A Sample Privacy Notice

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A privacy notice should be brief, concise and easy to understand. Here is an example of what a privacy notice should contain.

Sample Privacy Notice for Volunteer Recruitment and Management


What information do we collect?

We collect information when you … [e.g. apply to become a volunteer]

How we’ll use this information

We use this information so that … [e.g. we can recruit you to the right volunteering role and give you ongoing support].

We will only pass on your information to third parties with your agreement.


As part of this service we work with X organisation and we share information with them so that... [explain why and how you share personal data].

We’ll store this information in … [e.g. secure paper files, our internal database or a system that is shared with or owned by X].

How long we’ll keep your information for

We’ll keep your information on file for … [e.g. for three years after your volunteering with us ends]

Your rights

You have the right to request a copy of the information that we hold about you. You can ask us to amend or delete your personal information or to stop using it.

If you would like a copy of some or all of your personal information, please email …. or write to us at ………

[Signed by:


If you need to evidence consent then add a sign and date section. You'll need to evidence consent if consent is your lawful basis for processing, or if you're processing sensitive data, or if you are passing personal data on to third parties].

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If you would like more help or advice please contact Volunteer Edinburgh on 0131 225 0630 or email: hello@volunteeredinburgh.org.uk
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