Privacy notice – Community Champions
The Community Champions network will support Our Future Health’s ongoing efforts to involve and recruit underrepresented groups to the research programme’s cohort. The Community Champions network will bring together volunteers from the public with the aim to assist our organisation in reaching diverse communities. The volunteers of the project will meet regularly and assist the organisation by disseminating materials, organise awareness initiatives, and acting as a body of volunteers who will help improve our programme.
A successful applicant who partakes in the project as a volunteer will be known as a Community Champion. All Community Champions will need to sign a volunteer agreement which outlines Our Future Health’s expectations of volunteers, as well as setting out the expectations of a volunteer.
Information about Our Future Health
Our Future Health will be the UK’s largest ever health research programme. It is designed to help people live healthier lives for longer through the discovery and testing of more effective approaches to prevention, earlier detection and treatment of diseases.
Our Future Health Limited is the Data Controller responsible for your personal data. We are registered with the ICO (ZA769724).
This privacy notice explains how we process and protect the personal data of individuals who apply to become a volunteer and successful applicants who are chosen as volunteers. For successful applicants it should be read alongside the volunteer agreement and consent form. For more information about how Our Future Health processes your data please read our General Privacy Notice.
Initial contact
Individuals will receive an email from Our Future Health explaining what the Community Champions pilot is and providing them with the opportunity to apply to become a Champion. There will also be the opportunity for members of the public to apply via a link provided on the Our Future Health website.
Recruitment
What personal data we collect
When applying to become a Community Champion Our Future Health will collect, use, store and transfer the following types of data:
- Identity Data – your full name.
- Contact Data – your email address and postcode .
- Special Category Data – personal data which reveals your racial or ethnic origin.
- Responses that may involve personal data – reasons for wanting to become a Community Champion and skills/experience hoped to gain from being a volunteer.
How we collect your personal data
Applicants will complete an online application form on our trusted third-party platform Qualtrics.
Our legal basis and purpose for processing your personal data
All collection and processing of personal data must be legally justified with what is called a “legal basis”, under the UK GDPR and Data Protection Act 2018.
When processing the personal data from individuals applying to become a Community Champion, the legal bases are:
| Purpose/Activity | Type of Data | Lawful Basis & Summary |
| Inviting individuals to the community champions network | Full name, email address, postcode, questionnaire status, appointment status, and opt-out status | Article 6(1)(f) of the GDPR. We process this information to achieve our legitimate interests to: – Select who to send invites to including the link to the application form – Email you to invite you to become a community champion – Personalise the email – Email individuals in areas of high ethnic diversity and/or deprivation as these are groups that are currently underrepresented in the Our Future Health programme – Email applicants to let them know if their application has been successful/unsuccessful. |
| Processing your application to become an Our Future Health community champion | Full name, email address and postcode | Article 6(1)(f) of the GDPR. We process this information to achieve our legitimate interests to: – To communicate with you – Investigate which areas you are geographically compatible with as a potential candidate. |
| Processing your application to become an Our Future Health community champion (cont.) | Ethnicity | Article 6(1)(f) of the GDPR. We process this information to achieve our legitimate interests to have volunteers that are in underrepresented ethnic groups in the Our Future Health programme to help increase recruitment in those specific cohorts; Article 9(2)(g) of the GDPR and the Data Protection Act, Schedule 1, part 2 condition 8. We process this information as it is necessary for substantial public interest purposes (research into equality of opportunity or treatment). |
| Processing your application to become an Our Future Health community champion (cont.) | Age Band (years) | Article 6(1)(f) of the GDPR. We process this information to achieve our legitimate interests to ensure all applicants are 18 years and over and as part of the selection process as we will be prioritising engagement from younger applicants (under 40 years) as this is an age band we are lacking representation in within our cohort. |
| Processing your application to become an Our Future Health community champion (cont.) | Collecting your motivations for applying and skills/experience you hope to gain | Article 6(1)(f) of the GDPR. We process this information to achieve our legitimate interests so we can understand why you would like to become a community champion and what skills or experience you hope to gain from being a volunteer. |
Successful applicants
What personal data we collect
If you become a Community Champion, Our Future Health may also collect, use, store and transfer the following types of data:
- Contact Data – your full name, email address, postcode and your next of kin contact details
- Special Category Data – health data
- Financial Data – bank details
- Criminal Offence Data – Disclosure and Barring Service (DBS) check
- Consent Preferences
- Training Data
How we collect your personal data
The Community engagement team will ask you to complete the relevant forms on our trusted third-party platform Qualtrics. A link to our trusted processor, Zinc Work Limited (“Zinc”), will be sent to you to complete the relevant information needed to allow them to perform a DBS check for us.
Our legal basis and purpose for processing your personal data
When processing the personal data from individuals who are a Community Champion, the legal bases are:
| Purpose/Activity | Type of Data | Lawful Basis & Summary |
| Becoming a community champion | Full Name Signature Consent preferences | Article 6(1)(a) of the GDPR. We collect your agreed consent to become a community champion. |
| Collecting next of kin contact details | Full name, phone number and relationship to you of your next of kin contact | Article 6(1)(f) of the GDPR. We process this information to achieve our legitimate interests to collect emergency contact details in case of an emergency that takes place whilst a community champion is volunteering. |
| Processing special category data from a volunteer Performing personal risk assessments | Health data, hearing difficulties, sight difficulties, medical conditions, allergies, mental health conditions, medications we should be aware of. | Article 6(1)(c) and Article 9(2)(f) of the GDPR. We process this information under our legal obligation to inform and potentially implement any reasonable adjustments that may need to be considered when being a volunteer and to ensure you are able to volunteer in a safe and suitable environment. |
| Processing Dietary preferences of Community Champions | Dietary preferences | Article 6(1)(a) and 9(2)(a) of the GDPR. By providing information about your dietary preferences, information about your religious beliefs may be inferred. We process this information with your explicit consent so that we can provide food safely to you and consider your dietary preferences when doing so. |
| Background Checks | Name, address, date of birth, identification documents, previous address for past 5 years, date check was requested, the result of the check, unspent convictions and conditional cautions, the nature of the crime, the date of conviction, the name of the court you appeared in, the offence committed, the date of the offence, and the sentence received | Article 6(1)(c) of the GDPR and Schedule 1, Part 2, Condition 12 of the Data Protection Act 2018. Our Future Health or our trusted processor, Zinc, processes this information to comply with our legal obligation to perform a Disclosure and Barring Service (DBS) check to help ensure the safety of others. |
| Enabling your participation in the Pilot | Postcode | Article 6(1)(f) of the GDPR. We process this information to achieve our legitimate interests to: – Identify nearby clinics that may be used for training/ community engagement; – Connect champions in the same area to work together to enable a champion support network; – Assign you to a Community Champion Network within a geographically compatible area when you become a volunteer. – We process this information to facilitate the volunteer network in your area and the overall running of the pilot. |
| Enabling your participation in the Pilot (cont.) | Bank details | Article 6(1)(f) of the GDPR. We process this information to achieve our legitimate interests to pay expenses incurred from being a volunteer. |
| Enabling your participation in the Pilot (cont.) | Full name and email address | Article 6(1)(f) of the GDPR. We process this information to achieve our legitimate interests to: – facilitate your role as volunteer (e.g. contact you to invite you to activities, training sessions, or meetings) – email you the links to the relevant forms for you to complete – email you the links to complete the DBS checks – email you a copy of your consent form and volunteer agreement form. – We process this information to facilitate the volunteer network in your area and the overall running of the pilot. |
| Promoting Our Future Health and Community Champions network | Photos, videos/filming, audio recording(s), named and unnamed quotes | Article 6(1)(a) and Article 9(2)(a) of the GDPR. We process this information with your explicit consent to allow us to advertise the community champion network and the Our Future Health programme. |
| Promoting Our Future Health and Community Champions Network with other organisations on their platforms | Your image and/or words. | Article 6(1)(a) We process this information with your explicit consent to allow us to advertise the community champion network and the Our Future Health programme. |
| Sharing name and email address of volunteers with other volunteers in the same network | Full name and email address | Article 6(1)(f) of the GDPR. We process this information to achieve our legitimate interests of facilitating the volunteer network in your area and the overall running of the pilot. |
| Obtaining feedback (voluntary) | Feedback responses | Article 6(1)(f) of the GDPR. We process this information to achieve our legitimate interests of obtaining feedback as to how the pilot was performed. |
| Community Champions Network (Post Pilot) | Full name and email address | Article 6(1)(a) of the GDPR. We process this information with your consent to allow future community champions to contact you for guidance and to discuss your experiences as a Community Champion volunteer. |
| Withdrawal log | Full Name, Email address, date consented to join the pilot, date requested to withdraw from pilot, date the withdrawal was completed | Article 6(1)(f) and 9(2)(f) of the GDPR. We process this information to achieve our legitimate interests to manage withdrawal requests. |
| Training Records | Full Name, Training taken, date of training, full name of trainer, register of completion. | Article 6(1)(c) and 9(2)(f) of the GDPR. We process this information to comply with our legal obligation to ensure we have given you adequate training for your role and to keep a record of training provided for legal reasons. |
For any of the above processing activities relying on consent, if at any point you wish to change your consent preferences, please contact the Study Support team by emailing support@ourfuturehealth.org.uk or phone our free number 0808 501 5634.
How we share your personal data
Sometimes we ask third parties, including suppliers and partners, to carry out business functions for us, maintaining and backing up our IT systems’ software, or providing a data analytics platform. For example, we use Zinc to perform DBS checks for us.
Where we are under a legal or regulatory duty to do so, we may disclose your details to the police, regulatory bodies, or legal advisors.
We may also share your information for health purposes with medical professionals in the event of a medical emergency. We may also need to share your information for public health purposes with public health authorities to reduce harm to yourself and/or others; with medical professionals when seeking advice on how best to perform any reasonable adjustments for you to ensure you are able to volunteer in a safe and suitable environment; with insurers to ensure we are compliant with our insurance policies or with event partners to show you have been trained appropriately.
Your name and email address will be shared with other volunteers in your area to facilitate the Community Champion network.
Your name and email address will be shared with our trusted processor, Zinc, to allow them to contact you to initiate the DBS process they will perform on our behalf. For more information on how Zinc processes your data, please refer to their Privacy Notice.
If you apply to assert your Data Protection Rights, your name and email address will be shared with our trusted processor, YOTI, to allow them to contact you. This is to initiate the Identity verification process they will perform on our behalf. For more information on how YOTI processes your data, please refer to their Privacy Notice.
If you consent, we will also share your contact details with future Community Champions so they may contact you for further information on your experiences within the Pilot.
How we keep your data secure
We have put in place appropriate and robust security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way. In addition, we limit access to your personal data to approved employees and suppliers, who are required to access it in accordance with their roles and responsibilities.
The third-party platform Qualtrics and our trusted processors, Zinc and YOTI, are performing services for us, as such we have carried out robust due diligence assessments to ensure that they have appropriate security standards in place that protect your personal data, and we have entered into a contract which ensure there are adequate security and usage standards.
You can also find more information about how we keep your data securely in the Our Future Health General Privacy Notice.
How long we keep your data
Unless we explain otherwise to you, we will retain your personal data on the basis of the following guidelines:
- for as long as we have a reasonable business need, such as managing our relationship with you and for the duration of your involvement in the Community Champions network; and/or
- in line with legal and regulatory requirements or guidance; and/or
- for as long as you consent to being a Community Champion.
Please see the section ‘Your Data Subject Rights’ for how to exercise your data protection rights or refer to your consent form for details on how to withdraw from being a Community Champion. You can also find more information in the Our Future Health General Privacy Notice.
International Transfers
Please see the Our Future Health General Privacy notice for details: Privacy – Our Future Health.
Your data subject rights
For details on your rights and how to exercise them please see the Our Future Health General Privacy Notice: Privacy – Our Future Health.
Contact details
Our Future Health’s Data Protection Officer is available to answer any questions and address any concerns about Our Future Health’s use of your personal data. You can email: dpo@ourfuturehealth.org.uk, or write to: DPO, Our Future Health, 2 New Bailey, 6 Stanley Street, Manchester, England, M3 5GS.
If you are not satisfied with our response, you can contact the Information Commissioner’s Office (“ICO”), the UK supervisory authority for data protection issues (www.ico.org.uk). This privacy notice was published in April 2025. If we make changes to this privacy notice, at any time, the most current version will be published on this page.