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WEBSITE PRIVACY NOTICE - last revised January 2024


Scope of this privacy notice


This privacy notice sets out how the Cheltenham Guardians Safeguarding Team (CGST) uses and protects any information that you provide when you use this website.

CGST is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.


CGST may change this notice 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. This policy is effective from 27 January 2024.


If there are any terms in this privacy notice that you do not agree with, please discontinue use of our website immediately.


What Information do we collect?


We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or signing up as a volunteer.


The personal information that we collect depends on the context of your interactions with us and the website and the choices you make. The personal information we collect via this website may include the following:


  • If making an enquiry about the organisation we will request your name, telephone number and contact address either email or home address. This allows us to respond back to you promptly and effectively.

  • We collect and retain information about you if you contact us to apply to become a volunteer. This includes name, address, date of birth, telephone number, email address, criminal record checks, relevant training, details of relevant experience and information you voluntarily provide in order to support your application.  


Processing data from applicants allow us to manage the recruitment process, assess and confirm a candidate’s suitability for volunteering and decide to whom to offer a role.


We have a strict code about how we use your information, fully complying with the Data Protection Act 2018 and General Data Protection Regulation.


What we do with this information


We collect/process your information for purposes based on legitimate interests, compliance with our legal obligations and/or your consent.


This information is needed to


  • Contacting you - we use your personal information to contact you. This may be in relation to a service update or an issue/enquiry you have raised with us or request feedback.

  • Process volunteer applications - the data allows us to manager the recruitment process and assess candidates suitability for volunteering with CGST.


Legal basis for processing your information


Whenever we process your personal information we must have a “legal basis” for what we do. The different legal bases we rely on are:


  • Consent: You have told us to process your data for a specific purpose.

  • Legitimate Interests: The processing is necessary for us to conduct our business, but not where our interests are overridden by your interests or rights. 

  • Legal Obligation We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process, such as in response to a court order.

  • Vital Interest: We may disclose your information where we  believe it is necessary to protect the safety of any person.


How do we keep your information safe?


All information provided will be held and secured electronically. CGST will not physically store any of your data. We are committed to ensuring that your information is secured to prevent unauthorised access or disclosure.


How long do we keen your information?


We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law.


When we have no ongoing legitimate need to process your personal information, we will either delete or anonymize such information.


Controlling your personal information


You are under no statutory obligation to provide data to CGST when making an enquiry and applying to be a volunteer. However, if you do not provide all requested information we may not be able to process your application properly or respond to your enquiry promptly and effectively.


Under data protection law, you have the following rights:


  • 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. You also have the right to ask us to complete information you think is incomplete.

  • 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 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.


Data subjects can email to exercise rights as defined by the Data Protection Act 2018 - subject access request.


Subject Access Request will be acknowledged to the data subject within 7 days, with the final response and disclosure of information (subject to exemptions) within 30 calendar days.


A data subject’s personal data will not be disclosed to them until their identity has been verified.


Do we make updates to this notice?


Yes, we will update this notice as necessary to stay compliant with relevant laws.


Website cookies


We have disabled cookies for our website.


Links to other websites


This Website may, from time to time provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy notice does not extend to your use of such websites. You are advised to read the privacy notice or statement of other websites when visiting them.


If you have any questions with regards to this privacy notice please email us at


You also have the right to lodge a complaint with the UK regulator, the Information Commissioner. Go to to find out more information.

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