Last updated: August 2026
Chelmsford Srinivasa Perumal Temple ("CSPT", "the Temple", "we", "us" or "our") respects your privacy and is committed to protecting the personal information of our volunteers.
This Volunteer Privacy Notice explains how we collect, use, store and protect your personal information when you register or serve as a volunteer with the Temple.
The data controller responsible for your personal information is:
Email: info@cspt.org.uk
Phone: +44 1245 210016
Depending on your volunteer role, we may collect:
Personal and Contact Information
Emergency Information
Volunteer Information
Identity Verification Information
Where necessary, we may request photographic identification for identity verification.
We may record:
Where an identification document is uploaded, access will be restricted to authorised individuals and the uploaded document will not be retained longer than reasonably necessary for verification.
Safeguarding Information
For volunteer roles involving children, young people or vulnerable individuals, we may process information required to assess safeguarding requirements and suitability for the role.
Where legally applicable, this may include information relating to Disclosure and Barring Service checks.
DBS information will only be requested or processed where appropriate for the volunteer role and in accordance with applicable law and safeguarding requirements.
Health or Accessibility Information
You may voluntarily tell us about a reasonable adjustment, accessibility requirement or health-related information where this is relevant to helping you volunteer safely.
We ask that you only provide information that is relevant to your volunteering.
Communications Information
We may record your communication preferences including:
Photography and Video Preferences
We may record whether you have agreed to identifiable photographs or videos of you being used for temple communications, website content, social media or promotional purposes.
We may use your personal information to:
We only process personal information where we have an appropriate lawful basis.
Depending on the purpose, this may include:
Legitimate Interests
We may process information where it is reasonably necessary for the legitimate interests of operating the Temple and managing a safe and effective volunteer programme.
This may include:
We consider the impact on your privacy before relying on legitimate interests.
Legal Obligation
We may process information where necessary to comply with an applicable legal or regulatory obligation.
Consent
Where we rely on your consent, for example for certain optional communications or uses of photographs, you may withdraw your consent at any time.
Withdrawal of consent does not affect processing that was lawful before consent was withdrawn.
Some types of information receive additional protection under data protection law.
Health information is one example.
We do not require volunteers to provide their general medical history.
If you voluntarily provide health or accessibility information so that we can support you while volunteering, we will only use it for the relevant purpose and will restrict access to people who reasonably need that information.
Where required, we will obtain your explicit consent or identify another applicable legal condition before processing such information.
Where identity verification is required, you may be asked to provide a valid photographic identification document.
Identification documents will:
Where possible, after identity verification has been completed, we will retain a record confirming that verification was completed instead of continuing to retain a copy of the identification document.
Not every volunteer role requires a DBS check.
Where the nature of a volunteer role makes a DBS or other safeguarding check appropriate or legally required, we will contact the volunteer separately and explain the process.
Access to safeguarding and DBS-related information will be restricted to authorised individuals who require the information for safeguarding or volunteer management purposes.
We will not routinely request volunteers to upload copies of DBS certificates through the general volunteer registration form.
Where you agree to participate in Temple volunteer WhatsApp communications, we may use your mobile number to:
Please be aware that WhatsApp groups are operated using the WhatsApp platform.
When you join a WhatsApp group, other members may be able to see your:
Volunteers should not share confidential volunteer information, identification documents, safeguarding information, medical information or personal details relating to devotees through volunteer WhatsApp groups.
You may ask to be removed from a volunteer WhatsApp group at any time.
Temple events, festivals and activities may be photographed or filmed.
Where identifiable photographs or videos are intended for promotional use, such as our website or social media, we will respect the photography preference recorded during your volunteer registration.
Where we rely on your consent, you may withdraw that consent for future use by contacting us.
Your decision regarding promotional photography will not affect your ability to volunteer.
We do not sell volunteer personal information.
Where reasonably necessary, information may be shared with:
We aim to limit access to the minimum information reasonably required for each person's responsibilities.
We may use third-party technology providers to operate our website, registration forms, email, document storage and volunteer administration systems.
Where third parties process information on our behalf, we will take reasonable steps to ensure appropriate data protection arrangements are in place.
Some technology providers may process or store information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate measures required under applicable data protection law.
We do not intend to keep volunteer personal information indefinitely.
Retention periods depend on the type of information and why it is required.
As a general internal policy, CSPT should adopt the following retention schedule:
Uploaded ID Documents
Delete as soon as practicable after verification, with a target of no more than 30 days after successful verification, unless there is a documented reason requiring longer retention.
After deletion, retain only the verification record where appropriate.
Unsuccessful or Withdrawn Volunteer Applications
Normally retain for up to 6 months after the application is closed, unless there is a justified reason to retain information longer.
Active Volunteer Records
Retain while the individual remains an active volunteer.
Former Volunteer Records
Retain relevant administrative records for a defined period after volunteering ends where required for legitimate administration, safeguarding, insurance or legal purposes.
The Temple should formally approve its retention period for former volunteer records taking into consideration its insurance, safeguarding and legal requirements.
Health / Accessibility Information
Keep only while the information remains relevant to supporting the volunteer and review it periodically.
DBS / Safeguarding Information
Retain only the minimum necessary information and follow applicable DBS, safeguarding and legal retention requirements.
Information that is no longer required will be securely deleted or anonymised.
We take reasonable technical and organisational steps to protect volunteer information against:
Access to sensitive information such as identification documents, health information and safeguarding information is restricted to authorised individuals with a legitimate need for access.
Depending on the circumstances, data protection law may give you rights relating to your personal information, including the right to:
Some rights are subject to legal exceptions.
To exercise a data protection right, please contact:
Email: info@cspt.org.uk
If you no longer wish to volunteer with CSPT, please contact the Temple.
We will update your volunteer status and remove you from ongoing volunteer communications where appropriate.
Information that no longer needs to be retained will be deleted in accordance with our retention procedure.
If you have concerns about how CSPT handles your personal information, please contact us first so that we have an opportunity to investigate the matter.
You also have the right to raise a concern with the UK Information Commissioner's Office (ICO).
Further information is available from the Information Commissioner's Office.
We may update this Volunteer Privacy Notice from time to time to reflect changes to our volunteer programme, technology, legal requirements or the way we handle personal information.
The latest version will be published on the Temple website together with its last updated date.
For questions about volunteering:
Chelmsford Srinivasa Perumal Temple
Email: chelmsfordtemple@gmail.com
Telephone: +44 7308 886203
For privacy enquiries: info@cspt.org.uk