Privacy Policy

Your personal information will be held by the Association of Voluntary Services Managers (HVMN).
This privacy statement describes how we collect, manage and make use of your information, what
choices you have with respect to that information, and how we commit to look after your


How will HVMN manage my personal information?

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

Your privacy is protected by laws enshrined in the Data Protection Act of 2018, which stipulate that
the personal information we hold about you must be:

  • Use lawfully, fairly and in a transparent manner
  • Collected only for the valid purposes that say we will collect it for, and not used in any way
    that is incompatible with those purposes
  • Relevant to the purpose for which we are collecting it
  • Accurate and up to date
  • Kept only as long as necessary to enable us to manage your membership
  • Managed and stored 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 HVMN for one or more of the following reasons:

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

*A legitimate interest exists when we have a business or commercial reason to use your
information and when this interest does not override your rights. When we rely on
‘legitimate interest’ we will share with you what this is.


What will HVMN use my personal information for?

We will use your data to manage your application for, and ongoing membership of, HVMN, your
bookings for events, the provision of information and good practice guidance, and to consult with
you from time to time on matters of relevance to the membership.

We may use your personal information to tell you about third party offers that are made available by
to you by virtue of being a member of HVMN.

We will ask you to consent to the way we can use your personal information, and in what


What personal information will you collect from me?

The data we collect will fall into the following categories:

  • Personal identifiers such as name, address, place of work and how to contact you
  • Transactional, such as bank detail and details of payments you make to us
  • Communication, such as what we learn about you from correspondence and feedback,
    where this is not anonymised information
  • Consents, such as any permissions or preferences that you indicate. This includes things like
    how you want us to contact you


How and when will you collect my personal information?

We will collect your information in the following ways

  • When you apply for membership
  • When you sign up for offers of events or conferences
  • When you use our website
  • In emails and correspondence
  • When you speak to us on the phone
  • In membership surveys where this information cannot be anonymised

In the event that we ask you for additional information, we will clearly explain to you our reason for
collecting such information, and we will only do so with your specific consent and permission.


Who will have access to my personal information?

We will limit access to your personal information to those members of the HVMN executive team
who have a business need to have access. They are subject to a duty of confidentiality.

In addition, we will provide an edited version of your information (name, contact detail and
workplace) to our regional representatives so that they can advise you of upcoming events and
facilitate the sharing of good practice advice and support.

From time to time we will pass your information to our webmaster, a third party contractor, to
enable online services such as membership and entry to the website to be set up.

This statement covers how we will use any data collected from your participation in any social media
pages we operate, such as Twitter, now and in the future; however it does not cover how the
providers of those social media facilities will use your information, so please ensure you are familiar
with the privacy policy of the social media provider before sharing data. You can also make use of
the privacy settings and reporting mechanisms to control how your data is used.

We will neither sell your information 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 HVMN, or it is needed
in the public interest.


What are my rights?

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

We will keep your personal information for as long as you are a member of HVMN. After you stop
being a member we will destroy the information we hold on you in a secure manner.

You can obtain a copy of the personal information we hold on you, or let us know if you are unhappy
with how we have used your personal information by contacting the Chair of HVMN. We will respond
to your subject access request or a request to amend or correct the information we hold on you
within one month of your request. To make a request, please contact info@HVMN via the HVMN

You also have the right to complain to the Information Commissioner’s Office if you are not satisfied
with how we have collected, managed, stored or disposed of your information.