Volunteer Team Leeds privacy notice

Summary of privacy notice

Volunteer Team Leeds is committed to protecting the privacy and security of personal information. This notice is applicable to all prospective volunteers, active volunteers and former volunteers on our database. Where we refer to “you” or “your”, we are referring to you as a member of Volunteer Team Leeds.

Background and the data controller for the information we collect

The purpose of this privacy notice is to tell you about what information we collect about you when you get involved with any of our activities, how we use that information, and who we may share it with. 

It is provided to meet the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) to explain how we process your personal data in delivering volunteering service. 

Leeds City Council is the data controller for the purposes of the DPA and other regulations including GDPR, which means it determines what your data is used for and why it is collected. The contact details of the data controller are Leeds City Council, Merrion House, 110 Merrion Way, Leeds, LS2 8BB.

The data we will collect

To deliver the volunteering service, we may process data the following data:

• name
• contact details
• postcode
• age
• emergency contact details 
• health needs 
• images (photographs, videos)

How we collect information about you

We collect information about you from you directly (for example, by asking you to complete one of our registration forms on Rosterfy, our volunteer management software tool; via the telephone; or with a staff member face-to-face).

We may also obtain your information from other sources such as:

• one of your referees, if you have granted us permission to do so
• an emergency contact, in the event of an emergency

Why we process your data

Where you have registered to join Volunteer Team Leeds, we will use any information you provide for the purpose of administering our service, contacting you directly about volunteering, offers, and skills development opportunities.

We will process your personal data in accordance with our volunteering agreement, and this is considered as being held for the performance of a contract under UK data protection legislation.

Leeds City Council will process your data in accordance with the UK General Data Protection Regulation (UK GDPR). The processing shall be lawful only if and to the extent that the following applies:

• Article 6(1)(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes
• Article 6(1)(b): processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
• Article 9(2)(d): processing is carried out in the course of its legitimate activities with appropriate safeguards

The use of images

We use photographs, videos and testimony to help us promote our services in a positive way, shining a light on volunteer contribution across the city. This may include:

• films or photographs of individuals or groups volunteering with Leeds City Council and at Partner events
• publicity materials for further activities or events including digital and printed publications
• illustrations of the activities or events for future funding or grant applications

By signing our Volunteer Agreement, the volunteer consents to activities being captured by means of television, film, video or broadcast media and agrees to the use and reproduction of their name, likeness, appearance and photograph. All such commercial rights in relation to the same belong entirely to either Volunteer Team Leeds or the partner organisation, and the volunteer has no proprietary rights in relation to any such recorded media. If the volunteer does not wish for their image be used in this manner, they should contact the event organiser directly.

Withdrawing your consent

You may withdraw your consent to receive electronic marketing communications at any time by contacting us, updating your communication preferences (where available), or by following the unsubscribe instructions included in any marketing communication sent to you through the Rosterfy website or mobile application.

The withdrawal of your consent will not affect the lawfulness of any processing carried out before your consent was withdrawn.

If you choose to opt out of receiving information about future opportunities, events, or other marketing communications, we may still contact you with essential service-related communications, including information relating to any role, shift, assignment, or activity for which you have registered or been allocated. These communications are necessary for the administration and delivery of our services and are not considered direct marketing.

If you no longer wish to be a part of Volunteer Team Leeds you can easily remove your profile at any time, by following these steps: 

• login to the volunteer portal
• navigate to My Profile > Security
• select Delete my account
• check the tick box to confirm you wish to delete your account
• select Delete

A confirmation box will appear to advise that the account has been deleted, and you will be logged out. Click Log out.

Data retention, storage and destruction

Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention. This means that your information will be retained as long as your Volunteer Team Leeds Rosterfy account remains active. Your account will enter a deactivated state after a period of 1 year of inactivity (based on last login), with data retained for a further 2 years, at which time your account and data will be deleted. This will extend unless the law requires us to retain your data for longer, if there is a legitimate business interest to do so, or if we are informed that you no longer wish to volunteer.

Who we can share your data with

Volunteer Team Leeds uses Rosterfy volunteer management software and Tessitura as data processors to administer volunteer opportunities. Please see the Rosterfy privacy notice and Tessitura privacy notice for further information.

Where you have consented to join the Volunteer Team Leeds mailing list, we will store your information on our dedicated digital marketing and email automation platform system, Wordfly, which integrates with our partner, Tessitura. 

We will share your data with relevant Leeds City Council employees and co-ordinators under the Volunteer Team Leeds banner.

Anonymised impact data will be shared with the funders who make these opportunities possible, and the event organisers who have administered them. 

In addition, we will share your personal data:

• where such disclosure is necessary for compliance with a legal obligation to which we are subject
• in order to protect your vital interests or the vital interests of another natural person
• for the purposes of security and prevention of fraud and other criminal activity
• where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure

We will not, otherwise, share your personal information with any third parties without your consent or unless required by law.

Automated decision making

The information you provide is not used for:

• automated decision making (this means without any human involvement)
• profiling (automated processing of personal data to evaluate certain things about an individual)

Your rights

The law on data protection gives you certain rights in relation to the data we hold about you. These are:

• the right to be informed. This means that we must tell you how we use your data, which is the purpose of this privacy notice
• the right of access. You can ask for copies of your personal data at any time
• the right to erase. You can ask us to erase your personal data
• the right to amend. You can ask us to rectify inaccurate personal data and to complete incomplete personal data
• the right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests
• the right to portability. You may transfer the data that we hold on you for your own purposes, or you can ask that we transfer your personal data to another organisation or to you.
• the right to withdraw consent - to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use.

All data rights apply where we process your information based on your consent. Where we process your data under the performance of a contract, the right to object to processing does not apply. You can object to processing of your personal data by withdrawing your consent.

These rights are subject to certain limitations and exceptions. You can learn more about your rights through the ‘Your individual rights page’, and the Information Commissioner's Office website.

You may exercise any of the above rights in relation to your personal data by writing to us, using the contact details provided below.

When your data gets sent to other countries

The information you provide will not be transferred to another country outside of the UK.

Contact us

Any queries in relation to this privacy notice should be forwarded to:

Data Protection Officer

Aaron Linden
Head of Information Management and Governance - Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds
LS2 8BB
DPO@leeds.gov.uk 

The council privacy notice is available online.

Complaints

You may exercise any of the above rights in relation to your personal data, or to make a complaint by writing to us, using the contact details provided below:

If you are unhappy with the way in which your information has been handled, you should speak with the specific service in the first instance. 

Any data protection complaints about how the council has processed your personal data will be handled in accordance with the council’s complaints policy. You can find out how to submit a complaint online.

You can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner’s website.

Changes to this notice

We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated 4 August 2026.