SHARE Oxford CIO is a registered charity (number 1201082), with its office and operational base at Makespace Oxford, 1 Aristotle Lane, Oxford, OX2 6TP.
Why we collect data
We collect information about you when you register an account for our Library of Things or subscribe via our website, social or newsletter sign up links or at one of our events. We collect such data in order to conduct our day-to-day activities, and in order to inform you of our activities and services. We only collect and keep your information with your consent, we keep it securely, and we will never sell or share your personal information with other organisations without your explicit consent.
Categories of individuals
Newsletter Subscriber
MailChimp manages our email newsletters and contact database. MailChimp stores the personal information you provide and their privacy policy can be found on their website at https://mailchimp.com/legal/privacy/, including details of information they collect for analytics purposes.
Library of Things User
MyTurn provides the online library of things system that you can use to browse our inventory, reserve items and process transactions. MyTurn also stores the personal information you provide when you create an account, necessary for us to manage the service. This includes your address, for security purposes, and a phone number and email if we need to contact you about your hire. If you wish, you can also store your payment card details on their platform, but this is not necessary to use the service .MyTurn’s privacy policy can be found on their website at https://myturn.com/privacy/.
Volunteers and Staff
Google Workspace provides our cloud-based file storage. We store information about our staff and volunteers necessary to manage the organisation safely and effectively. The personal information we store in this respect will vary depending on your role. For more on Google Workspace’s privacy, see this link. Only authorised community members can see and manipulate the information stored in Google Workspace, and only senior managers and directors have access to personal data.
Events guests
For the purpose of efficiently organising events, SHARE Oxford may use google forms (stored on Google Workspace) or Eventbrite as a ticket manager. When booking an event ticket via google forms or Eventbrite, personal information such as name, email address or postcode is collected. We use this information to deliver our events and do not use this information for advertisement purposes or any other purposes mentioned in this privacy policy without your consent. Google Cloud’s policy can be found at this webpage, and Eventbrite’s policy can be found at this webpage.
Retention Schedules
We will hold your email in MailChimp as a subscribe until you unsubscribe via the link at the bottom of our emails, or by requesting to libraryofthings@shareoxford.org.
We will hold your personal data in MyTurn as a Library User until your account is deleted, which can be performed by an administrator if a user requests to no longer to be registered for the service. To do so, email us at libraryofthings@shareoxford.org.
We will hold your personal data as a volunteer or staff member in Google Workspace until you request to step down from the role and have your personal data deleted at libraryofthings@shareoxford.org, or after three years of inactivity.
We will hold your personal data as an event guest in Eventbrite for maximum one year, or until you request for it to be removed at libraryofthings@shareoxford.org.
Cookies
If you visit our website, we may place cookies (small text files) on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity, to help us monitor the effectiveness of our website. For further information visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.
Your rights
You have a right at any time to stop us from contacting you. You also have the right to request a copy of the information that we hold about you, and you have the right to request that we correct or change any information that you think is inaccurate.
To see any or all of your personal information, update it, correct it or delete any of it, follow the ‘update subscription preferences’ link provided at the bottom of all emails we send you, or email us at libraryofthings@shareoxford.org.
To remove yourself from our list, follow the ‘unsubscribe’ link provided at the bottom of all emails we send you, or contact us at libraryofthings@shareoxford.org.
Enforcement
If you have any concerns about how we use information you provide, please contact us on libraryofthings@shareoxford.org in the first instance. You can also contact the Information Commissioner’s Office if we do not resolve your concerns.
Please be aware that we are not responsible for the privacy policies of other sites and we would advise you to read the privacy statement of any website that collects personal information from you.
This policy should comply with the General Data Protection Regulation 2016. We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 6 March 2023.