Published: February 2019
This policy explains what information the Million Hour Challenge (MHC) is collecting, how it will be stored, what it will be used for, who will have direct access to the information and process it, and who will have access to reports based on anonymised data of volunteers. This policy will also describe the duration for which your data will be kept how and when it will be deleted and your right to request the removal of your personal data.
The MHC registration process enables volunteers to set up a personal profile; enabling them to record the number of hours they volunteer, the income they generate from fundraising and the volunteering activities they take part in. The registration process also enables volunteers to access to online courses, surveys and additional information.
What information will be collected?
Your Volunteer Profile will contain:
Your name [required field]
Job role[required field]
Company name [required field]
Email address [business or personal] [required field]
Confirmation that you would like to receive email communications from the Million Hour Challenge [optional field]
By registering on the Million Hour Challenge site, creating your volunteer profile you and using the site; you are agreeing to the terms and conditions of use set out in this Privacy Policy.
We will also keep:
A record of your submitted volunteer hours and activity
A record of your submitted fundraising income and activity
A copy of your responses to volunteer surveys and polls
Personal feedback on the challenge, the site or your volunteering experiences.
A copy of story submissions including quotes, photos and videos
The personal information collected will be used by the Million Hour Challenge and Samaritans to:
- Enable the accurate recording and reporting of achievements of registered volunteers including hours volunteered and fundraising income.
- To improve understanding of volunteer network to encourage people from across the rail industry to join the Million Hour Challenge.
- To implement research tools such as website quick- poll and Demographix surveys. Volunteers will be invited to share their experiences, knowledge and additional information. This will enable the Million Hour Challenge to measure the impact and benefits to rail industry employees volunteering.
- When reports are produced from this data personal data will be anonymised, so it cannot be linked to any particular person. The data will be shared with participating organisations for a variety of reasons including: to improve the communications and management of the challenge, identifying trends and patterns in volunteering activity. It will also provide evidence of the benefits of the challenge to rail employees.
- Participating organisations can be found on the Million Hour Challenge website.
- Identify, recognise and celebrate volunteer contribution.
- Create recognition certificates and records for individual volunteering achievements.
- Understand the volunteer ‘profile’ to develop communications reaching a wider audience group.
Keeping in touch and sharing your stories
The Million Hour Challenge will use the app and email to communicate with volunteers. If a volunteer has given permission email addresses will be used for Million Hour Challenge communication but for no other purpose. If you want to stop receiving Million Hour Challenge emails you can do so at any time using the unsubscribe link at the bottom of every email.
We will occasionally ask volunteers to take part in surveys and provide feedback on their volunteering experience.
How long will we keep your information?
- Volunteers submit an email address as part of the registration and authentication process. This will be retained along with profile information until the end of the Million Hour Challenge post project review, or until the volunteer requests their personal data to be removed.
- Volunteers can update/amend their personal contact details via their profile page.
- The Million Hour Challenge data collection will begin in July 2018 and cease April 2024. Named data will be retained for no longer than 6 months after the end of the challenge unless the volunteer agrees to further communication.
Managing your data
- Volunteers can opt-in / opt-out of email communications from MHC via the unsubscribe option on each communication or via email millionhourchallenge@raildeliverygroup.com.
- If a volunteer wishes to leave the challenge their volunteer data will be anonymised and retained to maximise learning and benefits from the project. Volunteers can request this via millionhourchallenge@raildeliverygroup.com.
- If a volunteer asks to leave the challenge their name and email address will be removed from their data file and any information retained will be anonymised. Volunteers can re-join the challenge at any time however their historical record of achievement will not be available and volunteer contribution will start from zero.
- Volunteers that provide story submissions, including photographs and video will be retained on the MHC website until the end of the challenge and quotes may be retained and anonymised for the post-project review and potentially publication regarding volunteering in the rail industry at a future undetermined date.
- If volunteers who have registered on MHC website wish to complain about the management of their personal data they can do so viamillionhourchallenge@raildeliverygroup.com.
How will data given to the Million Hour Challenge be managed?
Any reference to MHC in this privacy policy means the Million Hour Challenge.
Network Rail has funded the Million Hour Challenge as part of the Rail Industry Suicide Prevention Programme. Network Rail has provided resources to manage MHC and the volunteer management website, therefore Network Rail is the Data Controller for this data.
The data will be held on a database hosted with UK Dedicated Servers Limited and therefore the Data Processor for this data will be UK Dedicated Servers Limited.
The MHC and Samaritans will analyse data obtained via the MHC website for improving the Million Hour Challenge processes, communication and volunteer management.
Your Rights
The data protection laws give you certain rights over your personal information and how we use it. These include:
- the right to access a copy of the information we hold about you;
- the right to ask us to correct inaccurate information we hold about you;
- the right, in certain circumstances to object to specific uses of your data; and
- the right, in certain circumstances to request the information we hold about you to be deleted
If you wish to exercise any of these rights please contact: millionhourchallenge@raildeliverygroup.com.
Any reference to Network Rail in this privacy policy means Network Rail Infrastructure Limited.
Data Controller
Network Rail Infrastructure Ltd
1 Eversholt Street
London NW1 2DN
Data Processor
UK Dedicated Servers Limited
Unit 21 West Park
211 Torrington Avenue
Coventry
West Midlands
CV4 9AP
Samaritans
Samaritans is a charity registered in England and Wales (219432) and in Scotland (SC040604) and incorporated in England and Wales as a company limited by guarantee (757372).
Samaritans
The Upper Mill
Kingston Road
Ewell
Surrey KT17 2AF
Data storage
The personal information we collect from you will be held on the MHC database which will be stored on secure servers located with UK Dedicated Servers Limited. These servers will be physically located within the European Economic Area (EEA). We will take all reasonable steps to ensure that your personal data is treated securely and in accordance with this privacy policy.
Changes to this privacy notice
This policy was published in February 2019 and will be reviewed annually.
How to complain to the regulator
We will try to resolve any concerns you may have but if you are not satisfied with the way your personal information is collected, processed or maintained you can raise the issue with the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
ICO Website: https://ico.org.uk/