people and places Privacy Policy

our privacy policy

This policy explains your rights, as set out by the General Data Protection Regulation(GDPR) which supercedes the  Data Protection Act 1998. The policy explains why we require your personal data, what we do with it, and what you can expect from us in return. It also explains how you can obtain a copy of your personal data as held by us.Our ICO registration number is Z9140879

The policy does not replace the GDPR- it shows how people and places will comply with the Regulation when processing your personal data.

your rights and how we protect them

We have a legal duty to protect your personal data. The following principles apply when we process it:
  • Your data is only processed with your knowledge
  • Only data that we actually need is collected and processed
  • Your data is only seen by those who need it to do their jobs
  • Your data is retained only for as long as it is required
  • Your data is accurate so far as you have provided it to us and is only used for the intended purpose
  • Your data is protected from unauthorised or accidental disclosure
  • You will be provided with details of data we hold on you, on request
  • There will be procedures in place for dealing promptly with any disputes
  • You have a right to complain to to The Information Commissioners Office (ICO) if you think there is a problem with the way we are handling your data

Whether we hold  any of your data on paper or in electronic form the above principles apply.

who has access to personal data we hold

We only hold data supplied by you, by your nominated referees,the relevent criminal records checking organisation in the country of your residence, the projects and local partners with whom you are working or have worked. Personal data received by people and places will only be seen by those whose jobs require them to do so. In practice this means, in the UK,the Placement Director, the Programme Advisor and the Programme Director.The projects and  local partners with whom you may work will have access to some of your information - excluding previously agreed confidential information.Limited information such as email addresses and phone numbers may be shared with previous, future, and  co volunteers and accomodation providers .If you apply for DBS screening through people and places we will share all the personal data required by DBS with ISO No 27001.

NB - the contents of the relevant Criminal Records checks will not be disclosure will not be disclosed to anyone without your express permission.

Any member of staff with access to your data has enhanced  UK DBS clearance. Each of our staff is data protection trained and is aware of their responsibilities under the Regulation (GDPR). All people and places staff members and local partners are subject to a strict confidentiality agreement.

We do not sell your data nor do we share  your data with anyone or any organisation that is not directly involved with your volunteer placement.

our lawful reason for requesting personal data

We place volunteers in community based projects; in order to do this we need to collect personal data, all of which you will have consented to share because we need that information to plan and manage your volunteer placement
We have a duty to ensure that your volunteer placement is meaningful, worthwhile and safe, for you and for the local communities in which you work. It is important that we conduct a complete and accurate check of and for each applicant. Your data is requested for this sole purpose.


retention of data

people and places will ensure that data is not held for longer than is necessary for the purpose.
If you choose to volunteer with us your data will be held indefinitely unless you request otherwise.
If you choose not to travel with us your data will be removed at the next(annual) data review or sooner if you request us to remove it in writing.
The exception to  the above is our newsletter (which has access only to your email address)- where you are given the option to unsubscribe whenever you wish


safety of data

In the UK your data is held on a secure encrypted server with appropriate SSL certificates.
However by the nature of our work, we work in countries where internet and IT security is not as rigorous. We strive to protect your personal information and privacy,however we cannot guarantee the security of the information we provide to our local partners on your behalf and you need to acknowledge that there are varying security and privacy limitations inherent to the internet in the countries where you may volunteer. All our local partners have signed comprehensive confidentiality agreements.

notification of changes

If we decide to change our privacy policy, or need to do so, we will post those changes on our website.

contact details

We will be happy to answer any questions on this policy.

Our contact details are as follows:

Email us HERE or write to us at:
people and places, 1 Naboth's Nursery,Canterbury Road, Faversham, Kent ME13 8AX, UK

Expert Tours People and Places Ltd trading as people and places - Company Number 03805796 - Registered in England at: 1 Naboth's Nursery, Canterbury Road, Faversham, Kent ME13 8AX