How Steward handles your personal data

Steward is the system Medeltidsveckan på Gotland and the organisations it works with use to recruit, schedule and stay in touch with volunteers. This page explains what is stored about you, why, who sees it, how long it is kept and what you can do about it.

Who is responsible

The organisation running the event you apply to is responsible for your personal data in Steward. Questions and requests about your data go to the coordinators of that event, whose contact address is shown on the event page.

What we store, and why

Your profile. Name, email address, phone number, date of birth, gender, nationality, languages, driving licence, first aid training, earlier volunteer experience and other skills. We need this to judge where you fit, to contact you and to meet age requirements.

Allergies, special needs and your emergency contact. You choose whether to fill these in. They can reveal information about your health, so we use them only to keep you safe during the event, and we rely on your consent, which you give by entering them and can withdraw by removing them from your profile.

Your applications and schedule. Which events you applied to, the days and teams you asked for, whether you were accepted, the team and shifts you were given, and whether you checked in and attended each shift. We need this to plan and run the event.

Email. We email you about your application and your shifts. Coordinators can also send messages to a whole team or event; every such message has an unsubscribe link.

What coordinators record about you

Coordinators keep three kinds of internal record. They are not shown on your own pages, but they are your personal data and you can get a copy at any time with "Download my data" below.

• Reliability. Steward records automatically when a volunteer withdraws from a confirmed place shortly before or after an event starts, does not show up for a shift, or leaves a shift early. These are added up into a simple indication that coordinators see. No decision about you is made by the system alone; a coordinator always decides.
• Notes. Coordinators can write notes about an applicant for one event. Notes are not carried over to other events.
• Flags. A coordinator can flag a volunteer, with a reason, as someone the organisation does not want to work with again. A flag is only visible within the organisation that raised it and lapses on its own after 24 months unless it is renewed.

We keep these records because an organisation that depends on volunteers has a legitimate interest in knowing who it can rely on and in a safe working environment for everyone. Coordinators are instructed to describe conduct in the volunteer role only, and not to record health or other sensitive information, or crimes and suspected crimes. You have the right to object to these records; see "Your rights".

Who sees your data

• The coordinators and administrators of the events you apply to see your profile, your application and the internal records above.
• Other volunteers on your team and your shifts see your name, and nothing else.
• Medeltidsveckan's own systems can receive the list of applicants and the team each was assigned to.
• Our technical suppliers process data on our behalf: hosting, email delivery and error monitoring. When an error occurs, the email address of the person who was logged in is recorded with it so the fault can be investigated.

We do not sell your data and do not use it for advertising. Visitor statistics are collected without cookies and without identifying you.

How long we keep it

• Your profile, applications, schedule, coordinator notes and reliability records are kept until you delete your account.
• A flag is deleted 24 months after it was raised or last renewed.
• When you delete your account, everything above is deleted with it, including what coordinators recorded about you.

Your rights

• A copy. Download everything Steward holds about you, including the internal records, with the button below or from your profile.
• Correction. Change your profile yourself at any time. If you believe a note, a flag or a reliability record is wrong, contact us and we will review it.
• Objection. You can object to the internal records. We will then stop keeping them unless we have compelling reasons that outweigh your interests, and we will tell you which.
• Deletion. Delete your account from your profile page. It takes effect immediately.
• Complaint. If you are not satisfied with how we handle your data, you can complain to the Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten, IMY), imy.se.

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