Freegle Group Membership Information Policy

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Revision as of 13:45, 30 December 2018 by Jacky (talk | contribs)
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This document was adopted by the Board in September 2016 and amended in December 2018, on recommendation by the Development Group.


Local group membership lists are kept in several places:

  • Nationally:
    • on Freegle Direct
    • via Modtools
    • on spreadsheets or similar documents as backup information.
  • Freegle Volunteers:
    • On spreadsheets or similar documents as backup information
    • Within email storage, personal or shared team accounts.
  • Other:
    • Norfolk platform covering 8 groups in Norfolk and Waveney
    • Trashnothing covering nearly all Freegle groups.


The right for Freegle Ltd to use the nationally kept membership lists to establish a new group will only be exercised in the following circumstances:

  • With permission gained by emailing the group contact address for the group volunteer team, and acted upon with:
    • explicit permission from one Volunteer, and
    • implicit permission from other Volunteers, i.e. assume consent if no conflicting replies are received within 3 weeks (reminder sent after 2 weeks within that period).
  • Or
    • Implicit permission through lack of constructive communication from group Volunteers during the Abandoned Groups Procedure.


For group membership lists kept elsewhere:

  • Freegle will not ask for copies of membership lists from Trashnothing or the Norfolk platform, they are the responsibility of those organisations.
  • Individual volunteers are responsible for the information they keep personally or as a team outside Freegle Direct and Modtools, this isn’t the responsibility of Freegle Ltd.

Notes:

  • Volunteers for a particular group are assumed to be those who receive emails to the group contact address for that group volunteer team.
  • This procedure includes groups which have chosen to leave Freegle or been disaffiliated, or are abandoned.
  • Freegle will not pass on membership lists to a departing group unless it is determined that there is a legal basis to do so.
  • If group member information kept by Trashnothing or the Norfolk platform is offered to Freegle to set up a freestanding Freegle Direct group or groups, the Board can accept if satisfied that GDPR adherence has been or will be applied.


Links:

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