Last updated: 14th November 2025

Purpose

This privacy notice explains how Youth Advantage UK (“the organisation”, “we”, “us”, “our”) collects, uses and shares your personal data, and your rights in relation to the personal data we hold.

We take the security and integrity of your personal information very seriously. We are a data controller and are subject to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Wherever possible, we only collect information that you have willingly provided. We aim to be open about what we collect, why we collect it and how we use it.

About us

Youth Advantage UK (YAUK) is a volunteer-led, not-for-profit organisation dedicated to improving youth outcomes through research, policy work and specialist projects.

We process personal data in order to:

• support and coordinate our volunteers
• manage research projects
• build partnerships and collaborations
• run events and training
• communicate about our work
• meet our legal obligations
• manage organisational risk

If you have any questions, you can contact us at: youthadvantageuk.executive@gmail.com (Subject line: “Data Protection Enquiry”)

Why we collect personal data and our lawful bases

We can only use your personal data when we have a lawful basis to do so. The lawful bases we rely on are: Consent • Legitimate Interests • Legal Obligation • Contract

Our purposes and lawful bases

Purpose	Lawful Basis
Recruiting, onboarding and managing volunteers	Legitimate interests; legal obligation (e.g. right-to-work/volunteer checks); contract
Conducting research projects and consultations	Consent; legitimate interests
Running events, training and workshops	Contract; legitimate interests
Building partnerships and referral pathways	Legitimate interests
Sending newsletters, updates or fundraising communications	Consent
Responding to enquiries or requests for information	Legitimate interests
Managing donations and financial transactions	Legal obligation; contract
Maintaining internal records, audit trails and risk management	Legal obligation; legitimate interests
Ensuring organisational security (e.g. system access logs, IP addresses)	Legitimate interests

Special category personal data

Special category data includes information about race or ethnic origin, religion or beliefs, health, political opinions, sexuality or sex life, biometric data (rare for YAUK). We only process special category data when you have given explicit consent, or processing is necessary for research purposes with appropriate safeguards, or processing is required for safeguarding or legal obligations. If we rely on consent, you can withdraw this at any time.

How we collect your information

We may collect your personal data directly from you (e.g. forms, emails, volunteer applications, research participation), through your interaction with our website or systems (e.g. IP addresses), via government share code checks for volunteers, from publicly available sources if relevant to a research or partnership activity, through sign-ups for newsletters or events.

Types of personal data we hold

Depending on your relationship with us, we may collect:

• Volunteers: Name, contact details, date of birth, identification documents, CVs, skills, email/system access, IP addresses
• Research Participants: Survey responses, demographic data (optional), interview transcripts, consent forms, recordings (only with explicit consent)
• Supporters/Partners/Donors: Contact information, communication records, donation details, event registrations

How we use your personal data

We use your information to assess volunteers, run and publish research (anonymised where possible), communicate, comply with law, manage donations, and improve our work. We do not sell your data or share it for marketing.

Sharing your information

We only share when necessary (e.g. with secure IT providers, research partners under strict agreements, or for legal reasons).

International transfers

If data leaves the UK/EEA, we protect it via adequacy decisions, Standard Contractual Clauses, or other approved safeguards.

How long we keep your information

Volunteer records: up to 3 years after leaving • Research data (identifiable): up to 6 years • Financial records: 6 years • Mailing list: until you withdraw consent

Your rights

You have rights to access, rectification, erasure, restriction, objection, and data portability. Email: youthadvantageuk.executive@gmail.com (Subject: “Data Rights Request”)

How to complain

Contact us first. If unresolved, contact the ICO: www.ico.org.uk