Your privacy

Privacy

At Share Bristol, we are committed to protecting your privacy and to being transparent about how we collect and use your personal information. We process your personal information in compliance with the Data Protection Act 2018 and other relevant privacy legislation, respecting your individual rights.

The privacy information on this page will be reviewed periodically to ensure its compliance with legislation and best practice. If such changes fundamentally alter how we process your personal information we will let you know. 

Please expand the headings below to read more. We welcome your comments and feedback.

We collect personal information directly from you when you contact us, register with us, enquire about our activities, make a donation, participate in an event, apply to volunteer or work with us or otherwise provide us with your personal information.

We may also receive personal information indirectly from you, for example through companies carrying out work on our behalf, such as surveys or event bookings, or website and social media platforms which you use to engage with us.

When you choose to interact with us we may collect the following personal information about you, under the lawful basis of legitimate interest:

  • Newsletter: When you show support for Share Bristol and provide us with your email address.
  • Borrowing: When you choose to register for an online account for the Library inventory, we will collect your name, email address and postal address. We will also verify your ID on your first borrow. When you borrow things from the Library, we will additionally collect information about your borrowing habits. Payment details are processed securely online by a third party so Share Bristol has no access to this information.
  • Feedback: We may also ask you survey questions about your experience with our services, which will be completely optional, which you may choose to associate with your name or contact details. 
  • Visiting our websites: When you visit our websites, we collect information about how you use our website and track which pages you visit when you follow links from our emails. Our websites:
  • Volunteering: When you apply to volunteer with us we will collect your name, contact details and information about your skills. For some roles will also perform background checks.
  • Working with us: When you apply for a job with us we will collect your name, contact details and information about your work history and skills. We will perform background checks. We will also ask questions about equalities to ensure we are attracting a wide range of applicants, and not excluding any groups from our work.
  • Donating: If you donate to us online the platforms we use may collect information about you to process the payment. We will only receive contact details if you have agreed to them being shared with us. 

Where possible we use anonymous or aggregated data that does not identify you.

We use your personal information for a number of purposes, including:

  1. Borrowing: Providing requested access requested to our online inventory to facilitate your borrowing. Administering your membership and borrowing, including processing payment, checking you live in the wider Bristol area, and sending email reminders
  2. Feedback: Inviting voluntary participation in research or surveys, and processing and other formal or informal feedback you give us
  3. Volunteering: Processing your application to volunteer with us, and for supporting you as a volunteer
  4. Donating: Processing donations we have received from you
  5. Communication: Emailing you relevant updates about our services, products and activities. You will be given the option to unsubscribe from these emails with every email which is sent out
  6. Promotion: Promoting Share Bristol on our website and social media platforms through photos, comments and data about your borrowing that you provide
  7. Improving what we do: Analysing, managing and improving our services, products and information

We will also process your personal information as required by law or regulation.

We adopt appropriate technical and organisational measures to make sure your personal information is secure, and protected against unauthorised or unlawful processing, and accidental loss, destruction or damage, from the point of collection to the point of destruction.

Access to your personal information is restricted to those people who are required and authorised to process it. Appropriate background checks and training take place for our people who need to process your personal information.

Your personal information will only be shared with another organisation, acting on our behalf, if they agree to ensure sufficient safeguards are in place to protect your personal information.

We will not transfer personal information to countries outside the European Economic Area unless appropriate safeguards are in place, your individual rights are enforceable with effective legal remedies and you are informed.

While you are actively engaged with Share Bristol we will retain your personal information. Beyond that, we will keep your personal information for up to four years. We will remove your personal information earlier if it is no longer required, we no longer have a lawful basis for processing it, or you ask us to remove it. As an employee a minimal level of personal information is required by law to be kept for up to seven years.

If you unsubscribe from e-newsletters, minimal personal information will be kept on a suppression list to ensure you do not receive such communications.

We will never sell your personal information to any third parties.

Information that we may share with the public will be to promote Share Bristol online and in the media. You will be given the option to opt-out, or restrict the use of, of any such publicity.

We will share your personal information when legally required to do so.

Your personal information belongs to you. You have rights over how we use your personal information:

  • the right to be informed
  • the right of access
  • the right to rectification
  • the right to erasure
  • the right to restrict processing
  • the right to data portability
  • the right to object

At Share Bristol we don’t don’t carry out any automated decision making or profiling.

For further information about your rights, and when they apply, see the Information Commissioner’s Office website: ico.org.uk/your-data-matters

You may access the personal information associated with your online membership account at any time by logging in to the Share Bristol library inventory:
things.sharebristol.org.uk

If any of your details change or need correcting, then you can edit these in your account or contact us to have these corrected. You can also ask for your account to be deactivated or deleted.

You can request to see personal information we hold about you by emailing hello@sharebristol.org.uk 

You may unsubscribe from Share Bristol communications at any time, by clicking on the unsubscribe link in the emails or responding with an “unsubscribe” email response. However, we will continue to communicate with you for the purposes of facilitating your borrowing. 

If you are unhappy with our use of your personal information, you have the right to complain to the Information Commissioner’s Office. We would encourage you to contact us (see email address below) in the first instance so we can attempt to resolve any concerns.

Contact us

If you have any questions, comments or feedback about how we use your personal information, or would like to exercise your right, then please contact us on hello@sharebristol.org.uk 

This privacy information was issued in July 2021, and has a review date of May 2022. This information will still apply beyond the review date, until the next version is issued.