Terms and Conditions
Welcome to King’s Volunteering.
This is the official site for King’s Volunteering.
BY USING THE WEBSITE YOU AGREE TO BE BOUND BY THESE TERMS AND CONDITIONS. IF YOU DO NOT AGREE, YOU CANNOT USE THE WEBSITE, PARTICIPATE IN OUR ACTIVITIES OR HELP ORGANISE OPPORTUNITIES THROUGH THE WEBSITE.
King’s Volunteering is digitally hosted on the OpenCampus technology (owned and operated by OpenCampus UK Ltd). OpenCampus takes pride in providing excellent customer care and is committed to protecting our users’ information. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. We also take appropriate measures to ensure that the information disclosed to us is kept only for so long as is necessary for the purposes for which it is used. However, we may need to disclose your information to lawful authorities if required to do so by law.
Information we collect about you:
Submitted information: We collect data that you submit to us through using the Website. This includes information that you provide to us when you register. We also collect data that you submit to us through other communication with us (for example, by e-mail or chat). Much of the information that we hold about you is collected to help us provide more effective services to you, however it’s your choice whether or not to include sensitive information on your profile or in your communication. Please do not post or add personal data to your profile that you would not want to be publicly available.
The information that you provide to us may include, but is not limited to:
- Phone number
- Date of birth
- Occupation type (Employed, Student or Alumni)
- City and country you live in
- Company or university that you work or study at
- Information about your specific area of work or study
- Department you work or study in
- Information about your personal preferences
- Skills you have and skills you want to develop
- Career Interests
- CV and LinkedIn profile
- Photos and videos you submit
- Reflective notes and information that you upload
- DBS Number (Disclosure and Barring Service)
- Disability Information
OpenCampus UK Ltd and may also use this information along with other submitted information for research purposes, to improve the services we provide to you and to contact you about opportunities. The inclusion of this information is optional, and you can remove/update this information at any time in your profile.
Website use information: Each time you use our website we may automatically collect information about you, including, but not limited to:
- Information about which pages you visit, the organisations that you connect with, traffic data, location data, weblogs and other communication data;
- Technical information, including the type and ID of the device you use;
- Information we receive from other sources (Third Party Information).
How we use information collected about you:
- The personal information we collect about you will be used to help recommend relevant opportunities and content to help you advance your career.
- Your information is accessible by OpenCampus UK Ltd for research and reporting purposes and to contact you. We will contact you through email, notices posted on our websites or apps and other ways through our Services, including text messages and push notifications. We will send you messages about the availability of our Services, security, or other service-related issues. We also send messages about how to use the Services, network updates, reminders, job suggestions and promotional messages from us and our partners. Please be aware that you cannot opt out of receiving service messages from us, including security and legal notices.
We also enable communications between you and others through our Services, including for example invitations and messages between connections.
- When you connect with an organisation through the website, your profile is visible to that organisation’s administrators. We provide your public profile information to the administrators of the organisations that you connect to, as well as aggregated information about Users of which your data may be included. When you are connected to an organisation, their administrators can contact you and view your public profile information.
- By registering for King’s Volunteering through this Website your information will be accessible to King’s College London for research and reporting purposes and to contact you. Upon registering, you grant King’s College London the ability to view, download and keep a copy of your public profile data. You also permit King’s College London the following additional permissions:
- The King’s Volunteering Team can view your registrations that take place through the System. This is in order to help support your development and to assist you in successfully connecting to their partner organisations for opportunities for which you have registered.
- The King’s Volunteering Team can view your activity on their portal including communication that is sent through their portal. This is in order to monitor the safety and security of their Users and to ensure a positive User experience.
- The King’s Volunteering Team can view and update your profile information as necessary.
- If you are registering as a Provider, the King’s Volunteering Team will automatically have administrator access to your account to help support you in connecting with their Users.
Security and Investigations:
Disclosure of information about you:
When you connect with an organisation through the Website, you provide them access to your profile information. This information may be used to help assess your suitability for a role for which you applied or to contact you about upcoming events or activities. This information may include, but is not limited to:
- Phone number
- Occupation type (Employed, Student or Other)
- City and country you live in
- Company or university that you work or study at
- Information about your specific area of work or study
- Department you work or study in
- Skills you have and skills you want to develop
- Career Interests
- CV and LinkedIn profile
- Photos and videos you submit
- Reflective notes and information that you upload
- DBS Number (Disclosure and Barring Service)
There are multiple ways in which you can connect to an organisation, these include, but are not limited to:
- Applying for an opportunity with an organisation
- Reporting that you are working or studying with an organisation
- Uploading hours completed with an organisation
- Following an organisation from their profile
Additionally, we may disclose your Submitted Information to third parties:
- When you register on this website and when you register for opportunities through this website, we send your basic contact information (name, email address, phone number, occupation and organisation) to the organisation with which you are registering;
- In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
- If OpenCampus UK Ltd or substantially all of its assets are acquired by a third party, in which case personal data held by it about its users will be one of the transferred assets.
- If we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation or request.
- In order to:
- enforce our policies or agreements or to investigate potential breaches; or
- protect the rights, property or safety of OpenCampus UK Ltd, our customers, or partners. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
Where we store your personal data:
You are responsible for keeping your User password confidential and keeping your User profile up to date and free of erroneous information. When you create a User profile you agree not to share your password with anyone and you agree to take safety precautions when accessing your User account.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
We may collect and store personal data on your Device using application data caches and browser web storage.
During your visit to our website the following information may automatically be logged in our user statistics
- Your IP address - abbreviated after a maximum of 24 hours and thereby anonymised *
- A unique number to distinguish visitors (if cookies are enabled) URLs visited within our website Timing of page views Type of HTML queries Previously visited URL (if transmitted by browser) *
- Name and version of your operating system *
- Name, version and language preference of your browser *
- Screen resolution and colour depth Technologies and formats supported by browser (cookies, Java, Flash, PDF, WindowsMedia, QuickTime, Realplayer, Director, SilverLight, Google Gears).
The legal basis for the temporary saving of data and log files is Article 6 (1) lit. f GDPR. Storage occurs in log files in order to ensure the website's functionality. The data also help us optimize the websites, eliminate malfunctions and ensure our IT system security. Our justified interest in data processing pursuant to Article 6 (1) lit. f GDPR also lies in such purposes.
The data are deleted as soon as they are no longer required to achieve the purpose for which they were gathered. If data are gathered for the provision of the website, this is the case if the respective visit is ended. In the instance that data are stored in log files, this is the case after seven days at the latest. Storage above and beyond this period is possible. In this case, the users' IP addresses are deleted or removed so they can no longer be allocated to the visiting client.
The recording of data for the provision of the website and the storage of data in log files is essential to operate the website. As a consequence, users do not have an option to revoke such data recording.
As an individual using this website for personal use or as an individual using this website on behalf of an organisation, you are bound by the Terms and Conditions listed below. If you are using the website on behalf of an organisation you are classified as “Provider Staff” and the opportunity posting organisation you work for/with (referred to in these Terms and Conditions as “the Provider”) has entered into an agreement with OpenCampus UK Ltd and King’s College London under which it agrees to carry out certain obligations. Below are listed some of the key Provider obligations that you also agree to comply with as a member of Provider Staff. If there are any additional obligations that you need to comply with that are not mentioned in these Terms and Conditions, it is the responsibility of the Provider to tell you about these.
If you use the Website, you must comply with the following Terms and Conditions. You should read all the Terms and Conditions prior to using the Website. If You do not agree to these Terms and Conditions, You should not use the Website.
Although you must read these Terms and Conditions in full, we think the most important points for you are:
- (a) You agree not to do anything that would bring OpenCampus UK Ltd, King’s College London, King’s Volunteering, the OpenCampus brand, the King’s College London brand or the King’s Volunteering brand and their public image into disrepute
- (b) You agree that you will allow individuals from ages 18 and upwards to join your programmes and provide a safe, secure and nurturing environment in which they can complete the activities for your programmes.
- (c) If you have any concerns about an individual’s mental capacity or suitability to consent to participate in or join the Programme, or participate in an Opportunity, you agree to take all necessary steps to ensure the individual only participates in opportunities that are suitable, and that do not put him/her at risk; and
- (d) You agree to comply promptly with all reasonable requests from OpenCampus UK Ltd, King’s College London or the King’s Volunteering Team to provide data, information, documents and materials relating to these Terms and Conditions or the Programme.
- (e) You must comply with our terms when you contribute Content to the Website.
- (g) You agree that OpenCampus UK Ltd may at any time and without prior notice to you replace or amend these Terms and Conditions. Your continued use of this website after amendments are made means you accept the Terms and Conditions as updated. You should therefore visit this page regularly to review the Terms and Conditions.
2. Website Use
- (a) Except as permitted in these Terms and Conditions, you can not alter the Website in any way or do anything that might or will damage or disrupt the good working order of the website or our equipment or software.
- (b) You must keep secret any password you have and not let any other person or organisation use it. You must notify us immediately of any suspected misuse of your password.
- (c) You may link to any page of the Website for non-commercial purposes provided that You do so in a way that is fair and legal and which does not damage our reputation or take advantage of it. For the avoidance of doubt, the linking site must not contain any adult or illegal material or any material that is offensive, harassing or otherwise objectionable in our opinion. If there is any doubt about the content of linked pages, we reserve the right to cancel your access to the website with immediate effect and without notice.
- (d) You must not link to our Website in such a way as to suggest any form of association, approval or endorsement on our part where none exists.
- (e) If You would like to link to our site for commercial purposes or any purpose not included above, please contact us.
- (f) We reserve the right to withdraw linking permission at any time and without notice.
- (g) Access to our Website is permitted on a temporary basis and we reserve the right to withdraw or amend the Website and its content and functions without notice. You are responsible for making all arrangements necessary to access this Website. You are also responsible for ensuring that all persons accessing our Website through Your internet connection or at Your Organisation are aware of these Terms and Conditions.
- (h) We reserve the right to terminate an account on the site and/or refuse access to the user dashboard at any time. We shall not be liable for any loss or damages whatsoever arising from a Registered User's inability to access any pages or content on the site.
- (a) OpenCampus UK Ltd does not guarantee that the information contained in the Website, particularly with regard to your organisation is accurate, verified or complete. OpenCampus UK Ltd accepts no liability if you or any person or organisation relies on or uses the information.
- (b) OpenCampus UK Ltd does not guarantee that the Website will be uninterrupted or error free, or that the Website or your use of it will be free of viruses or harmful material. You are responsible for ensuring that your computer is suitable to use the Website.
- (c) Information, images, comments, features, blogs, jobs, opportunities and other content displayed on the Website, (the “Materials”), are not intended as advice and should not be relied upon as such. We disclaim all liability howsoever arising whether in contract, tort or otherwise (including, but not limited to, liability for any negligent act or omissions) to You or any person in respect of any claims or losses of any nature, arising directly or indirectly from:
- 1. Anything done or the consequences of anything done or omitted to be done wholly or partly in reliance upon the whole or any part of the contents of this Website; and
- 2. The use of any Materials on this Website or unauthorised access to this Website or otherwise. We will not be responsible for any breach of these Terms and Conditions caused by circumstances beyond Our reasonable control.
- 3. Although we have no obligation to moderate content on this Website, we reserve the right to monitor any information transmitted or received through our Website. We reserve the right to reject, block, suspend or remove Your Content at any time and at our sole discretion, including in response to any complaints or objections received by Users or any other party in respect of Your Content. We in no way guarantee that Your Content or any part of it will be displayed on the Website.
4. Information you provide to us
- (a) You agree that any information you provide to us is true.
- (c) You agree that any information you provide to us; logos, information, images and data can be used at our discretion for marketing and reporting purposes at any time.
5. Your Content
You agree to use the Website in accordance with the following rules:
- (a) All content submitted by You, including, but not limited to, Your name, biographical information and all other names, likenesses, graphics, logos, marks, text, images, photographs, and all other information and material shall be called "Your Content" for short.
- (b) Your Content posted on the Website remains Your property. However, by posting Your Content onto the Website, You grant to OpenCampus UK Ltd a non-exclusive, perpetual, irrevocable, transferable, royalty-free licence (including full rights to sub-licence) to use Your Content (including, without limit, the right to adapt, alter, amend or change Your content) in any media throughout the world without restriction, and You warrant that any material You submit is Your own work or that You have obtained all necessary rights and permissions of the relevant owner and that You have all relevant rights in Your Content to enable You to grant the rights in this clause.
- 1. You hereby unconditionally and irrevocably waive and agree not to assert any and all moral rights and any other similar rights and all right of publicity and privacy in any country in the world in connection with our exploitation of the rights in Your Content granted here to the maximum extent permissible by law.
- 2. Publication of Your Content will be at our sole discretion and we are entitled to make additions or deletions to any such material prior to publication, after publication or to refuse publication.
- 3. Whenever You submit Your Content to the Website, Your Content must comply with our Content Standards below. If You do not comply with our Content Standards, we reserve the right to suspend You from using the Website and/or accessing the My Account members' areas without notice
- 4. If you are posting content on behalf of an organisation, by uploading Your Content you confirm and agree that you have permission to post the content to the System on behalf of the organisation and take full responsibility for agreeing to these Terms and Conditions on behalf of the Provider for which you are posting the content.
- 5. You undertake to us that Your Content or its use in accordance with these Terms and Conditions shall not:
- i. infringe copyrights or database rights, trademarks, rights of privacy, publicity or other intellectual property or other rights of any other person or entity;
- ii. contain any personal information relating to any persons under 18 unless You are either their parent or legal guardian or have obtained the signature and authority of a parent or legal guardian of any such person permitting You to submit such person’s name or other content related to such person;
- iii. contain any content that does not meet our Content Standards (see below);
- iv. contain any malicious code, such as viruses, worms, Trojan horses or other potentially harmful programs or material; or
- v. violate any applicable law, statute, ordinance, rule or regulation.
- vi. if Your Content contains any material that is not owned by or licensed to You and/or which is subject to third party rights, You are responsible for obtaining, prior to submission of Your Content, all releases, consents and/or licenses necessary to permit use and exploitation of Your Content by us in accordance with these Terms and Conditions without additional compensation.
- vii. we reserve the right to remove, without notice or explanation, any content that overtly promotes links to external sites or materials without contributing anything of substance to the King’s Volunteering community.
6. Promoting opportunities
- (a) In addition to the above regarding Your Content, if Your Content is a volunteer opportunity, then it must:
- 1. Be voluntary – an activity that anyone can do by choice without coercion or payment;
- 2. Be non discriminatory - anyone with the required skills and availability can apply to do it;
- 3. Be good – something that, in the opinion of the King’s Volunteering Team, clearly benefits the community as well as the volunteer;
- 4. Be not for profit – King’s Volunteering welcomes volunteer opportunity listings from charities, voluntary and community groups, social enterprises and public bodies;
- 5. Be a genuine opportunity that Your Organisation is actively recruiting for;
- 6. Only relate to an offer for a voluntary position within Your Organisation;
- 7. Be listed only against appropriate categorisation;
- 8. Be listed only against locations that are appropriate to where it takes place;
- 9. Be removed promptly when it becomes unavailable;
- (b) Should you receive an expression of interest as a result of a listed volunteer opportunity on the Website, You must:
- 1. Respond to each applicant in a prompt manner (within 7 days), even when the opportunity is no longer available;
- (c) Should you receive a request from a volunteer to endorse their work, You must:
- 1. Consider giving endorsements, where you have the capacity, to recognise someone has volunteered for You or Your Organisation
- 2. Only endorse work that is genuine and has been completed by the volunteer for You or Your Organisation to the best of your knowledge;
- (d) In addition to the above regarding Your Content, if Your Content is an employment opportunity, then it must:
- 1. Be for a valid offer of employment;
- 2. Be non discriminatory - anyone with the required skills and availability can apply to do it;
- 3. Be compensated in line with the employment law in the country and jurisdiction in which it is being offered;
- 4. Be listed only against appropriate categorisation;
- 5. Be removed promptly when it becomes unavailable;
7. Information On The Website
- (a) Views and opinions expressed in the Materials and content submitted by Registered Users are those of the individual submitting the material, not those of OpenCampus UK Ltd, King’s College London or the King’s Volunteering Team and we accept no responsibility for the content of such posts.
- (b) If You find any content on the Website to be in any way offensive, obscene, defamatory, racist, harmful, inaccurate, unlawful, illegal or deceptive in any way, please or contact us at firstname.lastname@example.org
- (c) On receipt of Your complaint we may remove or block access to the content complained of and will investigate whether the content breaches our Content Standards (described in the section below).
- Content Standards
- 1. Your Content must:
- be accurate where it states facts;
- contain genuinely held views where it states opinions; clearly disclose any trade or professional relationship between You and the goods or services which are the subject of Your Content; and
- comply with applicable laws in any country in which it is posted.
- 2. Your Content must not:
- i. contain any material which is defamatory of any other person;
- ii. contain any material which is obscene or offensive in the opinion of the King’s Volunteering Team or OpenCampus UK Ltd;
- iii. promote discrimination based on race, sex, religion, nationality, disability, sexual orientation or age;
- iv. promote religious or political beliefs;
- v. infringe any copyright, database right or trade mark of any other person;
- vi. contain misleading or deceptive statements or omissions or misrepresent Your identity or affiliation with any person;
- vii. falsely represent that You are a consumer;
- viii. contain any unsolicited or unauthorised advertising, promotional materials, junk mail, spam, chain letters, pyramid schemes or other forms of solicitation or advertisement commercial or otherwise, including but not limited to the promotion of religious beliefs in an unsolicited manner;
- ix. be made in breach of any legal duty owed to a third party such as a contractual duty or a duty of confidence;
- x. be likely to harass, upset, embarrass, alarm or annoy any other person;
- xi. be likely to disrupt our service in any way;
- xii. duplicate content that you have previously posted on your profile and which is still available for public consumption - for example repeating previously posted volunteering opportunities is not allowable and such posts will be removed without warning;
- xiii. advocate, promote or assist any unlawful act such as (by way of example only) copyright infringement or computer misuse.
8. Copyright and monitoring
- (a) The content of the Website is owned by OpenCampus UK Ltd, except where otherwise stated.
- (b) Intellectual Property
- 1. Unless otherwise authorised by us You may access, view and print out one copy of this Website and all Materials on a single device strictly in accordance with these Terms and Conditions.
- 2. You may only view, print out and use the Website and the Materials for Your own personal, non-commercial use. We expressly reserve all intellectual property rights in and to the Website and the Materials and Your use of the Website and Materials is subject to the following restrictions. You must not:
- i. remove any copyright or other proprietary notices contained in the Materials;
- ii. use any Materials from the Website in any manner that may infringe any of our copyright, intellectual property right or proprietary right or of any third parties; or
- iii. reproduce, modify, display, perform, publish, distribute, disseminate, broadcast, communicate to the public or circulate to any third party or exploit this Website and/or the Materials in any way including for any commercial purpose, without our prior written consent.
- iv. if found otherwise, we reserve the right to hold you liable for violating our terms
9. Linked sites and Providers
- (a) When you access any other website through the Website you understand that it is independent from the King’s Volunteering service and that we have no control over that website, or the services offered through it.
- (b) Where content on the Website is supplied by others we do not control or endorse such content in any way. This refers in particular to images, videos and links that you have uploaded to your organisational profile.
- (c) Third Party Sites And Content
- 1. Our Website and/or the Materials may contain links to third party websites. If You decide to visit any third party site, You do so at Your own risk. We are not responsible for the content, accuracy or opinions expressed in such websites. Links do not imply that we are, or our Website is, affiliated to or associated with such sites.
- 2. Your browsing and interaction on another website, including websites which have a link to our Website, is subject to that website's own rules and policies. Please read those rules and policies before proceeding.
- 3. Our communications with You may contain information sourced from third party websites. Material from a third party site will be clearly marked and a link to the source website will be provided. We accept no responsibility or liability for any material supplied by or contained on any third party website which is linked from our communications with You, or any use of personal data by such a third party.
- 4. The inclusion of any link in our communications with You does not imply endorsement by us of the linked site. If You decide to access linked third party websites, You do so at Your own risk.
- (a) In circumstances where you suffer loss or damage arising out of or in connection with the use of the Website, we accept no liability.
- (b) OpenCampus UK Ltd shall not be liable for any loss or damage caused or alleged to be caused by your use of another website or resource. Any concerns regarding any external link should be directed to email@example.com immediately.
- (c) If we are liable to you for any reason, our liability will be limited to £200. (This limit does not apply to any liability we may have for death or personal injury resulting from our negligence or fraudulent misrepresentation).
- 1. Indemnity
- i. You agree to compensate us and our respective directors, officers, employees, volunteers and applicable third parties in full from and against all third party claims, liabilities, losses and expenses (including reasonable legal fees) suffered by such persons arising out of, or related to or which may arise from Your Content and/or any breach by You of any term of these Terms and Conditions.
- 1. Our Liability
- i. To the fullest extent permissible by law, we exclude and disclaim all warranties, terms, conditions and representations that might otherwise be implied by law in relation to this Website. In particular we do not represent or warrant that the Website will be error-free, free of viruses or other harmful components, or that defects will be corrected. You must take Your own precautions in this respect.
- ii. We do not accept liability for any failure to maintain the Website and/or late or failed delivery of any Materials.
- iii. We shall not be liable, under these Terms and Conditions for any indirect, special, incidental or consequential damages or otherwise, even if advised of the possibility of such damages.
- iv. The Materials may contain inaccuracies and typographical errors. We do not warrant the accuracy or completeness of the Materials.
- v. The Materials may contain inaccurate information about jobs, volunteering events and opportunities and may include inaccurate information about organisations posting such jobs and opportunities. We do not accept any liability for such inaccuracies and we do not warrant that all such Materials are either genuine and we do not warrant the accuracy or completeness of such Materials.
- vi. We shall not be liable for any loss caused as a result of Your actions or inactions based on the Materials available on this Website. However, nothing in these Terms and Conditions shall affect Your statutory rights, and nothing in these Terms and Conditions shall exclude our liability for:
- 1. death or personal injury arising through negligence;
- 2. fraudulent misrepresentation; and/or
- 3. anything else that cannot be excluded or limited by us under English law.
- (a) We may assign, transfer, replace OpenCampus UK Ltd or subcontract any or all of our rights and obligations under these Terms and Conditions at any time.
- (b) If any term of these Terms and Conditions is illegal, invalid or unenforceable for any reason, the remaining terms shall continue to be valid.
- (c) These Terms and Conditions and your use of the Website are governed by English law and you are subject to the non-exclusive jurisdiction of the English courts.
- (d) Except in respect of a payment obligation to OpenCampus UK Ltd
- (e) Failure or delay by either party to enforce an obligation or exercise a right under these Terms and Conditions shall not be a waiver of that obligation or right.
- (f) Except where the Provider you work for/with is provided with rights under these Terms and Conditions, these Terms and Conditions do not confer any rights on any person or party (other than you and/or us) pursuant to the Contracts (Rights of Third Parties) Act 1999.
All contact or notices to be given in relation to these Terms and Conditions or your use of the Website shall be given:
- (a) to the King’s Volunteering Team via email to firstname.lastname@example.org or
- (b) to you, via these Terms and Conditions or at the email address you provide when creating your Profile (or later update).
- (c) Notice will be deemed received when an email is received and acknowledged by us in full.
13. Privacy And Your Personal Data
The website is intended solely for users who are sixteen (16) years of age or older. To use or register for the website you must either be 18 years old or over 16 but under 18 years old and possess parental or legal guardian consent.
If we discover or have any reason to suspect that you are under 18 years of age or that you do not have parental or legal guardian consent, then we reserve the right to suspend or terminate your account immediately and without notice. Any registration by, use of or access to the Website by anyone under 16 is a violation of these Terms Conditions.
By using the website, you affirm and warrant that you are either 18 or older, or else are 16 or older and have parental or legal guardian consent, and that you agree to and to abide by all of the terms and conditions of this Agreement.
15. What are your rights?
By law, you have certain rights over your personal information:
- To receive a copy of your information
- To ask us to correct any errors
- To delete it once we no longer need it
- To ask us to stop using your information in a certain way
- To ask for certain information in a portable, electronic format
- To object to certain uses of your information (for example, marketing and automatic profiling or decision making)
- To make a request for any of the above, please see our Data Subject Rights page.
16. How can you contact us or make a complaint to the regulator?
To contact us about our privacy notice or information we hold about you, please write to the university’s Data Protection Officer, Albert Chan:
by email – email@example.com
or by post – Information Compliance team, King’s College London, Room 5.20
JCMB, 57 Waterloo Road, London SE1 8WA
If you don’t feel we have dealt with your request appropriately, you can complain to the Information Commissioner’s Office.
17. Jurisdiction and Applicable Law
The Courts of England & Wales will have exclusive jurisdiction over any claim arising from or related to a visit to this Website. English Law will apply to these Terms and Conditions.
- 1. “Connection” refers to an organisation with which you have shared your profile information
- 2. “Content” refers to any user generated content posted, attached or added to the Website including but not limited to any commentary, emails, information, screenshots, photographs, pictures, videos, text and artwork.
- 3. “Opportunity” or “Opportunities” refer to any volunteering, training or job related activities (including but not limited to projects and events) offered to users on the Website through a Provider.
- 4. “Provider(s)” refers to organisations offering activities to users through the Website.
- 6. “the King’s Volunteering Team“ refers to the individuals responsible for managing the Website as well as any administrators that they appoint to manage the Website.
- 7. “Programme” refers to the opportunities offered.
- 8. “Profile” refers to any profile you create during your use of the Website.
- 9. “System” refers to the OpenCampus technology.
- 11. “User(s)” refers to anyone using the Website.
- 12. “OpenCampus”, “OpenCampus UK Ltd", “our”, “we” or “us” refer to OpenCampus UK Ltd, the Website owner
- 13. “Website” refers to the website hosted at http://volunteering.kcl.ac.uk
Community Partnership Agreement
1. Commencement and TERM
1.1 This Agreement shall commence on the date when the Terms and Conditions of the website are accepted and shall continue:
1.1.1 unless terminated earlier in accordance with the terms of this Agreement or,
1.1.2 until either party gives to the other not less than 3 months' written notice to terminate at any time.
2. Community Partner Obligations
2.1 The Community Partner confirms that it is a registered charity, social enterprise or community interest company, in which beneficiaries of the Community Partner’s services are not charged for such services:
2.2 The Community Partner shall:
2.2.1 Provide Proposals for Volunteering Opportunities for KCL to review and, following approval, place those Volunteering Opportunities on the Platform.
2.2.2 Warrant to KCL on an ongoing basis that all Proposals are true, complete, accurate, honest, and do not include anything offensive or inappropriate.
2.2.3 Ensure that Proposals have clear and truthful descriptions of a Volunteer’s roles and responsibilities.
2.2.4 Lead a fair and inclusive recruitment process when selecting Volunteers from the pool of applicants.
2.2.5 Ensure that a Volunteer does not replace the work of paid staff.
2.2.6 Ensure that Volunteering Opportunities:
22.214.171.124 are based in the UK;
126.96.36.199 are appropriate for Volunteers to fit alongside their studies;
188.8.131.52 Ensure that any Volunteering Opportunities do not exceed volunteering time of more than 20 hours per week (or such other time period as may specified by KCL from time to time).
184.108.40.206 benefit both the Community Partner and the student.
2.2.8 The Community Partner shall, ideally, reimburse Volunteers for all out of pocket expenses (e.g. travel costs), however if the Community Partner cannot do so, this should be confirmed in the Proposal for the Volunteering Opportunity.
2.2.9 Accept full responsibility for the health and safety of Volunteers and maintain, and, promptly provide to KCL if requested, a health and safety policy that complies with all Applicable Laws.
2.2.10 Provide Volunteers with a thorough induction, covering all necessary aspects of health and safety relevant to the volunteer role (including but not limited to safe use of equipment, information about risks and how to minimise risks, and emergency procedures).
2.2.11 The Community Partner acknowledges and accepts that Volunteers may have limited availability to complete volunteering placements during exam periods and university holidays.
2.2.12 The Community Partner shall train, supervise, and be liable for the Volunteers at all times when they are engaged in a Volunteering Opportunity.
Insurance and Risk Assessments
2.3 The Community Partner shall:
2.3.1 Accept responsibility for all Volunteers which the Community Partner chooses to accept for Volunteering Opportunities, ensuring it can meet any and all liabilities through its own insurance policy.
2.3.2 Maintain in force, for the duration of the Agreement, employer’s liability insurance, public liability insurance, and all relevant property insurance, in an amount not less than £1,000,000 for claims arising from a single event or series of related events in a single calendar year, and shall, on KCL's request, produce evidence of the insurance cover.
2.3.3 Carry out a risk assessment (as appropriate) to protect late workers, lone workers, and students traveling home alone following Volunteering Opportunities, and take appropriate steps to mitigate such risks identified.
2.3.4 If the Volunteer will be working with children and young people, undertake DBS check on potential Volunteers, and have and follow an adequate safeguarding or child protection policy, and where applicable train all Volunteers on the policy.
2.3.5 Inform KCL immediately if any safeguarding or misconduct allegation is made against a Volunteer by contacting KCL Contact.
2.3.6 Not do anything that could or might in the sole opinion of KCL bring KCL or the Volunteering Program into disrepute or damage the reputation of KCL or the Volunteering Program.
2.3.7 Where a Volunteer has access needs, adapt Volunteering Opportunities, and the roles of Volunteers, in line with the access needs of Volunteers.
Policies and documentation
2.4 The Community Partner shall:
2.4.1 Complete the annual KCL Volunteering Survey, provided to the Community Partner Contact by KCL, helping the KCL Contact to improve the service to make continuous improvements to the Volunteering Program.
2.4.2 If requested by KCL, provide (at no cost to KCL) all documentation relating to the governance, charitable registration or trusteeship of the Community Partner, and all other documentation reasonably requested by KCL for the operation of the Volunteering Program.
2.4.3 Undertake and, if requested promptly provide to KCL, thorough risk assessments for all in-person and virtual volunteering activities and premises.
2.4.4 Promptly provide, if requested by KCL, all policies and other documentation detailing the steps taken by the Community Partner to support and safeguard Volunteers.
2.4.5 Comply at all times with the KCL Bullying and Harassment Policy (found at Schedule 3), treat all allegations of bullying and harassment seriously and in line with the Policy.
2.5 The Community Partner shall:
2.5.1 Appoint a Community Partner Contact who is experienced at and responsible for the supervision and support of Volunteers.
2.5.2 Appoint a key point of contact for Volunteers.
2.5.3 Demonstrate fairness and respect towards volunteering and be transparent in its approach to equality, diversity and inclusion.
2.5.4 If any issues or problem arise, inform KCL as soon as possible to determine mutually agreeable actions to be taken by both parties.
3. KCL Obligations
3.1 KCL agrees that it shall:
3.1.1 Make available the Platform.
3.1.2 Support the Community Partner to recruit volunteers.
3.1.3 Review and approve Volunteering Opportunities submitted by the Community Partner, including circulating specific Volunteering Opportunities
3.1.4 across the University, including departments, societies and student networks where appropriate.
3.1.5 Promote approved Volunteering Opportunities on the Platform.
3.1.6 Not provide any warrantee or guarantee of the suitability of any applicants to a Volunteering Opportunity.
3.1.7 KCL shall have no liability for the Volunteers, their actions or inactions, whist engaged in a Volunteering Opportunity.
3.2 KCL agrees it shall:
3.2.1 Notify the Community Partner Contact when Volunteering Opportunities have been approved by KCL.
3.2.2 Provide the Community Partner with support if the Community Partner has any problems or questions about the Volunteers.
3.2.3 Mediate in any disputes that may arise between the Community Partner and a Volunteer, if requested and at its sole discretion.
3.2.4 Invite the Community Partner Contact to key events taking place throughout the year organised by KCL to support engagement with the KCL student and staff community.
3.2.5 Keep the Community Partner Contact up to date with news and events relevant to the Volunteering Program.
3.2.6 Respond within a reasonable time to enquiries sent to the KCL Contact by the Community Partner.
3.2.7 Keep the Community Partner Contact informed about any changes that may impact the Volunteering Program.
3.2.8 Be transparent about the KCL approach to equality, diversity and inclusion, and how this is put into practice at KCL.
3.2.9 If any issues or problem arise, inform the Community Partner as soon as possible to determine mutually agreeable actions to be taken by both parties.
4. Volunteering program
4.1 The Community Partner may provide Volunteering Opportunities to KCL to be uploaded to the Platform, however for the avoidance of doubt there shall be no minimum number of Volunteering Opportunities to be provided.
4.2 When undertaking a Volunteering Opportunity, the parties agree that the Volunteers:
4.2.1 are providing their assistance to the Community Partner on a solely voluntary basis and shall not obtain any work or employment status by virtue of undertaking a Volunteering Opportunity;
4.2.2 shall not be paid by either party for providing their assistance to the Community Partner;
4.2.3 may leave the Volunteering Opportunity at any time; and
4.2.4 are under the sole supervision and direction of the Community Partner.
5.1 Each party shall:
5.1.1 not be entitled to charge the other party for the provision of anything it provides in connection with this Agreement; and
5.1.2 be otherwise responsible for its own costs incurred in connection with this Agreement.
Each party agrees that it will keep confidential and not disclose, whether directly or indirectly, any confidential information belonging to the other. In this clause, ‘confidential information’ means all information of a confidential nature (in any form) which is imparted or disclosed to, or otherwise obtained by a party (whether directly or indirectly) including the other party’s know-how, trade secrets, financial, commercial, technical, tactical, strategic, marketing or Community Partner information, employee information, any information agreed to be or marked as confidential, any other information a party knows, or could be reasonably expected to know, is confidential and any other such information related to or concerning a party’s business.
7. Freedom of Information
The Community Partner acknowledges that KCL is subject to the requirements of the FOIA and/or the Environmental Information Regulations or other equivalent legislation, and the Community Partner shall assist and co-operate with KCL to enable KCL to comply with disclosure requirements imposed on them by the FOIA and/or the Environmental Information Regulations or other equivalent legislation as the case may be.
8. Data Protection
The Parties shall comply with their data protection obligations as set out in Schedule 1.
9.1 Each party shall in relation to this Agreement comply with all applicable laws, statutes, regulations, including (but not limited to) the Bribery Act 2010, the Criminal Finances Act 2017, and the Modern Slavery Act 2015.
9.2 The Community Partner shall comply with all KCL policies as provided to them from time to time.
9.3 The Community Partner shall perform its obligations under this Agreement in accordance with:
9.3.1 all Applicable Laws relating to equality and diversity (whether in relation to race, sex, gender reassignment, age, disability, sexual orientation, religion or belief, pregnancy, maternity or otherwise); and
9.3.2 take all necessary steps, and inform KCL of the steps taken, to prevent unlawful discrimination designated as such by any court or tribunal, or the Equality and Human Rights Commission or (any successor organisation).
Breach of this clause shall be deemed a material breach under clause 12.1.1.
10.1 KCL hereby grants to the Community Partner a non-exclusive, royalty free, revocable, non-transferable and non-sub-licensable permission to use KCL Trade Marks to perform its obligations during the term of and in accordance with this Agreement; and
10.2 The Community Partner hereby grants to KCL a non-exclusive, royalty free, revocable, non-transferable and non-sub-licensable permission to use the Community Partner Trade Marks to perform its obligations during the term of and in accordance with this Agreement.
10.3 Each party agrees that the other Party owns all the Intellectual Property Rights in their respective Trade Marks and any goodwill created by its use of them shall vest in the other Party. Nothing in this Agreement will have the effect of vesting ownership of the Trade Marks or any goodwill therein in any other person. Each Party agrees to execute such documents and do such other things as the other Party may request from time to time, including after termination of this Agreement, to confirm any such rights to the other Party.
10.4 Each Party agrees to indemnify the other Party, keep it indemnified and hold it harmless from and against any and all liability suffered or incurred by the other Party arising out of or in connection with any breach by that Party of its obligations under this clause.
11. Limitation and exclusion of liability
11.1 References to liability in this clause include every kind of liability arising under or in connection with this Agreement including but not limited to liability in contract, tort (including negligence), misrepresentation, restitution or otherwise.
11.2 Neither party may benefit from the limitations and exclusions set out in this clause in respect of any liability arising from its deliberate default.
11.3 Nothing in this Agreement limits any liability that cannot legally be limited, including liability for:
11.3.1 death or personal injury caused by negligence;
11.3.2 fraud or fraudulent misrepresentation; and
11.3.3 breach of the terms implied by section 12 of the Sale of Goods Act 1979 or section 2 of the Supply of Goods and Services Act 1982 (title or quiet possession).
Subject to clause 11.2 and clause 11.3, a party's total liability to the other party under or in connection with this Agreement shall not exceed £50,000.
12. Termination of Agreement
12.1 Without affecting any other right or remedy available to it, either party may terminate this Agreement with immediate effect by giving written notice to the other party if:
12.1.1 the other party commits a material breach of any term of this Agreement which breach is irremediable or (if such breach is remediable) fails to remedy that breach within a period of 7 days after being notified in writing to do so;
12.1.2 an order is made or a resolution is passed for the dissolution or winding-up of the other Party or an order is made for the appointment of an administrator to manage the affairs, business and property of the other Party;
12.1.3 the other Party suspends or ceases, or threatens to suspend or cease, carrying on all or a substantial part of its business.
12.2 KCL may terminate this Agreement with immediate effect if:
12.2.1 the Community Partner is no longer a registered charity, social enterprise or community interest company;
12.2.2 persistent, valid complaints continue to be made to KCL about the quality of the Volunteering Opportunities and experiences gives to Volunteers provided by the Community Partner, and KCL, having received notice of such complaints, fails to improve such service to the reasonable satisfaction of KCL; or
12.2.3 the Community Partner has become involved in any situation or activity which tends in the reasonable opinion of KCL could have or has a negative effect on the reputation of KCL or any aspect of its business;
13.1 Neither Party shall without the prior written consent of the other Party transfer, assign, charge, novate, subcontract or otherwise dispose of all its rights and/or obligations under this Agreement.
13.2 Neither party shall be in breach of the Contract nor liable for delay in performing, or failure to perform, any of its obligations under the Contract if such delay or failure result from events, circumstances or causes beyond its reasonable control.
13.3 This Agreement constitutes the entire agreement between the parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter.
13.4 No variation of this Agreement shall be effective unless it is in writing and signed by the parties (or their authorised representatives).
13.5 Any notice or other communication given to a Party under or in connection with this Agreement shall be in writing and shall be sent by email, for KCL, to the Volunteering Partnerships Manager at firstname.lastname@example.org, and for the Community Partner, to advise in writing to the KCL contact upon acceptance of these terms who their contact is. This clause does not apply to the service of any proceedings or any documents in any legal action or, where applicable, any arbitration or other method of dispute resolution.
13.6 Nothing in this Agreement is intended to, or shall be deemed to, establish any partnership between any of the parties, constitute any party the agent of another party, or authorise any party to make or enter into any commitments for or on behalf of any other party.
13.7 This Agreement does not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this Agreement.
13.8 This Agreement and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales.
13.9 Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Agreement or its subject matter or formation (including non-contractual disputes or claims).
Schedule 1 - DATA PROTECTION OBLIGATIONS
- The following definitions shall apply:
a) “Data Protection Laws” means the GDPR, the Data Protection Act 2018, the Privacy and Electronic Communications (EC Directive) Regulations 2003, any other applicable law relating to the Processing, privacy and/or use of Personal Data, any laws which implement or supplement any such laws and any laws that replace, extend, re-enact, consolidate or amend any of the foregoing and “Controller”, “Data Subject”, “Personal Data”, “Personal Data Breach”, “Process” (and its derivatives) shall have the meaning given to those terms in the GDPR;
b) “Data Subject Request” means a request made by a Data Subject to exercise any right(s) of Data Subjects under Chapter III of the GDPR in relation to any of the Personal Data or concerning the Processing of such data;
c) “GDPR” means the General Data Protection Regulation, Regulation (EU) 2016/679, as it forms part of domestic law in the United Kingdom by virtue of section 3 of the European Union (Withdrawal) Act 2018 (including as further amended or modified by the laws of the United Kingdom or of a part of the United Kingdom from time to time);
d) “Relevant Personal Data” means Personal Data received from or on behalf of the one party, or otherwise made available to the other party in connection with this Agreement.
- The parties acknowledge that the factual arrangements between them dictate the role of each party in respect of the Data Protection Laws. Notwithstanding the foregoing, the parties anticipate that each party may act as an independent Controller in respect of the Relevant Personal Data.
- Each party shall comply with, and not cause the other to breach, the Data Protection Laws in connection with the performance of its obligations under this Agreement. This Schedule 1 is in addition to, and does not relieve, remove or replace, a party’s obligations or rights under the Data Protection Laws.
- Each party warrants and represents to the other that it has a lawful basis and has done all such things as are required under the Data Protection Laws, for the transfer of the Relevant Personal Data to the other party for the purposes of the other party Processing it as contemplated by this Agreement.
- The parties shall not transfer Relevant Personal Data to any country or territory outside the United Kingdom other than where such transfer is in compliance with the Data Protection Laws.
- Each party shall implement and maintain appropriate measures in connection with the Relevant Personal Data as required by Data Protection Laws to protect the Relevant Personal Data in its possession or control against accidental, unauthorised or unlawful destruction, loss, alteration, disclosure or access, taking into account: (i) the nature of the Relevant Personal Data to be protected; (ii) the harm that might result from any failure to so protect the Relevant Personal Data; (iii) the state of technological development; and (iv) the cost of implementing any measures.
- Each party shall notify the other without undue delay in the event of any actual or suspected Personal Data Breach affecting the Relevant Personal Data and will provide a written description of the Personal Data Breach particulars. The parties shall cooperate to address the Personal Data Breach in accordance with the Data Protection Laws.
- Each party shall notify the other without undue delay in the event of a dispute, complaint, or claim brought by a data subject or regulator concerning the Relevant Personal Data against either or both parties (a “Claim”) and provide reasonable assistance to the other in respect of such Claim.
- Each party shall notify the other party without undue delay following its receipt of any Data Subject Request which relates to the Relevant Personal Data under this Agreement and respond to such Data Subject Request promptly and within the Data Protection Laws timeframes.
- Each party shall notify the other promptly following its receipt of any regulator correspondence which relates to any of the Relevant Personal Data and will cooperate with the other party in relation to any such regulator correspondence.
- In the event that a third party Processes any Relevant Personal Data on behalf of the Community Partner, the Community Partner shall be responsible for the acts or omissions of such third party in relation to such Processing as though they were the Community Partner’s acts or omissions.
- Notwithstanding, and without prejudice to the generality of this Agreement, the provisions of this Schedule 1 shall survive termination or expiry of this Agreement for so long as a party is processing Relevant Personal Data.