This is the data privacy policy for
Ashfield MakerSpace CIO (AMS)
AMS is classified as a charitable organisation.
Our ICO registration number is C1646374
Our contact details
Name: Ashfield MakerSpace
Address: 70 High Pavement, Sutton-in-Ashfield, Nottinghamshire, NG17 1BH
E-mail: info@makerspaceashfield.co.uk
Your Rights
You may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data; to the portability of your personal data, and to complain to ICO about the processing of your personal data
Standard exemptions to this policy apply – more information is available on the ICO website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/exemptions/a-guide-to-the-data-protection-exemptions/
Data Collection and Processing
Definitions
Member – an active, paying individual who may access the MakerSpace.
Individual – a person who may become, is currently, or has been in the past a member of the MakerSpace.
Account removal – an explicit request to decouple information from personally identifiable information.
We currently collect and process the following information
Membership Information
When you join the MakerSpace, we collect, process and store certain personal information, all of which is provided by the member to us directly, for the following reasons:
Legal Obligation – When applying to join the MakerSpace your address will be checked to see that it is a valid address. As a Charitable Incorporated Organisation, we are required to keep up-to-date names and addresses for all members for as long as required for the stated purpose.
Contractual – Your email address is the primary method we will use to contact you about MakerSpace related information, such as notifications of events, elections and general meetings, or if there is a problem. We also store your phone number, which is used if we cannot get in touch by email, or in the event of an emergency. You may be contacted by a trustee, committee member or a member of the membership team.
Legitimate Interest – You may be contacted if there is misuse of the MakerSpace, tools, storage, if there is a complaint about you, or if you were using the space at the time of a complaint. We store as minimal information pertaining to a member as practical, while retaining the ability to offer access to the MakerSpace. We store information about rule infractions and complaints about members necessary for enforcing the MakerSpace Rules.
Membership Data Deletion
We will store enough information to identify a permanently banned individual from the MakerSpace for the length of their ban.
We will store rule infraction / complaint information for as long as the individual wishes to retain their account.
All personal information will be held indefinitely for as long as the member wishes to have an account. This enables an individual to rejoin the MakerSpace within two months without needing to re-attend a building induction, unless major changes to the building have occurred.
RFID entry logs are retained indefinitely unless a request for account deletion is made.
Space Access
When you access the MakerSpace we collect, process and store information to identify who has entered the space and at what time.
Legitimate Interest – We log timed RFID door openings to the MakerSpace, for security reasons in case of unauthorized entry, investigations into a complaint, aggregated membership statistics (available on Fabman), and to allow us to resolve any issues with the entry system.
Legitimate Interest – Most of the MakerSpace doors log access time and RFID used, and we may use these logs to help identify members who were in the space if there is space or tool misuse, or complaints.
Legitimate Interest – If you disclose accessibility requirements to us, they will be documented. This is to cover exceptions to normal rules, such as the location of your member’s box.
RFID Controlled Equipment Usage
When you use an RFID controlled machine we collect, process and store information to identify who has accessed the machine, at what time and for how long.
Legitimate Interest – We collect and store information about machine bookings. If you book a machine your booking information is available to others about the time of the booking via the Fabman portal.
Legitimate Interest – We log user access to RFID controlled equipment for maintenance and statistics (how much use it’s had), health and safety (whether the member has been inducted), and investigative purposes (in the event of a breach of rules or complaint). This information is retained indefinitely to guide future equipment purchasing decisions, but may be decoupled from an individual upon receiving a request for account removal.
Legitimate Interest – We store information about the member usage of equipment and the machine settings in use where this can show misuse.
Legal Obligation – We log user access to RFID controlled equipment for billing purposes. This is retained by the MakerSpace for at least 7 years as required by HMRC for business tax purposes.
Membership Payment Data
We do not store or process payment card information. Membership payments are made through the Stripe billing system. The payment amount is reconciled against an account using a unique, randomly generated payment reference taken from the transaction’s description.
Legitimate Interest – Membership Payments are stored indefinitely for accounting purposes and may be decoupled after 7 years upon a request for account removal. Historic payments are required to determine the status of an account if they wish to resume a lapsed membership to the MakerSpace.
Legal Obligation – We retain all membership payment transactions for the purposes of accounting. This is required to be retained for at least 7 years, as required by HMRC for business tax purposes. This information may be anonymised after 7 years from the transaction’s date, upon a request for account removal.
Legal Obligation – Details of payments that are less than the membership threshold are stored, even if MakerSpace membership is not granted.
Legitimate Interest – We may contact you regarding the amount or frequency of membership payments to the space.
Internal Communication
The MakerSpace is run entirely by volunteers – this includes the trustees and committee members volunteering their time to coordinate the running of the MakerSpace. Occasionally it is necessary for a trustee, committee member, or volunteer to refer to a specific member by their name or username.
Legitimate Interest – We may refer to you by your full name of management system username in internal communications during organisational processes. This includes, but is not limited to, our grievance and complaints policy.
Donations Payment Data
We rely on an external service (Stripe,Inc.) for handling payment processing of occasional donations to the space using the MakerSpace Fabman System.
Legal Obligation – We retain all transactions for the purposes of accounting. This is required to be retained for at least 7 years, as required by HMRC for business tax purposes. This information may be anonymised after 7 years from the transaction’s date, upon a request for account removal.
Shared Storage
The MakerSpace provides a shared storage space for convenient transfer of files between computers within the MakerSpace. An individual member is responsible for any information they chose to store in this location. When used from a shared PC within the MakerSpace, uploaded files are not associated with any individual’s account (everything is stored as an anonymous user) – for this reason, it is not possible to handle deletion requests for information stored using this service.
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.
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 if you wish to make a request
Embedded Content from Other Websites
Articles on this site may include embedded content (e.g. videos, images, articles etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with the embedded content if you have an account and are logged into that website.
Concerns and Complaints
Concern regarding data protection issues should be raised with a member of the committee in the first instance. You can email us at info@makerspace.com
Complaints can also be addressed to the Information Commissioners Office at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF.
You can also contact them by telephone on 01625 545 745 or via their website at https://www.ico.org.uk