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.

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, online catalogue or at one of our events. 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.

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/.

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. MyTurn’s privacy policy can be found on their website at https://myturn.com/privacy/.

Google’s G Suite product also provides our cloud-based file system infrastructure and IT network. In here, we store information about volunteer members of our community, and 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 volunteer members with an email account @shareoxford.org can see and manipulate the information stored in G Suite. In order for them to obtain an account with us, they are must first confirm in writing that they are also committed to GDPR regulations and that they would hold themselves responsible for any data breach that may occur as a result of their own actions.

When you request to become a member of our community, borrower, or follower of SHARE Oxford, we will ask you for personal information such as your name and email address. If you ask to become a member, we will also ask for your postal address and telephone number. 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. We will use your email to communicate with you.

The information you provide will be used to email you our newsletters and, occasionally, other information about activities or events we think you may be interested in.

If you are a member of our community, 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.

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.

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.

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.

As a small organisation we have a volunteer Data Protection Officer helping us on data security and privacy and you can contact him at dataprotection@shareoxford.org if you have any concerns about how we use information you provide. 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 28 August 2018.

Alexandra Mates

Chair

SHARE Oxford