Akwaaba Privacy Notice

Purpose of processing data and legal basis

In line with the General Data Protection Regulation (GDPR), we store basic personal information provided to us by our volunteers.  Without this information, we could not continue to organise our Sunday sessions.  If you volunteer with Akwaaba, we ask you to provide your name, phone number and email address so that we can contact you to manage our volunteer rota, discuss issues related to volunteering at Akwaaba, and share important project updates and appeals through our weekly newsletter.  We also ask you to provide your home address for safeguarding reasons.

If you volunteer with children you will need an enhanced DBS certificate. Akwaaba does not store copies of DBS certificates, but we will keep a record of the date your DBS check was completed, the level and type of check, the certificate number and whether you are registed with the DBS Update Service.

Special categories of data

We sometimes ask our members to give us personal information, including sensitive information, so that we can offer casework support, such as making referrals to external organisation. We ask all parents/carers with children aged 3+ who attend the Akwaaba Children’s Space to complete a child registration form so that we can safely run our Children’s Sessions. We will always ask for your explicit consent to use personal and sensitive information, and explain why it is needed and how it will be used.


We will not share your information with third parties without your consent, unless we are required to do so for safeguarding reasons.

Retention period

If you are a volunteer, we will hold your personal information for up to 2 years after you stop volunteering with us for safeguarding reasons.

If we have requested your data to provide casework support to you, we will store it until we have stopped providing that support.

If you have filled in the child registration form we will delete your information two years after you stop attending Akwaaba, or earlier if you request this.

Your rights as a data subject

Under the GDPR, you have the right to:

  • ask us for access to, or rectification or erasure of your data;
  • restrict processing of your data (pending correction or deletion);
  • object to communications or direct marketing;
  • ask for the transfer of your data electronically to a third party.

You also have a right to lodge a complaint with the Information Commissioner’s Office if you are not happy with how we have used your data, or responded to your requests.  Contact:

Information Commissioner’s Office
Wycliffe House
Water Lane

0303 123 1113

To exercise your rights under the GDPR or for any other questions regarding Akwaaba’s use of your personal information, contact:

Mike Boyle, Akwaaba Joint Coordinator