Privacy Notice

Find out how we look after your data

Privacy Notice

At Makespace Oxford we take your privacy seriously.  We will collect, process and securely store your personal data in compliance with UK Data Protection legislation.  We will use your personal data solely for the purposes of the work of Makespace Oxford and in relation to the reason you have provided this information – for example, in order to send you information you have requested, to process your request for space via an email or online form, or to process your application to work or volunteer with us.  We will only contact you for marketing purposes with your permission – given by you signing up to use our space or to join our mailing list.  We may work with Mailchimp to send you newsletters and email updates.  Makespace Oxford will not share your personal data with other organisations, unless you give us explicit permission to do so and we will always ask you first. 

You can ask to see the information that we hold about you, and ask us to change or delete this information at any time.  Please contact us by telephone on 07842 111660, by email at [email protected], or write to us at the following address:  Makespace Oxford, 1 Aristotle Lane, Oxford OX2 6TP. 

Who We Are

Makespace Oxford is a community interest company (company number 09637247) that refurbishes and temporarily animates disused buildings to provide low cost studio and office accommodation to those with a social and community purpose in Oxford. We take protecting your personal data very seriously and will ensure that any data you decide to share with us will be processed in a fair, open and transparent manner.

A)    Data Protection Principles

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

a)    processing is fair, lawful and transparent

b)   data is collected for specific, explicit, and legitimate purposes

c)    data collected is adequate, relevant and limited to what is necessary for the purposes of processing

d)   data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay

e)   data is not kept for longer than is necessary for its given purpose

f)     data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures

g)    we comply with the relevant GDPR procedures for international transferring of personal data

B)    What types of data do we hold? 

Personal information

The types of personal information data that you share with us include details such as your name, address, email address, phone numbers and possibly your emergency contact details. You will have given us this information when applying for space, a job, or attending a Makespace Oxford event, when enquiring for more information about our project or services or when signing an agreement for the use of space or services.

How do we use this information?

We will use this information to provide the services that you have requested; to keep you updated about relevant aspects of Makespace Oxford’s work (unless you have told us you do not want to be contacted) or to keep you informed when new jobs or spaces become available.

Sensitive personal information

Makespace Oxford does not in general collect or retain sensitive personal information or special category data and would not do so without your permission.

Photographs 

We will only use your story and/or photograph if you have given us your consent to do so, and you can change your mind at any time.

C)    Lawful basis for processing 

The law on data protection allows us to process your data for certain reasons only and it’s important that we are clear about the legal basis for using your information.

We are able to process your data in order to comply with a legal requirement, to fulfil a contract with you or because you have given us your consent to do so.

The new GDPR regulations state that we need to also consider the conditions under which we process special category data. We will only process special categories of data at Makespace Oxford when you have given us your explicit consent to do so, to carry out our legal obligations or for reasons of substantial public interest.

D)    Who we share data with 

Personal information

The personal information that we collect about you will only be used to liaise with you about particular events or activities in which you may have expressed an interest.

We will never sell or share your personal information with organisations so that they can contact you for any marketing activities.

We may use Mailchimp to send you newsletters or occasional surveys

E)     Protecting your data 

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such and are committed to ensuring that your personal data is always kept safe.

F)     Retention periods 

We only keep your data for as long as we need it for, depending on the relevant activity. Some data retention periods are set by the law. You can ask for a copy of Makespace Oxford Oxford’s Data Retention Schedule at any time by calling 07842 111660 or emailing [email protected].

G)    Your rights 

It’s very important to us that you understand what your rights are in respect to how we process your data. You have the following rights in relation to the personal data we hold on you:

a)    the right to be informed about the data we hold on you and what we do with it;

b)   the right of access to the data we hold on you, along with what personal information we use, why we use it, if we share it and how long we hold it for. This is called a “Subject Access Request”. To make a request please put this in writing to Makespace Oxford, 1 Aristotle Lane, Oxford, OX2 6TP. There is no charge for this service.

c)    the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;

d)   the right to have data deleted in certain circumstances. This is also known as ‘erasure’;

e)   the right to restrict the processing of the data;

f)     the right to transfer the data we hold on you to another party. This is also known as ‘portability’;

g)    the right to object to the inclusion of any information;

h)   the right to regulate any automated decision-making and profiling of personal data.

H)    Consent 

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data.

I)       Making a complaint 

If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.

To find out more about this policy and to discuss how we use your personal information at Makespace Oxford please call us on 07842 111660 or email [email protected] at any time.