Volunteer Privacy Notice
This Privacy Notice explains how London Play Design collects, uses, and protects your personal data when you volunteer with us.
Who We Are
London Play Design is a small non-profit organisation that designs and supports adventure
playgrounds and community organisations in London. We are committed to protecting your
personal information and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Contact for data protection queries:
Luis, General Manager – luis@londonplaydesign.org.uk
What Data We Collect
When you volunteer with us, we may collect:
Contact details (name, email, phone number, address)
Emergency contact details
Information about your volunteering role (skills, availability, application details)
Safeguarding-related information (if relevant to your role)
Photographs, videos, and audio recordings taken during activities
Why We Collect Your Data
We use your data to:
Manage your volunteer role and keep in touch with you
Comply with safeguarding, health & safety, and legal obligations
Report to funders and partners (in anonymised or minimal form)
Promote our activities (photos, videos, audio recordings)
Demonstrate the impact of our work
Our Lawful Basis for Processing
We process your personal data under:
Legitimate interests – to manage volunteers, promote our work, and report to funders
Legal obligations – to meet safeguarding, reporting, and health & safety requirements
Consent – in limited cases, such as photographs or videos of under-18 volunteers, or where explicit consent is otherwise required
Vital interests – to protect someone’s life in an emergency
Special Category Data
Where safeguarding or health information is collected, we will only process this under an additional lawful basis, such as:
Explicit consent, or
Substantial public interest (safeguarding children and vulnerable persons)
Photography, Video, and Audio Recordings
Recordings may be used for internal reporting, fundraising, publicity, social media,
printed/online materials, and funding applications.
The lawful basis for this is legitimate interests.
Volunteers have the right to object at any time. If you object, we will stop using your image, video, or voice in future materials and make reasonable efforts to prevent further circulation.
Recordings will normally be kept for up to five (5) years, unless another lawful basis requires retention (e.g. safeguarding).
Data Sharing
We do not sell your data. We may share minimal necessary data with:
Funders and partners (for reporting purposes)
Statutory bodies (where legally required, e.g. safeguarding concerns)
Service providers who securely store our data on our behalf
If data is transferred outside the UK, we will ensure appropriate safeguards (e.g. adequacy decision, International Data Transfer Agreement, or Standard Contractual Clauses with UK Addendum).
How Long We Keep Your Data
Volunteer applications and records: 2 years after involvement ends
HR and staff-related records: 6 years after employment ends
Safeguarding records: 6 years (or longer if legally required)
Photographs, videos, and audio recordings: up to 5 years
When data is no longer needed, it will be securely deleted or anonymised.
Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Request correction or erasure
Restrict or object to processing
Object to the use of your image, video, or voice under legitimate interests
Withdraw consent where consent is the lawful basis
Receive a copy of your data (data portability)
Lodge a complaint with the ICO (Information Commissioner’s Office): ico.org.uk | 0303 123 1113
London Play Design does not use automated decision-making or profiling.
How to Contact Us
If you have any questions, requests, or concerns about your data:
Email Luis, General Manager / Data Protection Contact: luis@londonplaydesign.org.uk
More Information
You can read our full Data Protection and GDPR Policy and Volunteer Guide on Photography,
Video, and Voice Recordings at: www.londonplaydesign.org.uk/policies