Your personal information will be held by the Association of Volunteer Managers (AVM). This privacy statement describes how AVM collects, uses and discloses information, what choices you have with respect to that information and how we commit to look after your information.

By providing your information to us you consent to our collection and use of personal information. We collect your personal data as necessary to offer and fulfil your membership agreement with us.

As well as our privacy commitment, your privacy is protected by data protection law which says that the personal information we hold about you must be:

  • Used lawfully, fairly and in a transparent way
  • Collected only for the valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely

Data protection law allows us to use personal information only if we have a proper reason to do so. This includes sharing data outside of AVM, for which the law says we must have one or more of the following reasons:

  • To fulfil a contract we have with you
  • When it is our legal duty
  • When it is in our legitimate interest or
  • When you consent to it

A legitimate interest exists when we have a business or commercial reason to use your information, and when these interests do not override your rights. We will share with you what our legitimate interest is, when we rely on this.

We use your personal information to fulfil your requests (applications for membership, booking for an event and the provision of information) and to manage our relationship with you, including but not limited to enquiries, for research and analysis, to develop new offers, to process and manage payments to us, and to respond to and resolve complaints. Your personal information helps us to manage AVM in an efficient and proper way, including business management and planning, communications, corporate governance and audit.

Some of the reasons for data processing above may overlap and there may be several grounds which justify the use of your information. We may ask you to consent to the way we can use your personal information, and when. We recognise that we have a requirement to keep our records up to date, and to fulfil our obligations to you as a membership organisation.

We collect personal data which can be used to identify you when you use our services. The data falls into the following categories:

  • Contact – where you live and work, how to contact you
  • Socio – demographic – details about your work and profession
  • Transactional – bank details and details of payments you make to us 
  • Behavioural – details of offers you have accepted from us
  • Communications – what we learn about you from correspondence and feedback
  • Consents – any permissions/ consents/ preferences that you give us. This includes things like how you want us to contact you

We collect your personal information in the following ways:

  • When you apply for membership
  • When you sign up for offers of (events, conferences, mentoring)
  • When you use our website 
  • In emails and correspondence 
  • When you speak to us on the phone
  • In membership surveys

In the event that we ever ask you for additional information, we will be very clear with you that we wished to collect such information, our reason for collecting such information, and we would only do so with your specific consent and permission.

We limit access to your personal information to those employees, Directors and AVM volunteers who have a business need to know. They are subject to a duty of confidentiality. We may need to collect personal information under the terms of your membership with us. If you choose not to give us some personal information it may affect our ability to meet our commitments to you. It may also mean that we cannot fully support your membership and provide you with the best possible service. It may in some circumstances mean that we have to cancel your membership. Any data collected which is optional would be made clear at the time of collection.

We operate a number of social media pages (including but not limited to Facebook, Twitter, LinkedIn and Slack). Although this statement covers how we will use any data collected from those pages it does not cover how the providers of social media websites will use your information. Please ensure you read the privacy policy of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.

We may use your personal information to tell you about marketing offers.
We commit to keep your data safe and private and to give you ways to manage your marketing choices requirements. You can ask us not to send you marketing messages by contacting us at any time.

We will neither sell your data nor share it without your consent unless the law requires us to do so or unless we believe it is necessary to protect your interests or those of AVM, or it is needed in the public interest.

Please note that we may also on occasion, have to process your personal information without your knowledge or consent where this is required or permitted by law. We have measures in place to attempt to protect against the loss, misuse and alteration of personal data under AVM’s control. Details of these arrangements are available upon request.

You have the right to question any information we hold about you which you think is wrong or incomplete. Please contact us if you wish to do this, and we will take reasonable steps to check the accuracy and correct it.

We will keep your personal information for as long as you are a member of AVM. After you stop being a member we may keep your data for up to 10 years for one of these reasons:

  • To show that you were treated fairly
  • To respond to any questions or complaints 
  • To comply with company law

We retain personal data for the least amount of time necessary to fulfil our legal/ regulatory obligations as a company limited by guarantee no. 6224866. By law your membership equates you to a shareholder with voting rights. The Companies Act states that shareholder details should be retained for a period of 10 years. We may keep your data for longer than 10 years if we cannot delete it for legal, regulatory or technical reasons. If we do have to retain your data we will ensure that your privacy is protected and that your data is used only for the purpose for which it has been retained.

You can obtain a copy of the personal information being held, or let us know if you are unhappy with how we have used your personal information:

By contacting us and completing a request form.

You also have the right to complain to the Information Commissioners Office if you are not satisfied with how we have used your information.