Privacy notice : Volunteering at Windsor & Royal Borough Museum and Royal Windsor Information Centre

Who we are

Windsor & Royal Borough Museum and Royal Windsor Information Centre
Windsor Guildhall
High Street
Windsor SL4 1LR

Lawful basis for processing the information

General Data Protection Regulation Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. 
The legislation governing our volunteer application process includes:

  • Asylum and Immigration Act 1996 and 1999.
  • Disability Discrimination Act 1995, 2005.
  • Education and Skills Act 2000.
  • Equality Act 2010.
  • Equal Opportunities and Equal Treatment Directive (2006/54/EC).
  • Gender Recognition Act 2004.
  • Human Rights Act 1998.
  • Immigration Act 2014.
  • Immigration, Asylum and Nationality Act 2006.
  • Local Government Finance Act 1992.
  • Libraries and Museum Act 1969.
  • Police Act 1997 (Criminal Records) Regulations 2002.
  • Protection of Children Act 1999.
  • Protection of Freedoms Act 2012.
  • Protection from Harassment Act 1997.
  • Public Interest Disclosure Act 1998.
  • Public Interest Disclosure (Prescribed Persons) Order 2014 (SI 2014/2418).
  • Prescribed Persons (Reports on Disclosures of Information) Regulations 2017.
  • Race Relations Act 1976.
  • Rehabilitation of Offenders Act 1974.
  • Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.
  • Safeguarding Vulnerable Groups Act 2006.

How we collect information

Personal information is collected using an online application form.
Further personal information is collected by the viewing and verification of personal identification documents including supplementary information from your proposed referees during the application process. 

What information is collected

Name, surname/s, residential address, email address, telephone numbers, driving licence number (where applicable), national insurance number, next of kin name and contact number, referee names and contact email addresses, disclosure of any criminal records and cautions or notices.

How we use the information provided

All information collected for volunteering at Windsor & Royal Borough Museum and Royal Windsor Information Centre is used to:

  • process your initial application, including emailing reference requests to your nominated referees.
  • process your Disclosure and Barring Service application. 
  • contact you when suitable volunteering slots become available.
  • inform you of any other Museum and Visitor Information business you have nominated yourself for.

Who has access to the information about you

Museum Manager and Museum Officers, Information Centre Manager and permanent Royal Windsor Information Centre Assistants.

Who we may share your information with

We do not share personal information collected with anyone else unless required to do so by law.

How long we store your information

We will store and maintain your personal data for as long as you continue to volunteer with the Windsor & Royal Borough Museum and the Visitor Information Centre. Should you discontinue as a volunteer, we will delete your information with immediate effect. 

Your referrals from nominated referees will be deleted after six months from the time they are assessed during the application process. 

Copies of documents taken for the purpose of completing the Disclosure and Barring Service application will be disposed of immediately once processed.

Unsuccessful application information will be deleted within twenty-eight days of communicating this outcome with you. 

Does your service utilise automated decision making? – No.