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How we manage your personal data

When you apply for one of our volunteering roles, St John Ambulance is the ‘Data Controller’ for your personal data. The recruitment process is managed on our behalf by Royal Voluntary Service, and they are the ‘Data Processor’. Your data will be held on systems provided by GoodSAM Limited and ReachATS.

All 4 organisations are registered with the Information Commissioner’s Office.

When you apply, the personal data that you provide in your application is used to assess your suitability, make decisions about progressing your application, and to communicate with you. We may use the information you provide to gather further information about you from other sources – for example to check your work history or qualifications, and to seek references. 

If you are already an NHS Volunteer Responder, Royal Voluntary Service will use the information you previously supplied for that role and combine it with new information to create combined information to support your application for a role with us. Royal Voluntary Service will be the Data Controller up until the point the combined data is transferred to St John Ambulance, at which point we become the Data Controller and Royal Voluntary Service will become the Data Processor.  Royal Voluntary Service will continue to be Data Controller of the information they already hold, for the purpose of your volunteer role with them.

The lawful basis Royal Voluntary Service will be relying upon to retrieve and share your existing information with us is that it is necessary for them to do so for the purposes of your and our legitimate interests (i.e. so that we can progress the application you have made to become a St John Ambulance Volunteer).

The main basis we rely on to process your data for recruitment purposes is also ‘legitimate interest’.

If you are successful, the information gathered during the recruitment process will be transferred to your St John Ambulance personnel file. 

If you don’t submit the final application, withdraw or are unsuccessful at this stage, your application will be deleted from Royal Voluntary Service and St John Ambulance systems within 12 months.

You have rights in relation to your personal data and you can exercise these rights by contacting our Data Protection Officer at You can find our full privacy notice on the St John website.



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