A confidentiality agreement is different from a GDPR (General Data Protection Regulation) agreement in that it covers a broader range of information. While a GDPR agreement focuses specifically on how personal data is legally collected, stored, and used in line with data protection laws, a confidentiality agreement extends beyond this. It includes internal documents, conversations, procedures, and other non-public information that may not be covered by GDPR but still requires discretion. Both agreements are important for creating a respectful and secure environment, but they serve different purposes: GDPR ensures legal compliance around personal data, while confidentiality protects trust and professionalism in all aspects of volunteering.

Charities may ask volunteers to sign a confidentiality agreement to help protect the privacy, dignity, and trust of their beneficiaries. During their volunteering they may encounter sensitive information, such as personal details regarding beneficiaries, or fellow volunteers, or internal documents, which should not be shared outside the charity.

Signing a confidentiality agreement shows that the volunteer understands the importance of keeping this information private and agrees to handle it responsibly. It helps safeguard those the charity works with, maintain professional standards, and ensure the charity complies with wider ethical and legal responsibilities.

Volunteer Confidentiality Agreement 

Confidentiality agreement example  or Second example of a Confidentiality agreement 
All staff and volunteers dealing with personal information should be asked to sign a confidentiality agreement as soon as possible. It accompanies the confidentiality policy (see below).

Age UK

This is important for volunteers to see if they will be handling sensitive information or will have access to files containing personal details of staff, their fellow volunteers or your organisation's clients/beneficiaries; all staff and volunteers should also sign a confidentiality agreement (see above) in order to protect each others' privacy. Confidentiality policy example 

As part of a commitment to protecting the privacy and personal information of everyone volunteers, and staff, may interact with they may be asked to sign a GDPR agreement. This document ensures that all individuals understand their responsibilities under the UK General Data Protection Regulation (GDPR). By signing, volunteers, and staff, agree to handle any personal data they encounter—whether relating to volunteers, charity partners, or beneficiaries —with care, confidentiality, and in accordance with the charities policies. It is a promise to use information only when necessary for their role, to keep it secure, and to report any concerns promptly, helping the charity maintain a safe and trustworthy environment for staff, volunteers and beneficiaries. Data protection guidelines 

If a volunteering role involves working with children or vulnerable adults and requires a Disclosure and Barring Service (DBS) check, this can still be completed for asylum seekers and refugees. A DBS check can be carried out even if the individual does not have a UK passport or driving licence. Other forms of identity and immigration documentation — such as an Application Registration Card (ARC), Home Office correspondence, or an asylum support allowance letter — can be used to verify identity and right to volunteer for DBS purposes.

Organisations must follow the DBS ID checking guidelines and may need to provide additional support in guiding applicants through the process. Having clear, sensitive procedures in place ensures safeguarding standards are met while removing unnecessary barriers for those who are ready and willing to contribute.

A overview guide of DBS Checks 

GOV. UK DBS guidelines   Why, when and how to use DBS checks when recruiting volunteers.

Volunteering offers a great way for refugees and asylum seekers to contribute positively to their communities while rebuilding their lives in a new country. For charities welcoming these individuals as volunteers is not only permitted under UK Home Office guidance, but it also brings benefits to both the volunteers and the charity they support.

Asylum seekers are legally allowed to volunteer at any point during their asylum process. As long as the role fall under the remit of all volunteer role, nothing contractual and only reasonable reimbursement for expenses like travel or food — it is encouraged. Flexibility from charity’s is essential to accommodate immigration-related appointments and interviews.

Including refugees and asylum seekers in volunteering roles allows charities to access rich, diverse experiences and perspectives. Many bring valuable skills and a desire to give back to communities that have welcomed them. Volunteering can help reduce social isolation, build confidence, develop language and practical skills, and foster mutual understanding between people of different backgrounds.

At a time when charity’s face growing demand and stretched resources, including refugees and asylum seekers as part of the volunteer team benefits everyone.  Welcoming them into your team, sends a message of community values that sit at the heart of the voluntary sector.

Permission to work and volunteer for asylum seekers   This guidance tells you about handling requests for permission to work from asylum seekers, failed asylum seekers, and those who have submitted protection based further submissions. It applies to applications which fall to be considered under Part 11B, paragraphs 360 to 360E of the Immigration Rules and it explains the policy, process and procedure which must be followed when considering such applications. It also covers volunteering.

Volunteer Data Protection Agreement 

Driving guidelines  What to have in place for voluntary roles where volunteers are demanded to drive. NCVO also have additional practical advice .

Expenses guidelines   An overview of good practice in reimbursing volunteers' expenses.

Insurance guidelines  A short guide to the different types of insurance you might want to consider purchasing for your volunteers. 

International volunteers and the law  Guidelines on the laws that apply to volunteers from overseas including information about the right to work, visas and refugees.