Volunteer Privacy Policy

This privacy policy explains how Re:Wired Museum & Arcade CIC collects, stores and uses personal information from volunteer applicants and volunteers.

Last updated: 15 July 2026

Re:Wired Museum & Arcade CIC is responsible for the personal information collected through this volunteer portal. For questions about this policy or your information, contact us at hello@rewired.org.uk.

When you apply to volunteer, we may collect:

• your name, email address, phone number and postal address;
• your date of birth, where provided;
• your skills, experience, availability and the volunteering roles that interest you;
• your emergency contact / next of kin details;
• reference contact details and reference responses;
• volunteer records such as shifts, hours, messages, document sign-offs, equipment loans and notes needed to manage volunteering;
• basic technical information such as audit logs, IP address and browser information used to protect the portal and keep records accurate.

We only use volunteer information for purposes connected with running our volunteer programme. This includes:

• processing your volunteer application;
• contacting you about your application, volunteering, shifts, training, updates and portal messages;
• checking references so we can make appropriate safeguarding and suitability decisions for the benefit of our visitors, volunteers and community;
• managing volunteer roles, availability, shift sign-ups, attendance and hours;
• recording document sign-offs, equipment loans, training or operational notes;
• contacting your emergency contact / next of kin if there is an emergency while you are volunteering;
• protecting the security of the portal and keeping an audit trail of important actions.

We rely on the following lawful bases under UK data protection law:

• Legitimate interests — to assess applications, manage volunteers, operate the portal, take up references and safeguard visitors, volunteers and the organisation.
• Vital interests — to use emergency contact details if there is an urgent medical or safety emergency.
• Consent — for optional photo/video consent for promotional use, which you can withdraw at any time.
• Legal obligation — where we are required to keep or disclose information by law.

We ask applicants to provide two references. We use reference details to contact referees and ask for information relevant to volunteering, safeguarding, reliability and suitability. Reference information is used only for assessing and managing volunteer involvement.

Emergency contact / next of kin details are used only if we need to contact someone because of an emergency involving you while volunteering.

We do not sell volunteer information, share it for marketing, or pass it to unrelated third parties. Access is limited to authorised Re:Wired team members who need it to manage volunteers and safeguarding.

We may use trusted service providers, such as website hosting and email services, to operate the portal and send messages. They process information on our behalf and are not allowed to use it for their own purposes.

We may share information if required by law, or if necessary in an emergency or safeguarding situation.

We keep volunteer information only for as long as needed for the purposes above. If your application is unsuccessful or you stop volunteering, we will review and remove information when it is no longer needed, unless we need to keep a limited record for legal, safeguarding, insurance, dispute or audit reasons.

You can ask us to review, correct or delete information we hold about you by contacting hello@rewired.org.uk.

Depending on the situation, you may have rights to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete information where we no longer need it;
• object to or restrict how we use your information;
• withdraw optional photo/video consent at any time.

If you are unhappy with how we use your information, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office.