Freegle Group Membership Information Policy

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:

• Disaffiliation Procedure
• Abandoned Groups Procedure
• Amendments: Document Approval Policy
• Data Protection Policy

Previous document

• Freegle_Direct_Information_Policy