Cambridge National Trust Volunteers

Privacy policy


Cambridge National Trust Volunteers are committed to ensuring that data is collected and used appropriately, fairly and lawfully.

What data is collected?

Personal data is collected from members of the Group. This may include, for example, name, address, telephone numbers, email addresses and emergency contacts.

Only data necessary for the Group's activities is collected.

Contact details are also collected from prospective new members who enquire about the Group, to enable information to be supplied to them.

How is personal data used?

Data is used for the management of the Group and organisation of events and activities. This includes communicating with members by post, telephone and email, about their membership status, organisational issues, news and information about the Group, financial transactions with the Group, and promoting the Group's activities.

A record is kept of the hours individual Group members have worked on tasks in order to issue 50 hour cards and a record of year joined for long service acknowledgements.

Who has access to personal data?

Necessary data is shared among Committee Members and Task Leaders of the Group for the purposes described above. Personal data is not shared outside the Group except where necessary for the organisation of the Group's activities, required by law, or in an emergency situation.

How is data stored?

Storage of data is distributed among Committee Members and Task Leaders of the Group. Members holding personal data do so in a safe and secure way that takes reasonable steps to avoid accidental loss or misuse. The Group ensures that members are aware of their obligations to safeguard personal data, for example, passwords should be used to control access to computer records, and paper records should be stored in a safe place.

Have members given consent?

Members of the group are made aware of this policy and asked for consent for their personal data to be collected and used as described. Consent may be withdrawn by contacting the group.

Data may be used, without specific consent, to pursue legitimate interests of the Group in ways which might reasonably be expected. For example, using contact details when money is owed, or to provide information to prospective new members.

Is the data accurate and up-to-date?

Members can request the information held about them and to provide updates.

For how long is data retained?

Personal data is kept for current members of the Group and in most instances will not be stored for longer than 12 months beyond membership expiring. The exceptions are for ongoing legal, insurance or financial transactions. Where this is the case then the member will be informed as to how long the information will be held for and when it is deleted.

Data is deleted if an individual has withdrawn consent and there is no legitimate need to keep their data. Contact details for prospective new members are deleted if they fail to join the Group or do not give consent to their data being retained.

Deletion means removal of records from the current data in use for the Group's activities.

Note that the records of hours worked by individuals at properties are not routinely deleted but kept as a historical archive of the Group and individual’s contribution to the National Trust. However, on request, an individual’s name can be removed from this archive.

Note that correspondence and information provided during the organisation of an individual Group activity such as a task is not considered to be data which is controlled by this policy.

Who is the Data Controller?

The Group’s Committee will be responsible for ensuring that queries and concerns about data protection are dealt with effectively and promptly. Contact ku[dot]gro[dot]vtnc[at]seiriuqne
(spelled backwards excepting the [dot] = '.' and [at] = '@' to avoid spam robots).

What information does the Group distribute?

Task List: The quarterly task list is distributed by email to Group members and includes the names and contact details of task leaders.

Address List: A contact list containing email address and phone number is distributed to committee members and task leaders.

Website and Social Media: Personal data (for example, private contact details) are not displayed on the Group's website unless by specific consent. The website and social media includes photographs of members engaged in Group activities and events but does not identify individuals. If you would prefer not to have your photograph published, please mention this to anyone taking photographs.

Email list: Members of the Group are added to an email list for distributing information about tasks and events.

Status of this policy

This policy was agreed by the Group's committee on 3rd June 2018. This policy is available at

The committee will review this policy regularly and update it if necessary. If we make any material changes we will make members aware of this via the mailing list or directly by email.