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
- subscribe to our newsletter via our website sign up links or at one of our events
- follow us on social media
- register for a repair café or attend on the day
- sign up as a volunteer
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.
In line with the principles of UK Data Protection legislation, we only keep data as long as necessary to fulfil the purposes for which it was originally collected (and any legal requiements such as financial reporting and employment law) and we minimise the data we collect.
Categories of data / user types
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/.
Card/contactless payment
We use two platforms for taking electronic payments. Stripe is integrated with MyTurn (privacy policy here) and we use Square for in-person contactless or card payments (privacy policy here).
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 volunteers and staff can see and edit the information stored in Google Workspace. Only managers and Trustees have access to personal data.
We also manage our volunteer data such as contact details, logging volunteer hours etc using Monday.com. Access to this platform is restricted tightly to only include those staff members and volunteers with responsibility for managing volunteers. Monday.com have a “trust centre” which explains in more detail how they manage our 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 maintain your data in MailChimp as long as you are an active subscriber. If you unsubscribe, we will fully remove your data within one year. You can also request to be removed at any time by emailing hello@shareoxford.org.
Your account with MyTurn as a Library User, including any links to Stripe or Square finance systems, will remain active and usable for up to six years after your last transaction unless you request it to be deleted (which will also remove all your personal data, apart from any which we are required to keep for financial reporting) by emailing hello@shareoxford.org.
We will hold your personal data as a volunteer or staff member in Google Workspace or Monday.com for six years after your last contact with us, allowing for any potential requests from the authorities relating to health & safety, finance or safeguarding. If you wish your data to be deleted earlier, please email hello@shareoxford.org.
We will hold your personal data in our Eventbrite ticketing platform for up to six years unless you request for it to be removed by emailing hello@shareoxford.org.
Cookies
If you visit our website, our platform providers 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. Each provider’s privacy policy gives more detail on their use of cookies and retention periods.
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. For any such enquiries, please contact hello@shareoxford.org.
Enforcement
If you have any concerns about how we use information you provide, please contact us on hello@shareoxford.org in the first instance. If you are not satisfied with our response, you can reach the Chair of Trustees on chair@shareoxford.org. 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 complies with the UK General Data Protection Regulation (UK GDPR), tailored by the Data Protection Act 2018. 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 23rd September 2024, approved by Ben Tuppen and Allan Smith