Volunteer Privacy Notice
This Privacy Notice explains how the IET process personal data of our valued volunteers. You can see the IET’s main Privacy Notice which covers other IET activities.
The IET is the Controller of the personal data it processes and follows UK data protection laws. IET volunteers can expect their personal data to also be processed as applicable, with local data protection legislation depending on country of residence.
The IET are registered with the Information Commissioners Office (Ref: Z7792223)
The IET is supported by a wholly-owned trading subsidiary, IET Services Limited. Also in the IET group of companies is WISE Campaign C.I.C. and entities registered in India, China, Hong Kong and USA, which support our mission in those regions.
If appropriate and depending on your geographic location, the IET will share your information with these entities and Local Networks for the purpose of coordination and administration of volunteering roles.
The personal data we process
The information below describes the reasons for using your personal data.
Personal Information Collected
- Title, name, address, phone number
- Email address
- Date of birth or age range
- Gender
- IET membership number (for roles open
to IET members) - Next of kin and emergency contact
details - Bank details (if expenses apply)
- National Insurance Number (if expenses
apply) - Current and former employment and
relevant experience - Copy of photographic ID
- Photographs and/or videos (with
consent) - Volunteer role application, expression of
interest or CV if relevant for the role
selection process. - Results of eLearning and responses to
surveys - Expertise: Specialism; Industry; Skills
Purpose
- Making decisions about volunteer appointments
- Determining the terms of the volunteering
agreement - Paying expenses incurred during the course of
volunteering activities - Administration, and role support
- Complaints or disciplinary matters
- Monitoring compliance with the volunteer code
of conduct - Mandatory training
- Maintaining network and information security
- Surveys and feedback
- Minutes of committee meetings (for archiving
purposes)
How we obtain your information
We collect information from you directly if you apply or express an interest in a volunteering role with the IET. We will also contact you by email if you have selected volunteering as a subject preference in your MyIET account.
In some cases individuals are nominated to carry out IET volunteering roles. If we have obtained your personal information from a nominee we will inform you of this within a month.
The personal data we process is under the lawful basis of contract - the Volunteer Code of Conduct, and legitimate interest.
Sensitive or special category personal data
Some of our roles require a formal check of criminal convictions and cautions. You’ll be informed of this and if applicable, we will then collect Criminal Disclosure Certificate number and issue date. We only do this if it is a legal requirement.
We will process health data if legally necessary for accessibility or safeguarding purposes.
With your explicit consent we will collect personal information necessary for diversity and equal opportunities monitoring if you participate in our survey.
Storing your personal data
Depending on your volunteer role and geographic location, your personal information will be processed in the UK and may be transferred to other countries. For example if you are supporting our international entities or where our contracted software suppliers use international data centres. We only do this, if there is an adequacy regulation and ensure the transfer to the third-party organisation is subject to appropriate safeguards.
Retention of your personal information
Data will be deleted when no longer required for the purpose which it was originally collected and in line with our retention policy or statutory timeframes.
Your personal data rights
Under data protection law, you have rights including:
- Your right of access - You have the right to ask us for copies of your personal information.
- Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate.
- Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You can exercise your data subject rights by contacting compliance@theiet.org. If you are unsatisfied with our response or have any reason to raise a data protection complaint you can
contact the IET Data Protection Officer at privacyoffice@theiet.org.
If you remain unsatisfied you have the right to raise a complaint with the Supervisory Authority (see details below).
The Supervisory Authority in the UK is the Information Commissioners Office (ICO).
If you are located in the EU/EEA you may raise a complaint with the IET’s EU GDPR Representative - European Data Protection Office (EDPO). You can contact EDPO regarding matters pertaining to the
GDPR by using EDPO’s online request form or by writing to
EDPO at Avenue Huart Hamoir 71, 1030 Brussels, Belgium.
If you are resident in India you may contact the IET India Designated Grievance Officer at india@theiet.org.
Your responsibilities
For your own protection and to protect your personal data, do not disclose your passwords, to any third party. If you suspect that your password or account information has been compromised, please inform us promptly and change your password immediately.
If you access IET websites using your own device use antivirus software and follow good security practices. Please keep your contact details up to date in your MY IET account.