Who we are
Name: Share Bedford CIO (also, ‘Share Bedford’)
Email: info@sharebedford.org
Website address: https://sharebedford.org
The type of personal information we collect
We currently collect and process the following information:
Your name, home address, email address and phone number.
We record the date you became a member, what you’ve borrowed, and when you borrowed and returned it.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
To set up your membership, including reduced and free memberships that might be provided. Another reason we use your personal information is to keep a track of the stock – who had it last, who has it now, who wants to borrow it next. We also use it to get in touch if there’s anything about what you’ve borrowed, or your booking for an item, that you should know about – if it’s overdue, if the previous borrower hasn’t returned the item you’ve booked, and so on.
If you pay for your membership by credit or debit card, we store this information securely.
We record what borrowing fees you have paid and when those payments were made.
We use the information that you have given us in order to:
Set up your membership
Contact you if an item you’ve borrowed is overdue, if an item you’ve booked is unavailable, or if there are any changes to our terms and policies.
Keep a track of where our stock is.
Under exceptional circumstances, we may share this information
If we have genuine concerns about an adult or a child being neglected or abused, or that an adult can’t look after themselves, we have a duty to notify the Bedford Borough Council safeguarding team.
If we feel that anyone is in immediate danger, we have a duty of care to call the police.
In these cases, but these cases only, we may help the authorities with their inquiries by supplying the identifying details we hold, such as the name, address and contact details of the person or people involved.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting info@sharebedford.org
(b) We have a contractual obligation.
(c) We need it to perform a public task.
How we store your personal information
Your information is securely stored.
You can delete your account at any time. We keep your name, home and email address, telephone number and borrowing history for a year without a transaction by you.
If you delete your account, or we delete it after a year of no transactions, some of your activity is retained, such as the activity on items you borrowed. We retain this to assess the popularity of the various items in our library. The activity of deleted accounts is anonymised, so it is no longer possible to report who borrowed the item, only that it was borrowed.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at info@sharebedford.org or write to us at 47 St Leonard’s Street, Bedford, MK42 9BS if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at info@sharebedford.org.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk