East Essex Hackspace:Privacy policy

East Essex Hackspace Privacy Policy - DRAFT NOT FOR PUBLIC USE

East Essex Hackspace collects data about its members in order to fulfil legal requirements and contractual obligation with those members. It also collects some data about visitors. The Hackspace will:

• keep to a minimum the amount of information we hold about you.
• use your data to respond to your enquiries about our services (the lawful basis for this is “Legitimate Interest”), to provide our services to you (the lawful basis for this is “Contract”), and to maintain a register of members (the lawful basis for this is "Legal Requirement").
• delete your data when it is no longer needed.
• apply appropriate security mechanisms to protect your personal data.

We are happy to answer any questions you have about this Privacy Notice, contact us via email at privacy@eehack.space .

What personal data do we hold and why?

Members

We hold your full name, postal address, email address, next of kin, alias as provided by you on sign up. Name and address are stored and shared according to the requirements of The Charitable Incorporated Organisations (General) Regulations 2012, all other information is used to communicate with you during your membership, and your next of kin in case of emergencies. It is your duty to inform your selected next of kin that you have shared their information. Your use of the Hackspace will generate more data such as access token ids, entry times, device ids (when using the Wi-Fi), we will log these for no longer than six months. To review exactly what data we hold about you, and to amend any data that has changed, visit your <a https://checkout.eehack.space/Identity/Account/Login">member profile.</a> If you want to delete your data and terminate your membership, you need to send a notice of resignation to trustees@eehack.space .

CCTV

The Hackspace has CCTV which collects images and video of members and visitors. These are stored for a maximum of four weeks, only used for security purposes and can only be accessed by the Trustees and IT administrators delegated by the trustees.

Website

Visiting our <a href="https://swindon-Hackspace.org">website</a> will log information about your visits, such as your IP address and which pages are visited. This data will be held for a maximum of six months. Creating a website user will collect name and email address to identify users who make contributions to the website. You may edit or delete your website user at any time, comments you have written will also be deleted.

Forum

Visiting our <a href="https://forum.swindon-Hackspace.org">forum</a> will log information about your visits, such as your IP address and which pages are visited. This data will be held for a maximum of 6 months. Creating a forum user will collect name and email address to identify users who make contributions to the forum. You may edit your forum user at any time, to delete your account and/or comments, please contact us via privacy@eehack.space.

Whom do we share it with?

The Hackspace uses some external services in order to provide you with your membership.

• <a href="https://gmail.com">Google Mail</a> is used to send some communications about Hackspace events such as the General Meetings.
• <a href="https://sendinblue.com">Sendinblue.com</a> is used to send bulk communications and emails from membership activities such as registration and reminders.
• <a href="https://crashplan.com">Crashplan</a> is used to backup the membership database.

All third parties we use – including those who provide email and storage solutions used in our day to day work – are selected for, and monitored on, how they meet the requirements of current UK data protection legislation and the requirements of GDPR. Where this includes storage or processing of information outside of the European Ecomonic Area (EEA), we include checks to ensure that compliance with the appropriate frameworks for exchange of personal data (such as the EU-US Privacy Shield) is in place. Exemptions to the above are where we are asked to provide information as a result of a court order or to recover monies due. We do not share nor sell your personal data to anyone else.

How to change information or contact us about anything concerning our use of your personal data

If there are any changes in your details that we need to reflect, or you need to check the accuracy of the details that we hold about you, visit your <a href="https://inside.swindon-Hackspace.org/profile">member profile.</a> If you need help with the update, or have any other questions about this Privacy Notice, email <a>info@swindon-makerspace.org </a>. Should you feel that you need to complain about how we are handling your personal data, email <a>info@swindon-makerspace.org </a>or use the ‘Contact’ page on our website. Your ultimate point of contact for all data protection matters in the UK is the Information Commissioner’s Office. See the <a href="https://ico.org.uk/global/contact-us/">Contact us</a> page on the ICO website.

What if this privacy notice changes?

If changes to the East Essex Hackspace CIO Data Protection Policy (and hence this Privacy Notice) include any significantly different use of your personal data, we will let you know and give you the option to agree to the new use.