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Privacy Notice for the Volunteer Pass


Welcome to the Volunteer Pass website. This privacy policy explains how we collect, use and protect your personal information. We will also explain what rights you have with regards to your personal information and how you can exercise those rights.

About us

The Volunteer Pass is commmitted to facilitating and developing a more collaborative approach to volunteering across all services, organisations, and communities in Bath and North East Somerset (B&NES).

It provides access to free training for anyone who volunteers in Bath and North East Somerset through the Wellbeing College

The service is provided by Virgin Care Services Limited (part of the Virgin Care Group). Virgin Care are funding the Volunteer Pass as part of the Bath and North East Somerset Community Health and Care Services on behalf of NHS Bath and North East Somerset CCG and Bath and North East Somerset Council.

Our registered office is:

Virgin Care Services Limited, Lynton House,
7-12 Tavistock Square, London WC1H 9LT
Registered in England and Wales number: 07557877

Collection of personal data

We only collect and store the information you choose to record on your Volunteer Pass Profile. This includes the following categories of data:

  • Name, phone number, email, address and postcode.
  • Volunteer training, checks and experience you choose to record on your Volunteer Pass Profile;
  • Verification of your volunteer training, checks, and experience by the Associate Organisations you have given explicit permission to view and verify your Profile;

We may also collect, store and use the following optional, “special categories” of more sensitive personal information if you choose to record them in your Volunteer Pass Profile:

  • Ethnicity, age band and gender.These areas are optional and allow you to select “prefer not to say”.

If you do not provide the mandatory information required by our contact form, you will not be able to submit the contact form, training course and we will not support your requirements.

Use of your personal data

We use your personal informaiton for the following purposes.

  • To manage any communication between you and us about the course you are enquiring about or have booked;
  • To respond to your compliments or complaints, claims or other enquiries;
  • Communicating booking information and attendee names with our course providers;
  • To ensure the safe operation and security of our website and obtain statistical information about its usage;
  • To facilitate, with your permission, access to your Volunteer Pass Profile by the service you are volunteering within;
  • To keep our records up to date;
  • To keep you informed about our services, surveys and courses.

We may use sensitive personal information about you in the following ways:

  • To ensure meaningful equal opportunity monitoring and reporting can be provided to our commissioners. However, we will only share aggregated and anonymised information relating to your ethnic origin and age band for this activity.

Sharing your personal information with third parties

We may share information with the following third parties:

  • Associate Organisations – Other charities or services that you explicitly give permission to View or Verify your Volunteer Pass Profile. This includes your name,email, volunteering training, checks, and experience. It does not include any other personal information such as age, gender, ethnicity,postcode or telephone number. You can rescind this permission at any time.
  • The Wellbeing College – If you use the Volunteer Pass to book onto any Volunteer Training it will be processed by the Wellbeing College who will require your personal details to process your booking.You will be notified of this whenever you book onto a course and have the opportunitiy to view their Privacy Notice before deciding whether to proceed.
  • Virgin Care back office support - we may share information with our corporate team within the Virgin Care Group for the purpose of managing any complaints or queries or IT support.

Legal basis for processing your personal data

We process your information for a number of legitimate interests:

  • Manage our relationship with you – eg follow up on contacts made to the Wellbeing Service.
  • For statistical analysis to ensure that we can improve our services and website

With your consent, information from your Volunteer Pass can be viewed by the organisation or service you are volunteering with. You are in control of this and can change your preferences and remove access at any time.

How long do we keep your information?

You are in control of the information within your Volunteer Pass Profile and can update, add and delete information including your training record. If no action is taken by you, we will keep your training record in accordance with the national guidance: Records Management Code of Practice for Health and Social Care 2016, after which records and confidential information are securely destroyed in line with this code of practice.

How we safeguard your information

We want you to be confident that your information is kept safe and secure with us and our trusted partners and held in line with data protection laws.

We take the utmost care when handling your personal and confidential information and ensure that we have appropriate organisational and technical security measures in place to prevent unauthorised access, accidental damage, destruction or loss;

We use computer safeguards such as firewalls and data encryption and enforce physical access controls to our building and record to keep information safe and expect those who are employed or work in partnership with us have regular training and follow our policies and procedures. We take active steps to monitor compliance with these;

We enforce physical, electronic and procedural safeguards in connection with the collection, storage, disclosure and destruction of personal data.


We use cookies to offer you the best browsing experience of our website.

An HTTP cookie is a small piece of data sent from a website and stored on the user's computer by the user's web browser while the user is browsing. Cookies were designed to be a reliable mechanism for websites to remember useful information (such as items added in the shopping cart in an online store) or to record the user's browsing activity (including clicking particular buttons, logging in, or recording which pages were visited in the past). They can also be used to remember arbitrary pieces of information that the user previously entered into form fields such as names, addresses, passwords, and credit card numbers.

This website uses Google Analytics to monitor usage of the website, so that we can understand, learn and improve the quality of our website for you and other users. The Google Analytics cookies do not collect any information that can identify you. Information collected is anonymous and:

  • helps us to monitor which website our users arrived from;
  • provides statistics on how our site is used; and
  • helps us improve the site.

To provide website visitors the ability to prevent their data from being used by Google Analytics, Google has developed the Google Analytics opt-out browser add-on:

You can set your browser not to accept cookies and the following websites tell you how to remove cookies from your browser. However, you may find that this impacts on your user experience when navigating the website.

We also use Google Captcha, which uses cookies, to make sure that users of our website are humans and not 'bots'. Bots are automated computer processes that trawl the internet trying to access websites. It is very important that bots are not granted access to websites and security measures are needed to prevent them.

You will see a Captcha box appear on some of our webpages. Google Captcha uses very advanced technology to stay ahead of bots and although the processes are not published in detail by Google, they describe the overall process, and we would encourage you to read this.

You can set your browser not to accept cookies and the following websites tell you how to remove cookies from your browser. However, you may find that this impacts on your user experience when navigating the website.

For more information visit or

Other websites and applications

Our website is hosted by and contains links to other websites. This privacy policy only applies to this website and the information we hold so when you link to other sites, please read their own privacy policies.

Your rights

Data Protection laws provides you with the following rights:

The right to be informed As a data controller, we are obliged to provide understandable and transparent information about the way we process your data (this is provided by our privacy policy).
The right of access You are entitled to request a copy of the personal data we hold about you.
The right to rectification You are entitled to request changes to information if it is inaccurate or incomplete.
The right to erasure Where no overriding legal basis or legitimate reason continues to exist for processing personal data, you may request that we delete the personal data.
The right to restrict processing Under certain circumstances, you may ask us to stop processing your personal data. We will still hold the data, but will not process it any further.
The right to data portability Subject to certain conditions, you may request a copy of your personal data to be transferred to another organisation.
The right to object to processing You have the right to object to our processing of your data where
  • Processing is based on legitimate interest;
  • Processing is for the purpose of direct marketing;
  • Processing is for the purposes of scientific or historic research;
  • Processing involves automated decision-making and profiling.

Please note that the above rights may not apply in all circumstances but we will respond within a month of any requests. If you have any questions or concerns about the information we hold on you, please contact our Data Protection Officer by one of the following options:

Via our secure Data Subject Rights Portal


Tel: 01928 242942


FAO Head of Information Governance & Data Protection Officer
Virgin Care
6600 Daresbury Business Park

If you are not happy about the way your information is handled, you have the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioners Office (ICO).

Changes to our privacy notice

We will update this privacy notice from time to time to reflect any changes to our ways of working. Please contact our data protection officer if you would like more information.

Last update: May 2018