Last updated: 01. September 2026

KASI Hockey takes the protection of your personal data seriously. This Privacy Notice explains how we collect, use, store and share personal data when you apply to become a KASI Hockey Volunteer.

It applies specifically to our volunteer application and selection process.

1. Who is responsible for your data?

The controller responsible for processing your personal data is:

Legal Name: Alster Hockey Hilft e.V.

Project name: KASI Hockey

Registered address:
Heimhuder Str. 84
20148 Hamburg
Germany

Represented by:
Nicola Beer
Email: [email protected]

KASI Hockey is the project name under which the volunteer programme currently operates.

If the legal entity responsible for the volunteer programme changes in the future, for example to a newly established company, this Privacy Notice will be updated accordingly.

2. What personal data do we collect?

When you apply to become a KASI Hockey Volunteer, we may collect the following

information:

• First and Last Name
• Email Address
• Mobile Number
• Date of Birth
• City and Country of Residence
• Preferred Volunteer Location.
• Second-Choice Volunteer Location
• Preferred Volunteer Period and Availability
• Information About Your Hockey Coaching Experience
• Driver's Licence Information Where Relevant to the Selected Programme
• Information About Other Areas in Which You Would Like to Contribute, Where Relevant to a
Particular Location
• Your CV
• Your Motivation Letter
• Your Coaching Experience Certificate
• Information You Provide During Interviews or Subsequent Communication With Us
We also create limited internal information during the selection process, such as:
• Application Status
• Interview Dates
• Internal Assessment Notes
• Internal Organisational Notes
• Decisions Relating to Your Application

Please do not include unnecessary sensitive personal information in your CV, motivation
letter or other application documents.

In particular, please avoid including information about your health, religion, political opinions,
ethnicity, sexual orientation or other sensitive personal circumstances unless it is genuinely necessary for your application.

3. Why do we process your personal data?

We process your personal data in order to:
• Receive and Review Your Volunteer Application
• Assess Whether You Meet the Requirements of the Programme
• Assess Your Hockey and Coaching Experience
• Identify Suitable Volunteer Locations and Periods • Communicate With You About Your Application
• Organise Interviews
• Make Decisions About Acceptance
• Coordinate the Selection Process With Relevant Local Programme Partners
• Prepare a Potential Volunteer Placement
• Document and Manage the Application Process
• Establish, Exercise or Defend Legal Claims Where Necessary

We do not use application data for advertising or general marketing purposes.

If you later become a KASI Hockey Volunteer and wish to join our alumni network or receive future KASI Hockey communications, this will be handled separately.

4. Legal basis for processing

We process information that is necessary to assess and prepare your potential participation in the KASI Hockey Volunteer Programme on the basis of Article 6(1)(b) GDPR, where the processing is necessary in order to take steps at your request before entering into a contract.

Certain internal administrative activities and the retention of limited information for the establishment, exercise or defence of legal claims may also be based on our legitimate interests under Article 6(1)(f) GDPR. Our legitimate interests include:

• Running an Organised and Reliable Volunteer Selection Process
• Protecting KASI Hockey and Participating Organisations Against Potential Legal Claims
• Ensuring Appropriate Documentation and Accountability

Where a separate consent is legally required for a particular processing activity, we will ask for that consent separately.

5. Who within KASI Hockey can access your application?

Access to the complete application database is restricted to authorised members of the KASI Hockey core team who are involved in volunteer recruitment and programme management.

Currently this includes the people responsible for:
• Reviewing Applications
• Conducting Interviews
• Making Acceptance Decisions
• Coordinating Volunteer Placements

Access is provided on a need-to-know basis. Internal interview assessments and internal KASI Hockey notes are not routinely shared with local programme partners

6. Sharing data with local programme partners

KASI Hockey works with independent partner organisations in the countries where our volunteer programmes operate.

Depending on your selected location and the stage of your application, relevant personal data may need to be shared with these partners.

We only share information that is necessary for the respective recruitment, selection or programme coordination purpose

Cape Town, South Africa

Our local programme cooperation includes the Western Province Hockey Union and local programme coordinators.

After acceptance, relevant organisational information may be shared, including for example:
• Your Name
• Email Address
• Mobile Number
• Volunteer Period
• Arrival and Departure Information
• Flight Details Where Necessary

Your complete application documents are not routinely shared with the Cape Town partner.

Moshi, Tanzania

We cooperate with local hockey partners, including the Tanzania Hockey Association, Moshi Christian Children Center and local programme contacts.

After acceptance, relevant organisational information may be shared, including for example:
• Your Name
• Email Address
• Mobile Number
• Volunteer Period
• Arrival and Departure Information
• Flight Details Where

Necessary Your complete application documents are not routinely shared with the local Moshi partner.

Santiago, Chile

KASI Hockey cooperates with Club Manquehue in Santiago.

KASI Hockey carries out an initial screening and interview. Suitable applicants may then participate in a further selection conversation with Club Manquehue.

For this purpose, the personal data provided by you as part of your application may be shared with Club Manquehue, including:
• Contact Details
• Date of Birth
• Residence Information
• Location and Availability Information
• Coaching Information
• CV
• Motivation Letter
• Coaching Experience Certificate

Internal KASI Hockey assessment notes are not shared unless there is a specific and legitimate reason to do so.

Chimfunshi, Zambia

KASI Hockey works with Chimfunshi Wildlife Orphanage.

KASI Hockey carries out an initial screening and interview before information is shared with Chimfunshi.

For the further selection and placement process, relevant application information may be shared with Chimfunshi. This may currently include:
• Your Name
• Email Address
• Volunteer Period
• Your CV

Further application documents may also be shared where necessary for Chimfunshi's selection process. If the scope of regular data sharing is expanded, this Privacy Notice will be updated accordingly.

7. International data transfers

Our programme partners in South Africa, Tanzania, Zambia and Chile are located outside the European Economic Area.

At the time of this Privacy Notice, these countries are not covered by a general European Commission adequacy decision.

Where personal data is transferred to programme partners in such countries, KASI Hockey must therefore comply with the requirements of Chapter V of the GDPR.

Where required, transfers will be protected through appropriate safeguards under Article 46 GDPR, in particular the European Commission's Standard Contractual Clauses, together with any additional safeguards considered necessary.

We do not intend to rely on Article 49 GDPR derogations as the standard mechanism for regular transfers to established programme partners.

You may contact us if you would like further information about the safeguards used for a particular transfer.

8. Special health requirements for Chimfunshi

Applicants to the Chimfunshi programme are informed during the application process that additional health requirements apply because the programme takes place at a wildlife sanctuary.Health documents are not collected as part of the initial KASI Hockey application.

• Once a placement is confirmed, Chimfunshi volunteers may be required to provide:
• A Medical Health Certificate
• Information About Relevant Allergies, Ongoing Treatment or Medical Conditions
• An HIV Test
• A Tuberculosis Test
• Vaccination Records, Including Hepatitis B, DTP and MMR

Health information is considered a special category of personal data under the GDPR and requires additional protection.

Where KASI Hockey is involved in collecting or transmitting such information, applicants will receive separate information about the relevant processing before the data is collected.

9. Safeguarding and police clearance

All accepted KASI Hockey Volunteers must complete KASI Hockey's safeguarding requirements before beginning their placement.

This may include:

• Completing Safeguarding Training
• Acknowledging or Signing the KASI Hockey Youth and Safeguarding Policy and Code of Conduct
• Providing a Police Clearance or Criminal Record Certificate Where Required for the Respective Programme

These documents are generally requested only after acceptance and are not part of the initial application.

Additional information about the processing and retention of such documents will be provided where required.

10. Use of Google Workspace and automated workflows

KASI Hockey uses Google Workspace to manage the volunteer application and selection process.

This may include services such as:

• Google Forms
• Google Drive
• Google Sheets
• Gmail
• Google Apps Script
• Other Google Workspace Services Used to Automate Administrative Workflows

These services may be used to:

• Collect and Store Applications
• Store Uploaded Application Documents
• Manage Application Statuses
• Send Automated Confirmation Emails
• Send Interview Invitations and Reminders
• Request Missing Information or Documents
• Send Safeguarding or Pre-Departure Reminders
• Coordinate Organisational Information Within the KASI Hockey Team

Where Google acts as a processor, personal data is processed on our behalf under the applicable Google Workspace data processing terms.

KASI Hockey remains responsible for deciding why and how applicant data is processed. Automated workflows may trigger administrative actions or communications based on information stored in our application system.

These workflows are used to support administrative processes and do not currently make final decisions about whether an applicant is accepted or rejected.

11. Artificial intelligence and automated assistance

KASI Hockey does not currently use artificial intelligence to make decisions about whether applicants are accepted or rejected.

We may in the future use secure artificial intelligence or automated assistance tools to support administrative parts of the application process, for example to:

• Organise or Structure Application Information
• Summarise Application Documents
• Support Internal Preparation for Interviews
• Assist With Administrative Communication
• Identify Missing Information
• Support Workflow Management

Any such tools will only be used where KASI Hockey has assessed them as appropriate for processing personal data and where suitable contractual, technical and organisational safeguards are in place.

Applicant data will not knowingly be entered into publicly accessible artificial intelligence services for unrestricted use. Applicant data may only be processed using artificial intelligence tools that have been explicitly approved by KASI Hockey for the processing of personal data.

Artificial intelligence will not be used as the sole basis for decisions that significantly affect applicants, such as the final decision whether to accept or reject an application. Where the use of artificial intelligence materially changes how personal data is processed, this Privacy Notice will be updated accordingly.

12. How long do we keep application data?

We follow the GDPR principle of storage limitation and do not intend to keep personal data for longer than necessary for the purpose for which it was collected.

Unsuccessful or withdrawn applications

If your application is unsuccessful or you withdraw it, your application data will generally be retained for no longer than six months after the application process has ended.

This period allows us to respond to potential legal claims relating to the application process. After this period, application documents and personal application data will be deleted unless:

• We Are Legally Required to Retain Specific Information for Longer
• Specific Information Is Still Required for the Establishment, Exercise or Defence of an Existing Legal Claim

If you request deletion before this period has expired, we will assess whether any remaining legal reason requires continued storage. Where no such reason exists, the data will be deleted earlier.

Successful applicants and volunteers

If you are accepted and become a KASI Hockey Volunteer, relevant information from your application may become part of the documentation required to organise and administer your volunteer placement.

We retain such information only for as long as it remains necessary for:

• Programme Administration
• Contractual Purposes
• Safeguarding and Accountability
• Legal Obligations
• The Establishment, Exercise or Defence of Legal Claims

Application documents that are no longer required for these purposes will be deleted.

Certain contractual, financial or organisational records may need to be retained for longer periods where German law imposes statutory retention obligations. Alumni data Completion of a KASI Hockey placement does not automatically mean that your full application file will be retained indefinitely.

If KASI Hockey offers you the opportunity to join an alumni network or receive future communications, any additional long-term use of your contact information for this purpose will be handled separately and, where required, on the basis of your consent.

13. Is providing your data mandatory?

You are not legally required to apply to KASI Hockey.

However, certain information is necessary for us to assess and process your application.

If you do not provide information or documents marked as required, we may not be able to consider your application.

For example, all applicants are currently required to provide:

• A CV in English
• A Motivation Letter in English
• A Coaching Experience Certificate in English

Applicants must also provide the information necessary to confirm their availability and eligibility for their selected programme.

14. Your data protection rights

Subject to the conditions of the GDPR, you have the right to:

• Request Access to Your Personal Data
• Request Correction of Inaccurate Data
• Request Deletion of Your Personal Data
• Request Restriction of Processing
• Object to Processing Based on Legitimate Interests
• Request Data Portability Where Applicable
• Withdraw Any Consent You Have Separately Given, With Effect for the Future

A withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

To exercise your rights, please contact:

[email protected]

We may need to verify your identity before responding to a request.

15. Right to lodge a complaint

You also have the right to lodge a complaint with a competent data protection supervisory authority.

The supervisory authority responsible for our organisation is currently:

The Hamburg Commissioner for Data Protection and Freedom of Information
Ludwig-Erhard-Str. 22
20459 Hamburg
Germany

Email: [email protected]

You may also have the right to contact another competent supervisory authority, particularly in the EU country where you normally live or work.

16. Changes to this Privacy Notice

We may update this Privacy Notice if:

• Our Volunteer Programme Changes
• New Locations or Programme Partners Are Added
• The Categories of Data We Collect Change
• Our Data-Sharing Arrangements Change
• Our Use of Google Workspace or Automation Changes
• Our Use of Artificial Intelligence Changes
• The Legal Entity Operating KASI Hockey Changes
• Legal or Regulatory Requirements Change

The version applicable at the time of your application will be made available to you.