The EU General Data Protection Regulation 2018 (GDPR) has replaced the Data Protection Act (1995) and came into force on 25th May 2018.

The GDPR will protect all of Ruby’s Fund staff, trustees, volunteers, members and supporters.

The GDPR makes it clear that all data is collected legally, stored securely and used responsibly and inview of these changes we have reviewed the personal data we hold on our staff, trustees, volunteers and clients. It is important that you read and understand this notice before signing it and returning itto the project manager. 

Purpose and Scope

This Privacy Notice explains Ruby’s Fund position on the gathering, use and storage of all volunteer data:
1. Purpose for which your personal data is used by Ruby’s Fund.
2. Where the legal basis of Ruby’s Fund processing your personal data is either for a legal require mentor legitimate interest.
3. Who are the recipients of your data, if any?
4. Period for which your data will be held.
5. Your right to request access to the personal data the charity has on file for you (Subject Data Access Request), your right to the removal or deletion of your data, to request restriction ofyour data being processed or to object to your data being processed.
6. Your right to withdraw consent to your data being processed by Ruby’s Fund, provided there is nota legal requirement or legitimate interest to do so.
7. Your right to lodge a complaint with a supervisory authority.
8. Whether or not the provision of your personal data to the Company is a statutory or contractual requirement, and the possible consequences of failure to provide the data.


Ruby’s Fund has an obligation to let you know what data we hold on you, why we hold that data, how we use it and how we protect it. This section provides you with all the information you need to know.

1. The purpose for which your personal data, as a volunteer will be obtained, used, stored and who will have access it. 
The personal data held on you will be used for the following purposes:

  • contact purposes
  • contact in emergency details
  • as part of our risk assessment and safeguarding processes
  • matching volunteers into the right role for them
  • driving the mobile sensory bus

Some information may be stored on Ruby’s Fund email account from staff.

2. How long will your data be stored?
Your data will be stored on our Charity Log database for the duration of you serving as a volunteer. If/when your voluntary role ceases at Ruby’s Fund your information will be kept on our Charity Log database but will only be used if we are contacted by the police or social services regarding an investigation.

3. Subject Data Access Requests
You have the right to request to see the data Ruby’s Fund holds on you. In order to do this please contact The Manager email: 01260 277666.

4. Your right to withdraw your consent
Under GDPR you have the right to withdraw consent to your information being processed during your time as a volunteer but only if there is no legal or contractual or legitimate interest for Ruby’s Fund to hold the information.

5. Your right to complain to a Supervisory Authority
If you have a concern regarding GDPR, please contact The Manager via email or call 01260 277666. If, after an investigation, you still have a concern you have the right to contact the Information Commissioner’s Office. Their website is

This policy contains the information you require concerning the data Ruby’s Fund holds on you as a volunteer. If you have any questions concerning these regulations, please contact the The Manager.