If you apply to be a volunteer with WaterAid we will ask for your personal data as part of the application process. This will include your name, contact details, references, emergency contact details, information about unspent criminal convictions, and any relevant health and disability information we require in order to make sure we have a safe and welcoming environment.
While volunteering, WaterAid staff will maintain incident logs throughout the day in order to keep track of any issues and ensure the safety of everyone on site. It is possible your personal data may be recorded in these incident logs in relation to your activity as a volunteer. These logs are reviewed at the end of a volunteering event and all trivial data is securely destroyed and any serious incidents are typed up more formally for volunteer managers to review. It is also possible that serious incidents will be reported to our Safeguarding Team (please see the safeguarding section in this privacy notice for more details of this).
We will securely destroy most of our volunteer personal data within a year of your last volunteering event, but we are required to retain certain data regarding references for six years. We will also retain a list of all volunteers and the events they volunteered at for six years from the date of the latest event in case any complaint or incident is brought to our attention during this period.
In the event that your behaviour as a WaterAid volunteer was unsatisfactory we will retain a record of your name and contact details in order to ensure you are not selected as a volunteer during future application rounds. We may also share this information with our volunteer partners to assist them in ensuring safer recruitment practices.