Ex-employee privacy notice (GDPR)

The new General Data Protection Regulation (GDPR) came into effect in May 2018.

If you are an ex-employee who left NCVO in the last seven years, NCVO is aware of its obligations under the GDPR and is committed to processing any data we hold on you, securely and transparently.

This privacy notice sets out, in line with GDPR:

  • the types of data that we hold on you
  • how we use that information
  • how long we keep it for and
  • other relevant information about your data.

What type of information was collected from you?

The type of information we hold may include: your application form and references, your contract of employment and any amendments to it; correspondence with or about you, for example letters to you about a pay rise or, at your request, a letter to your mortgage company confirming your salary; information needed for payroll, benefits and expenses purposes; contact and emergency contact details; records of holiday, sickness and other absence; information needed for equal opportunities monitoring; and records relating to your career history, such as training records, appraisals, other performance measures and, where appropriate, disciplinary and grievance records.

What is the legal basis for retaining the data?

Whilst you were employed by NCVO, there are various ways in which we used your data. It is also useful for us to keep your data for a period of time after the end of your employment. GDPR permits us to use your data for certain reasons only - the most common reasons we keep your data after your employment has terminated is where we need your data to carry out NCVO’s legitimate interests.

For example, we need to keep your data in order to deal with any legal disputes that may arise involving you.  

How long is the information retained for?

We will only keep information for a reasonable period, and NCVO’s policy is:

We will retain your data for a period of seven years after you leave NCVO, after which we will take all reasonable steps to permanently destroy all information we hold on you within six months.

Access to your information

You have the right to access the data that we hold on you. NCVO will not make a charge for this service unless we consider the request made to be ‘manifestly unfounded or excessive or repetitive’.

Please contact us for Subject Access Request policy if you need more information.

Your rights

Data protection regulations give you clear rights over how your data is used by us. You can find more detail about your rights here.

Raise a complaint

Please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it.if you need to report any concerns.

If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO, the supervisory authority in the UK for data protection matters.

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