This privacy and data protection policy sets out how Original Volunteers stores, uses and protects any information that you give Original Volunteers when you use this website. Original Volunteers is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement. Original Volunteers may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

What we collect

We may collect the following information. How we store and process personal information (Data Protection) can be found at the bottom of this section below the list of cookies.

  • name
  • contact information including email address
  • demographic information such as postcode, preferences and interests
  • other information relevant to customer surveys and/or offers

For the exhaustive list of cookies we collect see the List of cookies we collect section.

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:Internal record keeping.

  • We may use the information to improve our products and services.
  • We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
  • From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to Original Volunteers, 12 Upper King Street, 1st Floor, Norwich, NR3 1HA.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

List of cookies we collect

The table below lists the cookies we collect and what information they store.

COOKIE name COOKIE Description
CART The association with your shopping cart.
CATEGORY_INFO Stores the category info on the page, that allows to display pages more quickly.
COMPARE The items that you have in the Compare Products list.
CURRENCY Your preferred currency
CUSTOMER An encrypted version of your customer id with the store.
CUSTOMER_AUTH An indicator if you are currently logged into the store.
CUSTOMER_INFO An encrypted version of the customer group you belong to.
CUSTOMER_SEGMENT_IDS Stores the Customer Segment ID
EXTERNAL_NO_CACHE A flag, which indicates whether caching is disabled or not.
FRONTEND You sesssion ID on the server.
GUEST-VIEW Allows guests to edit their orders.
LAST_CATEGORY The last category you visited.
LAST_PRODUCT The most recent product you have viewed.
NEWMESSAGE Indicates whether a new message has been received.
NO_CACHE Indicates whether it is allowed to use cache.
PERSISTENT_SHOPPING_CART A link to information about your cart and viewing history if you have asked the site.
POLL The ID of any polls you have recently voted in.
POLLN Information on what polls you have voted on.
RECENTLYCOMPARED The items that you have recently compared.
STF Information on products you have emailed to friends.
STORE The store view or language you have selected.
USER_ALLOWED_SAVE_COOKIE Indicates whether a customer allowed to use cookies.
VIEWED_PRODUCT_IDS The products that you have recently viewed.
WISHLIST An encrypted list of products added to your Wishlist.
WISHLIST_CNT The number of items in your Wishlist.

Our use of your personal information

All personal information is held on a secure database which is reserved exclusively for a small team of trained full time Original Volunteers advisors in our UK head office. There is o access to this information by any of our overseas suppliers. All data transfer is in 99% of cases related only to flight arrivals and essential contact details (name/email/telephone) and is sent weekly by email direct to our suppliers arranging services.

For the purpose of providing you with our services, including your flight, holiday or insurance, etc., we may disclose and process your information outside the UK/EEA. In order for you to travel abroad without certain basic information such as essential contact details (email/telephone number) it will be impossible for our service providers to contact you should your flight arrive late for example. We will also need to send your flight time and flight code so pick up drivers can track your flight and prepare. Sometimes we will be asked to disclose and process information you have given us for immigration, border control, security and anti-terrorism purposes, or any other purposes which they determine appropriate. For example, the Moroccan authorities require a passport number (but not the passport details) for every volunteer, without which volunteering is not possible. These requirements may differ depending on your destination and you are advised to check with us if in doubt.

We may also need to request sensitive information on behalf of charities we work with which place volunteers with vulnerable children and adults. In 99% of cases this information is not passed overseas or to any third party unless requested by the police or other legal authority (for example psychiatrists with concerns over their patients travelling abroad). If we have a concern in all cases unless advised by the Police we will contact the ICO first for general advice without details and if acceptable contact the volunteer directly to advise. Neither is any information requested by us obligatory, by booking with us you agree to voluntarily disclose information about yourself. If you would prefer not to disclose health and other sensitive information which may later be useful or essential we shall accept no liability. For example, if you do not tell us you suffer from blackouts on a regular basis which is worth telling the team who will be supporting you overseas and may need to be with someone at all times, we will not be liable for any claim of negligence for not telling the local team. We may need to pass on information where other people’s safety is concerned. For example if a charity overseas is asking us a specific health or behaviour question for which a response would be helpful and ensure other volunteer’s safety on the project at that time. We may also need to pass on information to family and guardians for travellers under 18 where their safety is relevant, although always make the volunteer contacting us aware that we wil contact the family or guardian and ask for their permission to do so unless there are very strong reasons not to. In nearly 10 years we have never had need to contact family without a volunteer’s explicit permission, only in cases where the local team have alerted us that someone is ill. By providing us with emergency contact details for family/friends/guardian we can only assume that your permission has been granted to make contact.

Be aware that although information sent overseas is kept to an absolute minimum in order that the local supplier can provide the services expected for the trip to be a positive experience, Data Protection Rules outside of Europe are not as tight. Because we generally only send contact details and flight details, these are sent only to one or two people at the host country in order to organise an airport pick up.

It is your right to request for personal data stored by us

You are entitled to a copy of the information we hold about you under the Freedom of Information Act, please send a First class stamped addressed envelope to our address on the Contact Us page. We do not currently charge for this service (most organisations charge £10) but cannot respond without the minimum a self stamped addressed envelope.

You should expect a reply within 10 working days of our receipt. If there are any inaccuracies, please advise and we will happily make amendments or delete information as required.

We do not store information longer than would be reasonably required, however, because of the nature of our programme being flexible with multiple trips being taken over 12 months with an initial booking pre-dating a trip by as much as a year in advance, deleting files regularly is an impractibillity. This avoids us having to ask again for hobbies, interests and health and anything else which is helpful. For example if we knew from last year’s file that a volunteer was only interested in sport, this information would be helpful in providing the best advice for a second or forthcoming trip.

Please note that requests for information from Original Volunteers which is a private Ltd company (in contrast to public organisations such as social services, loval government etc) does not include the right to more than what was neccessary.