for collection of special category data and information about criminal convictions is consent. 

How long we keep your data for

Volunteers – We will keep unsuccessful application information for 6 months. 

Staff – We will keep unsuccessful application information for 12 months. 

If you are successful, we have a separate Privacy Notice which explains how we use your information and your rights when you volunteer or work for us.