Museums and Galleries volunteer privacy notice

The reason we use your data

We will process the information you provide for the purpose of assessing your suitability for a volunteering position at the relevant event or venue, for further communications regarding this, to log and record hours, sign up for rotas and for us to best support you in the role. Your data (with regards to hours per venue and travel claims) will also be used for our regular reporting to the Arts Council England and West Yorkshire Combined Authority who fund us, in an anonymised format.

Why are we allowed to use your data

Where you have been accepted as a volunteer, we will use any information you provide for the purpose of administering this opportunity. We will delete your information if you are not accepted as a volunteer.

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

Who we can share your data with

We will store your information on a secure events management system operated by Better Impact. Information will be shared with relevant Leeds City Council employees and co-ordinators within Leeds Museums and Galleries. 

We will share anonymised data with the Arts Council England and West Yorkshire Combined Authority as detailed above. We will not, otherwise, share your personal information with any third parties without your consent or unless required by law.

When your data gets sent to other countries

Better Impact process the data you provide on servers based in Canada. Canada is subject to an adequacy decision by the European Commission as the organisation is covered by the Personal Information Protection and Electronic Documents Act (PIPEDA), which means that it fully complies with our data protection laws.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated December 2023.