Privacy Policy and Data Protection

SHARE Oxford is a community action group under the CAG Network 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 request to become a member of our community, a borrower from our community, or a follower of our community via our website, email, newsletter sign up links, online catalogue or at one of our events. We collect data such data in order to conduct our day-to-day activities, and in order to inform you with your consent 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

Followers

A company called MailChimp provides the sign-up forms we use to invite you to subscribe to our mailing list when you become a follower. MailChimp also stores the personal information you provide, which allows us to create and use distribution lists and send email campaigns.  MailChimp’s privacy policy can be found on their website at https://mailchimp.com/legal/privacy/. MailChimp also collects certain information automatically when we send you emails. This includes your IP address, browser, approximate location, and activity in response to our emails (such as opening the message or clicking on links). The automatic information collected by MailChimp helps us to understand the extent to which our emails are useful to you, and we may occasionally send special mailings that make use of this kind of information. For example, a reminder invitation may be sent to people who did not open a meeting invitation. 

Borrowers

A company called MyTurn provides the online library of things catalogue 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 to become a borrower, which allows us to maintain a record of borrowers, and contact you if needed. Once you provide proof of address and telephone number, you become a certified borrower, and at this point we will also hold records on your current address of residence. This is in order to verify that you live in the area covered by our activities and to more easily liaise and meet you if needed. MyTurn’s privacy policy can be found on their website at https://myturn.com/privacy/

Community Members

Google’s G Suite product provides our cloud-based file system infrastructure and IT network. In here, we store information about our registered ‘governing’ community members – volunteers and anyone with interest in our initiative, with the right to vote. The personal information we store in this respect may vary depending on the activity, however it is generally limited to email address, name, telephone number or organisation. For more on G Suite’s privacy, see this link. Only community members with an email account @shareoxford.org can see and manipulate the information stored in G Suite, and only recognized ‘executive’ community members have access to personal data. If you are a community member, in addition to the newsletters and information about our activities you will also receive notifications of our annual general meetings and other governance-related matters that you will be entitled to participate in.

Events guests

For the purpose of efficiently organising events, SHARE Oxford may use  google forms (stored on Google Cloud) or Eventbrite as a ticket manager. When booking an event ticket via google forms or Eventbrite, personal informatin such as name,  email address or postcode is collected, however this information remains in your ownership. We use this information to communicate with you for providing you an optimal service, or to improve our services based on customer profile. We would not use this information for advertisement purposes or any other putposes 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 follower until you unsibscribe via the link at the bottom of our emails, or via libraryofthings@shareoxford.org.

We will hold your personal data in MyTurn as a borrower 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 registered community member in G-Suite 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@shareoxgord.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 11 May 2019.

Alexandra Mates

Chair

SHARE Oxford