Initial application
- What
- Contact details, general location, background, role responses and optional accessibility request.
- Why
- Assess eligibility and suitability and support an accessible process.
Privacy by design
Collect less. Explain more. Restrict access.
Applicants should understand what HIF collects, why it is needed, who can see it, how long it remains and how to ask for access, correction or deletion.
Data minimisation
Information grows only when the process requires it.
Identity documents and sensitive checks should not be collected during an initial application merely because they may be useful later.
Later-stage checks
- What
- References, relevant credentials, registrations, police or child-safety checks where required.
- Why
- Verify only what is necessary for the role before onboarding.
Volunteer record
- What
- Agreement, induction, role, supervision, training, approved outputs and service history.
- Why
- Manage the volunteer relationship safely and accurately.
Your controls
Your information should not become a dead end.
View and correct
See core profile and application information and request corrections.
Enabled after production authenticationDownload my data
Receive a usable copy of information linked to your account.
Enabled after production authenticationDelete my account
Request deletion subject to lawful or safety-related retention needs.
Enabled after production authenticationWithdraw consent
Leave talent pools and disable optional communications without affecting prior lawful processing.
Enabled after production authenticationSecurity and access
Sensitive data should have smaller audiences.
Separate records
Accessibility, safeguarding and complaint records are separated from routine assessment data.
Least privilege
Administrators receive only the permissions required for their current responsibility.
Secure storage
Encryption, access logs, restricted exports, backups and breach-response procedures are required.
Auditable decisions
Access, changes, exports, AI-supported recommendations and retention actions are logged.
Recommended retention schedule
Keep only what still has a purpose.
Final periods require legal, safeguarding and insurance review.
| Record | Recommended period | Action |
|---|---|---|
| Incomplete application | 90 days after last activity | Remind, then delete or anonymise |
| Unsuccessful application | 12 months unless consent says otherwise | Delete direct identifiers; retain de-identified analytics |
| Talent community | 12 months, renewed by consent | Prompt for renewal or delete |
| Successful volunteer record | Role duration + legal/policy period | Review and securely delete at expiry |
| Safeguarding or complaint record | Separate policy based on risk and law | Restricted review; never routine deletion |
AI and your application
Every AI-supported recommendation must be visible and reviewable.
If AI assists with summarising, missing-information checks or evidence mapping, the administrator must be able to see the source, criterion, uncertainty and human correction. HIF must keep an automated-decision register even though AI does not make final decisions.
Read the AI controls