Terms Of Website Use
Information about us
This is a site operated by Voluntary Services Lewisham ("We"). Our main trading address is 26 Victoria Road, Deal, Kent, CT14 7BJ.
Accessing our site
Access to our site is permitted on a temporary basis, and we reserve the right to withdraw or amend the service we provide on our site without notice (see below). We will not be liable if for any reason our site is unavailable at any time or for any period.
From time to time, we may restrict access to some parts of our site, or our entire site, to users who have registered with us.
You are responsible for making all arrangements necessary for you to have access to our site. You are also responsible for ensuring that all persons who access our site through your internet connection are aware of these terms, and that they comply with them.
Intellectual property rights
We are the owner or the licensee of all intellectual property rights in our site, and in the material published on it. Those works are protected by copyright laws and treaties around the world. All such rights are reserved.
You may print off one copy, and may download extracts, of any page(s) from our site for your personal reference.
You must not modify the paper or digital copies of any materials you have printed off or downloaded in any way, and you must not use any illustrations, photographs, video or audio sequences or any graphics separately from any accompanying text.
Our status (and that of any identified contributors) as the authors of material on our site must always be acknowledged.
You must not use any part of the materials on our site for commercial purposes without obtaining a licence to do so from us or our licensors.
Reliance on information posted
Commentary and other materials posted on our site are not intended to amount to advice on which reliance should be placed. We therefore disclaim all liability and responsibility arising from any reliance placed on such materials by any visitor to our site, or by anyone who may be informed of any of its contents.
Our site changes regularly
We aim to update our site regularly, and may change the content at any time. If the need arises, we may suspend access to our site, or close it indefinitely. Any of the material on our site may be out of date at any given time, and we are under no obligation to update such material.
The material displayed on our site is provided without any guarantees, conditions or warranties as to its accuracy. To the extent permitted by law, we, other members of our group of companies and third parties connected to us hereby expressly exclude:
- All conditions, warranties and other terms which might otherwise be implied by statute, common law or the law of equity.
- Any liability for any direct, indirect or consequential loss or damage incurred by any user in connection with our site or in connection with the use, inability to use, or results of the use of our site, any websites linked to it and any materials posted on it, including, without limitation any liability for:
- loss of income or revenue;
- loss of business;
- loss of profits or contracts;
- loss of anticipated savings;
- loss of data;
- loss of goodwill;
- wasted management or office time; and
- For any other loss or damage of any kind, however arising and whether caused by tort (including negligence), breach of contract or otherwise, even if foreseeable.
This does not affect our liability for death or personal injury arising from our negligence, nor our liability for fraudulent misrepresentation or misrepresentation as to a fundamental matter, nor any other liability which cannot be excluded or limited under applicable law.
Information about you and your visits to our site.
Transactions concluded through our site
Contracts for the supply of Information and Services formed through our site or as a result of visits made by you are governed by our terms and conditions of supply.
Uploading material to our site
Whenever you make use of a feature that allows you to upload material to our site, or to make contact with other users of our site, you must comply with the content standards set out in our acceptable use policy.
You warrant that any such contribution does comply with those standards, and you indemnify us for any breach of that warranty.
Any material you upload to our site will be considered non-confidential and non-proprietary, and we have the right to use, copy, distribute and disclose to third parties any such material for any purpose. We also have the right to disclose your identity to any third party who is claiming that any material posted or uploaded by you to our site constitutes a violation of their intellectual property rights, or of their right to privacy.
We will not be responsible, or liable to any third party, for the content or accuracy of any materials posted by you or any other user of our site.
We have the right to remove any material or posting you make on our site if, in our opinion, such material does not comply with the content standards set out in our acceptable use policy.
Viruses, hacking and other offences
You must not misuse our site by knowingly introducing viruses, trojans, worms, logic bombs or other material which is malicious or technologically harmful. You must not attempt to gain unauthorised access to our site, the server on which our site is stored or any server, computer or database connected to our site. You must not attack our site via a denial-of-service attack or a distributed denial-of service attack.
By breaching this provision, you would commit a criminal offence under the Computer Misuse Act 1990. We will report any such breach to the relevant law enforcement authorities and we will co-operate with those authorities by disclosing your identity to them. In the event of such a breach, your right to use our site will cease immediately.
We will not be liable for any loss or damage caused by a distributed denial-of-service attack, viruses or other technologically harmful material that may infect your computer equipment, computer programs, data or other proprietary material due to your use of our site or to your downloading of any material posted on it, or on any website linked to it.
Linking to our site
You may link to our home page, provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it, but you must not establish a link in such a way as to suggest any form of association, approval or endorsement on our part where none exists.
You must not establish a link from any website that is not owned by you.
Our site must not be framed on any other site, nor may you create a link to any part of our site other than the home page. We reserve the right to withdraw linking permission without notice. The website from which you are linking must comply in all respects with the content standards set out in our acceptable use policy.
If you wish to make any use of material on our site other than that set out above, please address your request to email@example.com.
Links from our site
Where our site contains links to other sites and resources provided by third parties, these links are provided for your information only. We have no control over the contents of those sites or resources, and accept no responsibility for them or for any loss or damage that may arise from your use of them.
Jurisdiction and applicable law
If you have any concerns about material which appears on our site, please contact firstname.lastname@example.org.
Thank you for visiting our site.
We are committed to maintaining your privacy.
We collect information from our users in a variety of ways, including but not limited to, visits to our site, via online registration, feedback and ordering forms, by e-mail, fax and post. We may ask you for your name, address, telephone number, fax number and e-mail address and/or any additional information if you wish to provide this voluntarily. You can always refuse to supply us with your personal information, but it may prevent you from accessing certain features or from engaging in certain Site related activities.
How do we use the information we have?
We collect information for the purposes of:
1. Personalising your experience on our Site
2. Improving our Site functions and features
3. Improving Customer Service both online and offline
4. Administering content, promotions, surveys or any other Site features
5. Supplying information about our products or services when requested
6. Answering any questions or queries
7. Fulfilling orders
8. Providing a first class, confidential and effective service
We may also use the information to keep you informed by post, e-mail or other available channels of features, services, products, promotions and special offers from us. We may sometimes use the information we collect to let you know about important functionality changes to our websites. If you prefer us not to provide you with any of this information, please let us know by emailing us at email@example.com.
Disclosing the information we have
Customer information is always treated as strictly confidential. We will not disclose it to any third party (other than an affiliated company of Voluntary Services Lewisham) without the express permission of the customer except:
- As required by law.
- In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
- If our company or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
We may pass non-personal aggregated information about sales and website usage to reputable organisations for research or analysis purposes only.
Links to other websites
Security of information we have
Any information collected by us is collected and processed in accordance with the UK's Data Protection laws. We aim to ensure that the personal information you give us is kept secure and processed fairly and lawfully.
We take all reasonable precautions to protect all personal data that you may input via our websites, however, we cannot be responsible for and therefore exclude all liability for loss or misuse of personal data which is intercepted or otherwise accessed by unauthorised persons.
Removing your details
You may at any time have your details removed from our database. Simply email your request to us at firstname.lastname@example.org. We will then ensure that your details are removed as soon as practicable.
The Act also gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.
By using our websites, you consent to the information you give us being processed for any of the purposes we have explained above except where we have received your email message through the email address email@example.com.
Acceptable Use Policy
Use of Site
You may use our site only for lawful purposes. You may not use our site:
- In any way that breaches any applicable local, national or international law or regulation.
- In any way that is unlawful or fraudulent, or has any unlawful or fraudulent purpose or effect.
- For the purpose of harming or attempting to harm minors in any way.
- To send, knowingly receive, upload, download, use or re-use any material which does not comply with our content standards.
- To transmit, or procure the sending of, any unsolicited or unauthorised advertising or promotional material or any other form of similar solicitation (spam).
We may from time to time provide interactive services on our site, including, without limitation:
- Online Forms
Where we do provide any interactive service, we will provide clear information to you about the kind of service offered, if it is moderated and what form of moderation is used (including whether it is human or technical).
We will do our best to assess any possible risks for users from third parties when they use any interactive service provided on our site, and we will decide in each case whether it is appropriate to use moderation of the relevant service (including what kind of moderation to use) in the light of those risks. However, we are under no obligation to oversee, monitor or moderate any interactive service we provide on our site, and we expressly exclude our liability for any loss or damage arising from the use of any interactive service by a user in contravention of our content standards, whether the service is moderated or not.
The use of any of our interactive services by a minor is subject to the consent of their parent or guardian. We advise parents who permit their children to use an interactive service that it is important that they communicate with their children about their safety online, as moderation is not foolproof. Minors who are using any interactive service should be made aware of the potential risks to them.
Where we do moderate an interactive service, we will normally provide you with a means of contacting the moderator, should a concern or difficulty arise.
You must comply with the spirit of the following standards as well as the letter. The standards apply to each part of any contribution as well as to its whole.
- Be accurate (where they state facts).
- Be genuinely held (where they state opinions).
- Comply with applicable law in the UK and in any country from which they are posted.
Contributions must not:
- Contain any material which is defamatory of any person.
- Contain any material which is obscene, offensive, hateful or inflammatory.
- Promote sexually explicit material.
- Promote violence.
- Promote discrimination based on race, sex, religion, nationality, disability, sexual orientation or age.
- Infringe any copyright, database right or trade mark of any other person.
- Be likely to deceive any person.
- Be made in breach of any legal duty owed to a third party, such as a contractual duty or a duty of confidence.
- Promote any illegal activity.
- Be threatening, abuse or invade another's privacy, or cause annoyance, inconvenience or needless anxiety.
- Be likely to harass, upset, embarrass, alarm or annoy any other person.
- Be used to impersonate any person, or to misrepresent your identity or affiliation with any person.
- Give the impression that they emanate from us, if this is not the case.
- Advocate, promote or assist any unlawful act such as (by way of example only) copyright infringement or computer misuse.
Suspension and termination
We will determine, in our discretion, whether there has been a breach of this acceptable use policy through your use of our site. When a breach of this policy has occurred, we may take such action as we deem appropriate.
- Immediate, temporary or permanent withdrawal of your right to use our site.
- Immediate, temporary or permanent removal of any posting or material uploaded by you to our site.
- Issue of a warning to you.
- Legal proceedings against you for reimbursement of all costs on an indemnity basis (including, but not limited to, reasonable administrative and legal costs) resulting from the breach.
- Further legal action against you.
- Disclosure of such information to law enforcement authorities as we reasonably feel is necessary.
We exclude liability for actions taken in response to breaches of this acceptable use policy. The responses described in this policy are not limited, and we may take any other action we reasonably deem appropriate.
Voluntary Service Association Ltd
Data Protection Policy -GDPR
Date of Publication
20th May 2018
Date of Review
20th May 2020
Data Protection Officer
Chief Executive Officer
Board of Trustees
Voluntary Service Association (working name Voluntary Services Lewisham VSL) is committed to a policy of protecting the rights and privacy of individuals, including Volunteers, Staff, Service Users and other stakeholders, in accordance with the General Data Protection Regulation (GDPR) May 2018.
This legislation comes in to force on the 25th May 2018. The GDPR regulates the processing of personal data, and protects the rights and privacy of all living individuals (including children), for example by giving all individuals who are the subject of personal data a general right of access to the personal data which relates to them.
For the purposes of GDPR VSL is classed as a Data Controller, meaning we are responsible for controlling the use and processing of personal data collected for the purposes of delivering VSL services. VSL collect information about its staff, volunteers, service users and other stakeholders for various purposes including, but not limited to:
- The recruitment and payment of staff.
- The recruitment processes and administration of volunteers and volunteer placements
- Referral information and service user details
- Recording staff and volunteer training, progress, attendance and conduct.
- Complying with obligations to funding bodies, including local government.
- Complying with various legal obligations, including the obligations imposed on it by the GDPR
VSL will ensure that all information about individuals is collected and used fairly, stored safely and securely, and not disclosed to any third party unlawfully.
This policy applies to all staff and office volunteers, any breach of this policy, or of the Regulation itself will be considered an offence and VSL’s disciplinary procedures will be invoked.
This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments to the GDPR and other relevant legislation.
Responsibilities under the GDPR
VSL’s CEO is appointed as Data Protection Officer (DPO), to address any concerns regarding the data held by VSL and how it is processed, held and used. VSL also has a nominated Trustee who oversees this policy.
The Senior Staff Team are responsible for all day-to-day data protection matters including developing and encouraging good information handling within the organisation, and ensuring that all members of staff and relevant individuals adhere to VSL’s GDPR policy.
Compliance with the legislation is the personal responsibility of all VSL staff members who process personal information. Individuals who provide personal data to the VSL are responsible for ensuring that the information is accurate and kept up to date.
Data Protection Principles
The GDPR places a responsibility on the Data Controller to process any personal data in accordance with the eight principles. More detailed guidance on how to comply with these principles can be found on the Information Commissioner Office website www.ico.org.uk or their telephone helpline 0303 123 1113.
In order to comply with its obligations, VSL undertakes to adhere to the eight principles:
- Process personal data fairly and lawfully
VSL will make all reasonable efforts to ensure that individuals who are the focus of the personal data (data subjects) are informed of the purposes of the processing, any disclosures to third parties that are envisaged, given an indication of the period for which the data will be kept, and any other information which may be relevant.
- Process the data for the specific and lawful purpose for which it collected
VSL will ensure that the reason for which it collected the data originally is the only reason for which it processes data, unless the individual is informed of any additional processing before it takes place.
- Data is adequate, relevant and not excessive in relation to the purpose for which it is processed.
VSL will not seek to collect any personal data which is not strictly necessary for the purpose for which it was obtained. Forms for collecting data will always be drafted with this mind. If any irrelevant data are given by individuals, they will be destroyed within 1 week.
- Keep personal data accurate and, where necessary, up to date.
VSL will review and update all data on a regular basis. It is the responsibility of the individual giving their personal data to ensure that this is accurate, and to notify VSL if a change in circumstances means that the data needs to be updated. It is the responsibility of VSL to ensure that any notification regarding the change is noted and acted on.
- Only keep personal data for as long as is necessary.
VSL will not retain personal data for any longer than is necessary to ensure compliance with the legislation, and any other statutory requirements. VSL will develop and implement a process to undertake regular reviews of the information held by the organisation.
VSL will dispose of any personal data in a way that protects the rights and privacy of the individual concerned (e.g. secure electronic deletion, shredding and disposal of hard copy files as confidential waste).
- Process personal data in accordance with the rights of the data subject under GDPR legislation.
Individuals have various rights under the legislation including a right to:
- be told the nature of the information VSL holds and any parties to whom this may be disclosed.
- prevent processing likely to cause damage or distress.
- prevent processing for purposes of direct marketing.
- sue for compensation if they suffer damage by any contravention of the legislation.
- take action to rectify, block, erase or destroy inaccurate data.
- request that the Office of the Information Commissioner assess whether any provision of the Act has been contravened.
VSL will only process personal data in accordance with individuals’ rights.
- Put appropriate technical and organisational measures in place against unauthorised or unlawful processing of personal data, and against accidental loss or destruction of data.
- All members of staff are responsible for ensuring that any personal data which they hold is kept securely and not disclosed to any unauthorised third parties.
- VSL will ensure that all personal data is accessible only to those who have a valid reason for using it.
- VSL will have in place appropriate security measures, ensuring that hard copy personal data is kept in lockable filing cabinets/cupboards with controlled access and that keys will be held securely in a key cabinet with controlled access.
- VSL will password protect electronically held personal data
- VSL will ensure that PC screens are not left unattended without a password protected screen-saver being used.
- VSL will ensure that archived personal data is kept securely in lockable cabinet/s.
- VSL will ensure that PC screens, laptops etc. displaying personal data are positioned so that they are not visible except to authorised staff or office volunteers.
- Ensure that no personal data is transferred to a country or a territory outside the European Economic Area (EEA) unless that country or territory ensure
adequate level of protection for the rights and freedoms of data subjects’ in relation to the processing of personal data.
VSL will not transfer data to such territories without the explicit consent of the
individual. This also applies to publishing information on the Internet - because transfer of data can include placing data on a website that can be accessed from outside the EEA –therefore VSL will always seek the consent of individuals before placing any personal data (including photographs) on its website.
If VSL collects personal data in any form via its website, it will provide a clear and detailed privacy statement prominently on the website, and wherever else personal data is collected.
Consent as a basis for processing
VSL understands consent to mean that the individual has been fully informed of the intended processing of their data (including sensitive data) and has signified their agreement via the signed Volunteer Registration form, Staff Information Sheet or Service User Referral Forms.
Consent obtained from an individual who is cognitively impaired or placed under undue influence, or on the basis of misleading information, will not be a valid basis for VSL processing personal data. VSL also understands that consent cannot be inferred from an individuals’ non-response to a communication.
For the purposes of the General Data Protection Regulation (GDPR) your consent to VSL holding and processing personal data including sensitive personal data of which you are the subject may include:
- Contact details: including name, address, telephone numbers and email address
- Contact details of next of kin
- Details of any physical or mental health condition supplied by individual or referring organisations on VSL referral form g. GP, Social Services
- Contact details: including name, address, telephone numbers and email address
- Contact details of next of kin
- Details of any physical or mental health condition supplied by individual on VSL volunteer application form or at informal interview to establish appropriate volunteer support mechanisms. May also include details of support worker, social care or medical professional.
- Bank details if supplied by individual for volunteer expense payments
- Contact details: including name, address, telephone numbers and email address
- Contact details of next of kin
- National Insurance number, bank details for salary payments
- Details of any physical or mental health condition supplied by individual to VSL Senior Staff Team to establish appropriate staff support management plan.
VSL will ensure that any forms used to gather data on an individual will contain a statement (fair collection statement) explaining the use of that data, how the data may be disclosed and also indicate whether or not the individual needs to consent to the processing.
How We Use Your Personal Information
We will use only individuals’ personal data to administer the provision of VSL services to service users, and for the recruitment and support of volunteers and staff that manage and deliver VSL projects.
Anonymised data may be supplied to funders as part of VSL project monitoring procedures e.g. reports to funders, London Borough of Lewisham.
VSL has appointed the Chief Executive Officer as Data Protection Officer (DPO), to address any concerns regarding the data held by VSL and how it is processed, held and used. The DPO will be responsible for ensuring that the Policy is implemented and monitored. The Officer will also have overall responsibility for:
- Development of best practice guidelines and practical data handling processes and procedures
- Carrying out checks to ensure adherence to the General Data Protection Regulations
VSL also has a nominated Trustee who oversees this policy. May 2018
Lewisham Central Community Hub,
Ground Floor, Leemore Centre,
29-39 Clarendon Rise, SE13 5ES.
T: 020 8291 1747 E: firstname.lastname@example.org W: www.vslonline.org.uk
Registered Charity no: 266585 Registered in England no: 1131214