Freegle Group Membership Information Policy: Difference between revisions

From Freegle Wiki
Jump to navigationJump to search
No edit summary
m (Protected "Freegle Group Membership Information Policy": Board-approved page ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite)))
 
(7 intermediate revisions by one other user not shown)
Line 1: Line 1:
This document was adopted by the Board in September 2016 and amended in December 2018, on recommendation by the Development Group.
This document was adopted by the Board in September 2016 and amended in December 2018, on recommendation by the Development Group. An amendment was made in April 2024 after discussion on Development Group (Task 128) and agreement by the Board.  


Local membership lists are kept in several places:
Local group membership lists are kept in several places:


*Nationally:
*Nationally:
Line 15: Line 14:


*Other:
*Other:
**Norfolk platform covering 8 groups in Norfolk and Waveney
**Trashnothing covering nearly all Freegle communities.
**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:
The right for Freegle Ltd to use the nationally kept membership lists to establish a new community 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:
*With permission gained by emailing the community contact address for the community volunteer team, and acted upon with:
**explicit permission from one Volunteer, and
**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).
**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
*Or
**Implicit permission through lack of constructive communication from group Volunteers during the Abandoned Groups Procedure.
**Implicit permission through lack of constructive communication from community Volunteers during the Abandoned Groups Procedure.


   
   
For group membership lists kept elsewhere:
For 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.   
*Freegle will not ask for copies of membership lists from Trashnothing, they are the responsibility of that organisation.   
*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.
*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:
Notes:
*Volunteers for a particular group are assumed to be those who receive emails to the group contact address for that group volunteer team.
*Volunteers for a particular community are assumed to be those who receive emails to the contact address for that community volunteer team.


*This procedure includes groups which have chosen to leave Freegle or been disaffiliated, or are abandoned.
*This procedure includes communities 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.
*As Freegle is the current legal custodian for membership data, membership data may only be released to a departing community once it has been determined that there is legal basis to do so. See Data protection [[https://www.gov.uk/data-protectionThe Data Protection Act]], and our [[Data Protection Policy]] with links to related procedures.


*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.  
*If member information kept by Trashnothing is offered to Freegle to set up a freestanding Freegle Direct community or communities, the Board can accept if satisfied that GDPR adherence has been or will be applied.  




Latest revision as of 17:45, 14 November 2024

This document was adopted by the Board in September 2016 and amended in December 2018, on recommendation by the Development Group. An amendment was made in April 2024 after discussion on Development Group (Task 128) and agreement by the Board.

Local 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:
    • Trashnothing covering nearly all Freegle communities.


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

  • With permission gained by emailing the community contact address for the community 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 community Volunteers during the Abandoned Groups Procedure.


For membership lists kept elsewhere:

  • Freegle will not ask for copies of membership lists from Trashnothing, they are the responsibility of that organisation.
  • 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 community are assumed to be those who receive emails to the contact address for that community volunteer team.
  • This procedure includes communities which have chosen to leave Freegle or been disaffiliated, or are abandoned.
  • As Freegle is the current legal custodian for membership data, membership data may only be released to a departing community once it has been determined that there is legal basis to do so. See Data protection [Data Protection Act], and our Data Protection Policy with links to related procedures.
  • If member information kept by Trashnothing is offered to Freegle to set up a freestanding Freegle Direct community or communities, the Board can accept if satisfied that GDPR adherence has been or will be applied.


Links:

Previous document

  • Freegle_Direct_Information_Policy
Retrieved from "https://wiki.ilovefreegle.org/index.php?title=Freegle_Group_Membership_Information_Policy&oldid=54562"