CMNH Privacy Policy for Volunteers

The Centre for Maternal and Newborn Health (CMNH) is a centre within the Liverpool School of Tropical Medicine (LSTM). This privacy policy sets out how LSTM uses and protects any information that you provide when you volunteer for us.

LSTM is committed to ensuring that your privacy is protected and will only process personal data in accordance with the current Data Protection Act 1998 and forthcoming General Data Protection Regulations which will be in force from May 2018. Should we ask you to provide certain information by which you can be identified when volunteering for us, then you can be assured that it will only be used in accordance with this privacy statement.

LSTM may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

Collection and use of your data

As a volunteer for the Centre of Maternal and Newborn Health, Liverpool School of Tropical Medicine we may collect a variety of personal or sensitive information from you for various reasons. For example, we may collect:

Personal details such as your name, address, emergency contacts. We save this so we can keep in touch with you about volunteer opportunities and organise your travel internationally.

Bank account details you share with us. We use these to process travel allowances or expenses incurred when you volunteer with us.

Education, employment and volunteering background, in order to process your application to become a volunteer with us.

When providing this information, you will be asked to confirm that you are happy for this information to be stored securely (where necessary) and that you are happy to receive ongoing communications from CMNH. CMNH collects this information in order to support you while you volunteer with us and with your permission to send updates about the news, events and activities of the Centre. You may further specify which communications you receive from us by contacting cmnh@lstmed.ac.uk.  

How is the information collected?
Information is collected via the volunteer application process and through ongoing communications with volunteers. This information is stored on a secure database and where necessary in folders with restricted access. In the case of our newsletter sign-up, information is stored by MailChimp – a third party who LSTM have carefully selected to manage CMNH mailings. Such third parties will not have permission to contact you directly.

In the case of international travel information, some information will be collected and stored securely by our travel agent Key Travel for the purposes of booking travel quickly and accurately. All volunteers have access and control over their individual traveller profile with Key Travel and can add or delete profile managers i.e. LSTM, CMNH at any time.

What we do with the information and who it will be shared with

The information you supply will be used for providing you with updates about upcoming volunteering opportunities at CMNH. It will also be used to assess your suitability as a volunteer overall and for individual projects, to organise your travel as a CMNH volunteer and where applicable, to provide you with general updates relating to the work of CMNH.

Due to the international nature of our work we may have to share some of your information outside of our department, but within LSTM (e.g. with the travel security team- to monitor your security whilst travelling) and with external organisations (e.g. name, contact information) both within the UK (i.e. travel agent, visa processing agents) and outside of the European Economic Area for the purposes of your travel and security (e.g. our carefully selected contacts in our overseas offices and partnerships). Whenever we share or transfer your personal information, we comply with the standards set by the GDPR and this privacy statement as a minimum.

While your data will be managed by CMNH, LSTM, you will only receive communications relating specifically to CMNH and your work as a volunteer. If you would like to opt-in to wider LSTM communications, please email library@lstmed.ac.uk. We will not share your information with any staff outside of LSTM other than those outlined above. We will not sell, license or trade your personal data to any third party other than to remain in line with legal compliance regulations such as the prevention of crime.

Security 
As a valued supporter, your privacy is very important to us and we are committed to ensuring that your information is secure. To prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

How we use cookies
Please see our “Cookies” page for further information.

Links to other websites
Our website may contain links to other websites. Those who fall under the LSTM domain (ending with ‘lstmed.ac.uk’) adhere to the Data Protection Act 1998 and the General Data Protection Regulation (GDPR). Once you leave the ‘lstmed’ domain you should note that we do not have any control over that other website and how they use personal data.

Retention of data and updating your information
We have a retention schedule in place and retention of all your personal information is stored in accordance with this. We retain records until an individual advises us they would no longer like to volunteer, asks to be removed from the volunteer database or their email address is no longer valid. After this point we will not contact you and will only retain your information if it is stipulated as a project donor requirement or is needed for any legal purposes. Every two years, we will ask all volunteers to update their contact details to continue receiving updates and information. You can change your mind about the data we hold or the communications you receive at any time and you can update your data and preferences by emailing us at 
CMNH@lstmed.ac.uk.

Your rights and how to find out what information we hold about you

You have certain rights, which include:

  • The right to obtain access to your personal data (what personal data of yours we hold) – this incurs no cost to the data subject
  • The right to have personal data rectified if it is inaccurate or incomplete
  • The right to request the deletion or removal of personal data where we are not otherwise entitled to retain and process such data and there is no compelling reason for its continued processing
  • The right to restrict or suppress the processing of your personal data, in certain circumstances. Further information is available upon request
  • The right to withdraw consent at any time, where relevant; and
  • The right to lodge a complaint with a supervisory authority (the Information Commissioner’s Office)                                                                                

How to contact us

If you wish to exercise any of these rights, would like further information about our privacy policy or to make an access request for your personal data, please contact us please contact us at: 

Head of Information Services (Data Protection Officer)
The Library
Liverpool School of Tropical Medicine
Pembroke Place
Liverpool
L3 5QA
United Kingdom             

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

Complaints

If you wish to complain about how Liverpool School of Tropical Medicine has handled your personal data then in the first instance you can make a complaint to library@lstmed.ac.uk. If we are unable to satisfy your concerns, then under the General Data Protection Regulations you have a right to complain to the Information Commissioner’s Office at:

Information Governance Department
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

URL: https://ico.org.uk