Volunteer Recruitment Privacy Notice
Last updated: 1 January 2026
1. Who we are
International Youth Federation (IYF) is responsible for the personal data collected during our volunteer recruitment and selection processes.
International Youth Federation (IYF) is responsible for the personal data collected during our volunteer recruitment and selection processes.
Contact details
Website: https://iyfweb.org
Email: info@iydg.org
Address: International House, 24 Holborn Viaduct, London EC1A 2BN, United Kingdom
Address: International House, 24 Holborn Viaduct, London EC1A 2BN, United Kingdom
2. What information we collect
When you apply to volunteer with IYF, we may collect:
- Your name and contact details (such as email address and phone number)
- Information about your skills, experience, education, and availability
- Application forms, CVs, and supporting statements
- Notes from interviews or assessments
- References (where relevant)
- Information needed to confirm eligibility, age, or suitability
When you apply to volunteer with IYF, we may collect:
- Your name and contact details (such as email address and phone number)
- Information about your skills, experience, education, and availability
- Application forms, CVs, and supporting statements
- Notes from interviews or assessments
- References (where relevant)
- Information needed to confirm eligibility, age, or suitability
3. Special category personal data
We may collect special category personal data only where necessary and, where possible, on a voluntary basis, for example:
- Health or disability information (to support reasonable adjustments)
- Equality and diversity monitoring information
We may collect special category personal data only where necessary and, where possible, on a voluntary basis, for example:
- Health or disability information (to support reasonable adjustments)
- Equality and diversity monitoring information
4. How we use your information
We use your personal data to:
- Assess suitability for volunteer roles
- Communicate with you about your application
- Arrange interviews, onboarding, induction, or training
- Recruitment rostering and future role matching
- Manage volunteer placements and records
- Carry out safeguarding checks where required
We use your personal data to:
- Assess suitability for volunteer roles
- Communicate with you about your application
- Arrange interviews, onboarding, induction, or training
- Recruitment rostering and future role matching
- Manage volunteer placements and records
- Carry out safeguarding checks where required
5. Lawful basis for processing
We rely on:
- Legitimate interests – to recruit and manage volunteers in support of our activities
- Legal obligations – including safeguarding and record-keeping requirements
- Consent – where we collect optional or special category data
We rely on:
- Legitimate interests – to recruit and manage volunteers in support of our activities
- Legal obligations – including safeguarding and record-keeping requirements
- Consent – where we collect optional or special category data
6. Safeguarding and background checks
Some roles may require references or background checks. We do not keep DBS certificates.
Some roles may require references or background checks. We do not keep DBS certificates.
7. Who we share your information with
- IYF staff, officers, and trustees
- Service providers supporting recruitment or checks
- Authorities where required by law
- IYF staff, officers, and trustees
- Service providers supporting recruitment or checks
- Authorities where required by law
8. International data transfers
Some data may be processed outside the UK with appropriate safeguards.
Some data may be processed outside the UK with appropriate safeguards.
9. How long we keep your information
- Unsuccessful applications: up to 12 months
- Rostered candidates: up to 12 months
- Successful volunteers: duration of volunteering plus a limited period afterwards in line with our retention policies (up to 12 months).
- Unsuccessful applications: up to 12 months
- Rostered candidates: up to 12 months
- Successful volunteers: duration of volunteering plus a limited period afterwards in line with our retention policies (up to 12 months).
10. Your rights
You have rights to access, correct, delete, restrict, and object to processing, and to complain to the ICO: https://www.ico.org.uk/
You have rights to access, correct, delete, restrict, and object to processing, and to complain to the ICO: https://www.ico.org.uk/
11. How we protect your data
We use appropriate technical and organisational measures.
We use appropriate technical and organisational measures.
12. Changes to this notice
We may update this notice from time to time. The most recent version will always be available on our website.
We may update this notice from time to time. The most recent version will always be available on our website.
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