What information do you ask for?

When you registered with us on our volunteer website you will have given us your name, address, email, relevant medical information, phone number, emergency contacts and references and an acknowledgement that you are in full agreement with the Aims, Beliefs and Working Principles of Scripture Union.  If you are a Schools volunteer with us, you will also have been checked by Access NI and will have given us your Access NI number.

 

Why do you need this information?

We need this information to keep in touch with you about schools work, events, training and SUNI in general, and we may put you in touch with relevant staff.  We also need this information to ensure the suitability of our volunteers and leaders as they represent us as a Christian organisation and for safeguarding purposes.  We also need contacts and medical details in case of any emergency.  As a School Contact you will receive a monthly update, a termly E3 update if relevant, our termly SU newsletter and general mailings – and you may choose to be an E3 supporter and also receive monthly prayer points from the worker in your area.  Schools Volunteers receive E3 updates from their local worker and our general mailings.  SU Leaders receive our termly SU newsletter and general mailings.  You can opt out of any of these mailings at any time.

 

Who do you share my information with and how do you keep it secure?

Your web application form when you register with us can only be accessed by passworded staff.  They are securely stored on our volunteer website server.  Where relevant, you will also submit information to Access NI for an enhanced check.  As the Registered Body, we will check that information against the ID which you show us.  In line with new guidelines from Access NI, we must now keep a copy of the ID you show us for ID checking for at least 90 days after your certificate is issued.  We will keep these in a locked filing cabinet and then they will be securely destroyed.  Once your application has been accepted, your contact details will be held securely on the Filemaker database on our secure, encrypted server and it will only be accessed by relevant, passworded staff as necessary (e.g. to send you relevant mailings or get in touch with you about events and training in your area).  Relevant schools workers may keep your contact details on their passworded, encrypted laptops or mobile phones.  We use MailChimp to send out regular mailings: your name and email address are uploaded via their website each time we send out a mailing. (For more information on our volunteer website, Access NI, Filemaker and Mailchimp see our Third Parties section)

 

For how long to you retain my information?

Your information will be on Filemaker until you indicate that you are no longer involved with SU.  Web application forms are archived to our secure server on a regular basis where they can only be accessed by passworded staff: for insurance purposes, we must hold this information for at least 50 years, but unless there is a legal reason to do so this information will not be accessed again.