Privacy Notices - Swindon Libraries Volunteers Privacy Notice


As part of the volunteer recruitment process, Swindon Libraries collects and processes personal data relating to volunteer applicants. Swindon Libraries is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What is a Privacy Notice?

A ‘Privacy Notice’ is a statement issued by an organisation which explains how personal and confidential data about an individual is collected, used and shared.

Your personal data – what is it?

Swindon Library Volunteers collects a range of personal data about you during the recruitment process.  This includes:

  • Your name, address and contact details
  • Your Date of Birth
  • Your Photograph
  • Emergency contact details
  • Whether you have any health conditions or access requirements we need to be made aware of
  • Referees name, address and contact details
Why do we need your personal information?

Swindon Libraries will need this data in order for you to start your volunteering experience.

  • We need you name, address and contact details so we know who we are contacting and how best to reach you. We will contact you regarding future Swindon Library Volunteering news and relevant information
  • It is vital that we have your Date of Birth for our Insurance. If this is not provided, we cannot cover you under Swindon Borough Council Insurance while you are volunteering with us.
  • A photograph of yourself will be used to identify you as a volunteer with the libraries. It will be seen on your personalised Volunteer Badge and on a notice board in the Staff Rooms
  • Your Emergency contact details will only be used in the unlikely case of an accident/illness while you are volunteering at Swindon Libraries.
  • Having an understanding of any access requirements or health conditions will help us find a suitable volunteering experience for you.
  • We require two referees (at least one from a professional capacity) to vouch for your character.
How the law allows us to use your information?

Swindon Libraries will need to process your personal data to take steps for you to enter into a volunteering role within the library service.

Swindon Libraries has a legitimate interest in processing personal data during the volunteer recruitment process and for keeping records of the process. Processing data from volunteers allows us to manage the administration and evaluation of the volunteer recruitment process.

Swindon Libraries may collect data about whether volunteers consider themselves to have a disability, this is so we can make reasonable adjustments during your time volunteering within the library service.

You have the right to remove your consent for us to use your personal information at any time. If you want to remove your consent, contact

Who do we share your information with?

Your data may be shared internally for the purposes of volunteering.  This includes members of the Outreach Team in Swindon Libraries, all Library & Information Assistants, Library Supervisors and the Volunteer Development Officer.

We will not share your data with third parties. Applicants will input their own personal data to complete a Disclosure and Barring Service (DBS) check where the nature of the role requires this

How do we protect your information?

We take the security of your personal data seriously.  We have internal policies and controls in place to ensure that your personal data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

How long do we keep your personal information?

Your Swindon Libraries Volunteering data will remain active until you advise us to delete your personal data from the system.  If you decide that your data is to be removed from the system please contact

If you no longer wish to volunteer with us or your volunteering term ends, we will keep your registration details on file, securely, for 1 year. After this, we will remove your personal data.  If your volunteer registration is unsuccessful, we will keep your details on file for 6 months.

What you can do with your information?

You have a number of rights.  You can:
• access and obtain a copy of your data on request (Subject Access Request);
• require Swindon Libraries Volunteering to change incorrect or incomplete data;
• require Swindon Libraries Volunteering to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;  and
• Object to the processing of your data where Swindon Libraries Volunteering is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact the Data Protection Officer at or by calling 01793 445500 and asking to speak to the Data Protection Officer.

If you believe that the Council has not complied with your data protection rights, you can complain to the Information Commissioner –

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Swindon Borough Council during the recruitment process.  However, if you do not provide the data, we may not be able to process your application properly or at all.

How will we ensure compliance?

A yearly audit will take place on employee data to ensure that we remain legally compliant in accordance with current data protection legislation.

Main privacy notice

You are viewing the Privacy Notice for Swindon Libraries Volunteers. Read the main privacy notice.