Privacy – 15.6. When you apply to become/become a Leeds Cares’ trustee

Purpose of processing

When you apply to become a trustee, we collect your personal data both in order to consider you for the position and to communicate with you.

When you become a trustee, we need to retain that information and also collect additional information in order to communicate with you, carry out due diligence checks, ensure internal monitoring, and reimburse you for any expenses you incur in carrying out the duties of a trustee for Leeds Cares.

What information we need

We will collect the following information which includes Special Category Data.

  • Name and Address
  • Date of birth
  • Demographic monitoring information: which may include ethnicity, disability/medical conditions, religious beliefs, sexual orientation (classed as Special Category Data)
  • Allergies, health issues or support required (classed as Special Category data)
  • Details of successful disclosure and barring service check
  • Name and phone number of emergency contact
  • Names and contact details of referees
  • Details of your skills, qualifications and experience
  • Job title
  • Bank account details for the payment of expenses

We will collect further personal information during the interview process and record this as free-text notes collected by the panel.

Legal basis and why we need the information

Contact information for yourself, your emergency contact, and your referees

These details are required so we can make contact regarding your application and your duties should you become a trustee, and in the unlikely event that we need to contact your emergency contact on your behalf. Your personally identifiable data is also required in order for us to undertake our legal obligation to run due diligence checks e.g. with Companies House to ensure you have not been disqualified. We will contact referees as part of your recruitment process.

Our legal basis for processing this data is your legitimate interests (as you are applying to become a trustee of Leeds Cares).

Please note it is your responsibility to advise both your emergency contact and your referees that you are passing their details to us; and that the information will only be used for the purpose for it was provided.

Skills, qualifications and experience

This information is collected so that we can consider you for the role.  We process this on the basis of your legitimate interests (as you are applying to become a trustee of Leeds Cares) and in our legitimate interests (in ensuring that you are suitable for the role).

Special category data

With your consent, we will record details of any disability or health needs relevant at the time of your application. This is to help ensure we make reasonable adjustments to accommodate you during your interview and at any subsequent meetings.

Our legal basis for the collection of other special category data (ethnicity, disability/medical conditions, religious beliefs, sexual orientation) is based on legitimate interests to allow us to monitor our practice as an equal opportunities employer.

Details of successful disclosure and barring service check

This information is necessary to allow Leeds Cares to consider the suitability of prospective trustees. This is a legal requirement placed upon Leeds Cares and choosing not to provide this information may mean we are unable to consider you for this role.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

On appointment of a trustee, we have a legal obligation to advise the following third parties:

  • Charity Commission
  • Companies House

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

The data that we collect from you will be stored inside the UK or the European Economic Area (EEA). We will not transfer your personal data outside the EEA or the UK without informing you beforehand and seeking your permission.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.