The Birmingham Organising Committee for the 2022 Commonwealth Games Limited (“Birmingham 2022”, “we“, “us“, or “our“) is committed to respecting your privacy and safeguarding your personal data. When you give us information about you, we are responsible for looking after that information and for telling you what we do with your personal data. The purpose of this Volunteer Programme Privacy Notice is to set how the how and why we process your personal data, and what to expect from us. This Volunteer Programme Privacy Notice, together with our main Privacy Notice (which can be found at Birmingham 2022 Privacy Notice and which sets out more information about what we do with your personal data), applies to individuals who apply to, and participate in, the Volunteer Programme. Separately, if you wish to access the Volunteer Pledge for the Volunteer Programme please click here Volunteer Pledge.

How to contact us

For any questions or issues in relation to this Volunteer Programme Privacy Notice, please write to our Data Protection Officer at:

Data Protection Officer,
Birmingham Organising Committee for the 2022 Commonwealth Games Ltd,
One Brindley Place,
Birmingham,
B1 2JB

Email: dp@Birmingham2022.com

What information do we collect?

We will process the following personal data and sensitive personal data in order to administer an applicant’s participation in the Volunteer Programme:

  • "Identity Data" includes first name, maiden name, last name, previous name, preferred name, title, date of birth, age, gender, country/city of birth, nationality, Identification Document (document type, number, date of issue and expiry, issuing country and photograph),
  • “Image Data” photographs, video footage;
  • "Profile Data" includes your application log in username and password, your email address, your volunteering location preference, volunteering area preference;
  • “Health and Accessibility Data”: includes accessibility and medical information and requirements (including if a chaperone, carer, guide, or assistance dog is required), dietary requirements;
  • "Contact Data": includes residential address, delivery address, email address, and telephone numbers, emergency contact information (if you provide us with information about other individuals (e.g. your next of kin), you confirm that you have informed the relevant individuals accordingly);
  • “Skills and Experience Data”: includes sport skills and experience, general skills and experience, medical and first aid qualifications, professional membership and registration details, qualification certificates and language skills;
  • “Driving History Data”: includes drivers licence number, expiry date, issuing country, years of driving experience, driving categories, driving penalties and disqualifications;
  • “Uniform Sizing Data”: includes shirt size, trouser size, height, gender;
  • “EDI Data” includes accessibility and disability information, sexual orientation and racial or ethnic origin
  • “Marketing and Communications Data” includes your preferences in receiving marketing from us and our third parties and your communication preferences.

How is processing your information lawful?

We are allowed to process your personal data for the following reasons and on the following legal bases:

Type of Data

Purpose

Lawful basis for processing
 Contact Data For communicating with you about your volunteer application, possible interview and if successful, your allocated volunteer shifts and location, and for the delivery of your volunteer uniform. Legitimate interests: We need to process this personal data to be able to communicate with you throughout the Volunteer Programme.
Identity Data For security and accreditation (meaning approval) checks (which will incude mandatory disclosures to govenment bodies) and in order to provide successful volunteer applicants with a valid security pass. Explicit consent: via use of a 'tick box'; otherwise necessary to comply with a legal or regulatory obligation for statutory or government purposes or to exercise a protective function for reasons of substanial public interest.
Image Data - specifically photographs and video footage For broadcasting, filming and photographing our events. Volunteer Pledge/Contract - it is necessary for compliance with the Volunteer Pledge that you have acknowledged to comply with when applying to the Volunteer Programme; otherwise legitimate interests: we need the ability to publish, display, sell and distribute photos and video footage of our events by means of film, television, radio, print media, internet (digital channels, social media and internet publications publicity material) or any other media now or in the future) in the conduct of the Birmingham 2022 Commonwealth Games and for any promotional purposes connected with the application or the business of Birmingham 2022 as agreed with you.
Profile Data For account/application queries, and allow you access to your account. To try to provide you with the relevant volunteer role in your preferred area and location. Legitimate interests; we need the ability to provide you with account/application support and to allocate you a suitable volunteer role.
Health and Accessibility Data To ensure we treat everyone equally and fairly and support your needs. Equality of opportunity and treatment for reasons of substantial public interest; Made public by you: you may provide us with information about specific requirements we need to consider for which you tell us about your health, mental or physical conditions. When you provide us with this information we consider that you are making this information manifestly public to our organisation and we will use this information on this basis, but only for the purposes of supporting your needs.
Skills and Experience Data To allow you to provide your specific skills or experience at our events, to ensure that you are adequately qualified for specialist volunteer roles and to ensure that we have the requisite number of medical professionals at our events. Legitimate interests; we need to process this personal data to facilitate the provision of your skills and experience at our events. Necessary to comply with a legal or regulatory obligations (including for health and safety and insurance purposes) for statutory or government purposes or to exercise a protective function for reasons of substantial public interest.
Driving History Data We are subject to legal obligations to process your personal data for the purposes of complying with applicable regulatory, health and safety and to make mandatory disclosures to government bodies and law enforcement. Explicit consent via use of a 'tick box'/drop down menu. Necessary to comply with a legal or regulatory obligation (including security and health and safety at our events) for statutory or government purposes or to exercise a protective function for reasons of substantial public interest.
Uniform Sizing Data To provide the relevant data to our uniform supplier (see below) to enable the uniform supplier to order the correct amount of material to manufacture the uniforms and consequently manufacture the uniforms. Legitimate interests: we need the ability to collect and share this data with our uniform supplier in order to provide volunteer uniforms to successful applicants.
EDI Data To ensure our volunteer application pool is diverse and representative of the West Midlands we will use the relevant data to encourage and enthuse any underrepresented demographic to apply to the Volunteer Programme via focused engagement promoting our "Games for Everyone" message. We will look at this data in the round to help us understand the overall picture and to promote diversity and inclusion. This data will not at any point form any part of the selection criteria against individuals. Equality of opportunity and treatment for reasons of substantial public interest.
Marketing and Communications Data To deliver relevant marketing communications to you. Explicit consent via use of a 'tick box'

 

Where we have relied on 'legitimate interests' i.e. we have good, sensible, practical reasons for processing your personal data which is in the interests of Birmingham 2022, we have considered the impact on your interests and rights, and have placed appropriate safeguards to ensure that the intrusion on your privacy is reduced as much as possible.

How long do we keep your personal data?

We will keep the personal data of the applicants for as long as we reasonably require to conclude your participation in the Volunteer Programme, or to the extent we rely on consent, until you expressly withdraw your consent for us to process your personal data. We will then ensure your personal data is deleted.

Who will have access to your personal information?

In order to conduct the Volunteer Programme we will need to share your personal data with some third-party organisations either because they are a key service provider or for legal, regulatory and health and safety reasons.

Accreditation (Identity Data) and Driving (Driving History Data)

In order to carry out the required security and accreditation checks of those individuals who have submitted applications to participate in the Volunteer Programme we will need to disclose your personal data to relevant central government, governmental agencies and departments, including the Home Office (ministerial department of the Government of the United Kingdom, responsible for immigration, security, and law and order) and the DVLA.

Uniform (Uniform Sizing Data and Contact Data)

We use a third-party organisation called Incorporatewear Limited to manufacture and distribute volunteer uniforms for the Birmingham 2022 Commonwealth Games.

More information about Incorporatewear Limited can be found on their website at: incorporatewear.co.uk

We will also appoint a third-party organisation to provide uniform sizing technology and store personal data.

Catering (Health and Accessibility Data)

We will appoint a third-party organisation to provide catering to volunteers at venues.

Birmingham 2022 Volunteer Partners

The "Birmingham 2022 Volunteer Partners" are the local authorities who are part funding our intergrated Volunteer Programme and who will be allocated volunteers in order to support their roles in the Birmingham 2022 Commonwealth Games.

These local authorities are:

More information about each local authority can be found on their websites above.

Volunteer Allocation (Contact Data, Identity Data and Health and Accessibility Data)

If successful in your application, we will allocate you to a certain local authority in order to provide volunteering services within that local authority. For this purpose, we will share the above personal data.

Future Volunteer Opportunities (Name and Email Address)

If you also consent to receiving marketing information in relation to future volunteering opportunities from the Birmingham 2022 Volunteer Partner, United by 2022 Legacy Charity, then we will transfer your personal data (name and email), with your consent, to the Birmingham 2022 Volunteer Partners in order for them to provide specific email communications related to such opportunities.

We regularly review and, and where necessary, update our privacy information. If you want to know more about our service providers, please contact us using the details set out at the start of the Volunteer Programme Privacy Notice.

Additional Information

As noted at the beginning of this Volunteer Programme Privacy Notice, please read our main Privacy Notice for more information on how we process your personal data. For example, our main Privacy Notice explains your rights as a data subject.

Changes to this privacy notice

We regularly review and, where necessary, update our privacy information. If we plan to use personal information for a new purpose, we update our privacy information and will communicate the changes via this Privacy Notice. Please check our website occasionally to ensure you are aware of the most recent version of this notice.

This privacy notice is version 2 and is effective from September 2022.