VOLUNTEER PRIVACY NOTICE
AOC Holdings Limited is committed to protecting the privacy and security of your personal information and we will always treat you and your data with respect.
This Privacy Notice covers how we collect, use, store and disclose the data that you supply to us and your rights about any data that we hold about you.
THE INFORMATION WE COLLECT FROM YOU
When you register to be a volunteer on our Community Archaeology projects we might ask you for your name, address, e-mail and telephone number.
When you volunteer to take part in project activities like fieldwork and on-site training, we ask you for information about your health and any medical conditions.
We will ask you for written photography consent.
WHY DO WE COLLECT THIS INFORMATION?
We will use your information to meet your request to match you with relevant volunteer opportunities in our Public Archaeology projects.
We use photographs, videos and films to satisfy project funder requirements and to promote the projects we run in publications, social media, on websites and in other printed materials.
We also evidence the work we are doing in community archaeology which involves the anonymous collection and publication of data and feedback from participants.
We will ask for and process sensitive personal information about your health and any medical conditions in the following circumstances:
· Where we need to meet our legal obligations like Health and Safety Regulations
· With your written consent.
· Where it is needed in relation to legal claims or where it is to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
DISCLOSURE/DATA SHARING
We do this where required by law; where it is necessary to administer the working relationship with you; or where we have another legitimate interest in doing so.
We require third parties to respect the security of your data and to treat it in accordance with the law.
HOW LONG DO WE KEEP YOUR INFORMATION FOR?
We will keep your information for as long as you are an active volunteer with us. If we do not engage with you for a period of three years, your contact details will then be deleted from our system. Health and Safety information will be kept for six years. At the end of the retention period your personal data will be disposed of securely.
YOUR RIGHTS OVER YOUR INFORMATION
Under certain circumstances, by law you have the right to:
• Request access to your personal information. This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. If you wish to withdraw your consent please use the contact information provided below.
RIGHT TO COMPLAIN
If you have any questions about this privacy notice or how we handle your personal information please use the contact information provided below: If we have breached our duty of care, we will take appropriate action.
MORE INFORMATION
For more information please use the contact information below to get a copy of our Data Protection Policy.
AOC Archaeology Group, Edgefield Industrial Estate, Loanhead, Midlothian EH20 9SY
Data Protection Officer: Graeme Cavers
Telephone: 0131 440 3593
E-mail: edinburgh@aocarchaeology.com
If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns
CHANGES TO THIS PRIVACY NOTICE
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.