For each active volunteer, the Central Volunteer Record holds:
| Data point | Why we keep it | Lawful basis |
|---|---|---|
| Full legal name | Identification, references, DBS | Legitimate interests |
| Known-as name | Day-to-day operations | Legitimate interests |
| Date of birth | Age verification, DBS | Legitimate interests |
| Home address | Contact, DBS verification | Legitimate interests |
| Phone number(s) | Contact | Legitimate interests |
| Email address | Contact | Legitimate interests |
| Emergency contact (name, relationship, phone) | Emergency response | Vital interests / legitimate interests |
| Role(s) and start/end dates | Operational | Legitimate interests |
| Application form (signed) | Recruitment record | Legitimate interests + safeguarding |
| Self-disclosure declaration (signed) | Safer recruitment | Substantial public interest — safeguarding (Sch 1 Pt 2 §18) |
| References (the actual reference content) | Safer recruitment | Substantial public interest — safeguarding |
| DBS log entry (see §14.3) | Statutory safer recruitment | Substantial public interest — safeguarding |
| ID verification record (see §14.4) — not the documents themselves | DBS evidence | Substantial public interest — safeguarding |
| Signed Code of Conduct (current + prior versions) | Conduct accountability | Legitimate interests |
| Training record (course, date, expiry) | Compliance | Legitimate interests |
| Induction sign-off | Onboarding | Legitimate interests |
| Probationary review | Safer recruitment | Legitimate interests |
| Risk assessment outcomes (where positive disclosure or low-level concern) | Safeguarding | Substantial public interest — safeguarding |
| Termination date and reason (factual, neutral) | HR / safer recruitment for future references | Legitimate interests |
What we do NOT keep
| Data point | Why not |
|---|---|
| Photocopy / scan of passport, driving licence, utility bill | After ID verification is done and recorded, the documents themselves are not needed. Keeping them is a data minimisation breach and creates a high-impact target for breach. |
| Photocopy of the DBS certificate (beyond 6 months) | Breach of the DBS Code of Practice |
| Details of disclosed convictions in the general volunteer file | These belong only in the restricted-access risk assessment record (§14.3) — never the day-to-day file |
| National Insurance number (for unpaid volunteers) | Not needed unless paid expenses requiring tax records |
| Bank details (for unpaid volunteers) | Not needed unless reimbursing expenses, in which case retention is tied to the expense claim only |
| Marital status, family composition, sexual orientation | Not relevant to volunteer role |
| Religious denomination beyond fact of involvement with Jesus Youth | Special category data; not necessary for role |
| Health/medical information about the volunteer | Only emergency-relevant info, with consent, kept separately and accessed only in an emergency |
| Photographs of volunteers (other than for ID badge if used) | Use only with explicit, granular consent for a defined purpose |
| Personal social media profiles, screenshots | No legitimate purpose for retention |
| Family members’ details (other than emergency contact) | Not needed |
| Notes about personality, “fit”, subjective opinions | If recorded, are visible in a SAR; either don’t record, or record only factual observations against role criteria |