Crowdfunding - Privacy Notice
Who the Council is and what the Council does
West Oxfordshire District Council is a data controller under the Data Protection Legislation as the Council collects and processes personal information about you in order to provide services and meet their statutory and regulatory obligations.
Spacehive is a civic crowdfunding platform where ideas can be shared, communities empowered and funds can be raised to take projects forward for the benefit of our district.
This privacy notice is designed to help you understand how we use personal information when delivering this crowdfunding platform.
Any questions regarding our privacy practices should be sent to:
Data Protection Officer (DPO)
West Oxfordshire District Council
Council Offices, Witney, OX28 1NB
Email: data.protection@westoxon.gov.uk
Tel: 01993 861194
Why the Council needs your information and how the Council uses it
Spacehive provides a springboard for project ideas to attract the funding they need more easily, whilst enabling everyone who cares about the area to contribute with pledges starting at £2. By running a crowdfunding campaign you'll have the opportunity to reach out to your community and to organisations such as local major companies or council suppliers who may be interested in supporting projects either through funding or in kind support, promotion etc.
Please note that any information you enter on the Spacehive website will be held and owned by Spacehive and not our Council. You can see Spacehive's privacy policy on www.spacehive.com/privacypolicy.
They may share data with us, in which case our privacy notice will apply.
The Council does not sell your personal information to anyone else.
What is the legal process for collecting and processing this data
Most of the personal information we process is provided to us directly by you, under the Data Protection Act 2018, the lawful basis, we rely on for using your personal information are:
- You gave us your consent (UK GDPR Article 6 (a)) - You are able to remove your consent at any time.
What type of information is collected from you
Personal details, which may include:
- Name
- Address
- Other contact details – email address and telephone number
The above list is not exhaustive. The Council will only ask for personal information that is appropriate to enable us to deliver our services. In some cases you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact our ability to provide some services to you.
We collect this information:
- Via the Spacehive platform
Who your information may be shared with (internally and externally)
We may sometimes need to share some of your information with: Spacehive - a funding platform for ideas that bring local places to life
Sometimes the Council has a legal duty to provide your personal information to other organisations, for example the court service or HMRC.
We will not normally share your information with organisations without your consent. However the Council will use the information for the purpose of performing any of its statutory enforcement duties. It will make any disclosures required by law and may also share this information with other bodies responsible for detecting/preventing fraud or auditing/administering public funds.
Your information will not be disclosed to any other organisations, except where the council is required and allowed to by law, to safeguard public safety and in risk of harm or emergency situations.
The Council will not share your information with third parties for marketing purposes.
Anonymisation
Your personal information may be converted (‘anonymised’) into statistical or aggregated data in such a way that ensures that you cannot be identified from it. Anonymised data cannot, by definition, be linked back to you as an individual and may be used to conduct research and analysis, including the preparation of statistics for use in our reports.
How long the Council keeps your information (retention period)
We will only retain your personal information for as long as we are required to do so by law and the purpose we collected it for.
Once your data is no longer needed it will be securely and confidentially destroyed or disposed of the data in line with retention schedules.
How the Council protects your Information
Your data is stored securely on our systems and accessed only by authorised officers using their own username and password created in line with predefined user credentials. Personal data is also held in electronic files on the council’s network drives. These are only accessible through personal logon credentials and access privileges to specific drives. Access to our council sites require a personal electronic pass to access staff only areas. The Council has strict procedures for the way this is done. Any and all information about you is treated as confidential and with respect. There are also clear rules and guidance about storing, recording and sharing information which staff receive training on.
If you use your credit or debit card to make payments, the Council passes your card details securely to our payment processing partner as part of the payment process. The Council does this in accordance with the Payment Card Industry Security Standard and does not store the details on its website. The information you give to the Council when using our online payment system will only be used for the recording of your payment.
The Council will not transfer your personal data outside the EU without your consent.
The Council have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse or unauthorised alteration or destruction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
The Council will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Your rights
You have the following rights under the Data Protection Legislations:
- To access your personal data
- To be provided with information about how your personal data is processed
- To have your personal data corrected
- To have your personal data erased in certain circumstances
- To object to or restrict how your personal data is processed
- To have your personal data transferred to yourself or to another business in certain circumstances
- To be told if the Council have made a mistake whilst processing your data and the Council will self-report breaches to the Commissioner.
How you can access, update or correct your information
The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request'.
If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of your records free of charge, within a month.
In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.
The accuracy of your information is important to us to be able to provide relevant services more quickly. The Council is working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information the Council holds is inaccurate or out of date, please email us or write to us at:
Community Wellbeing
West Oxfordshire District Council
Council Offices, Witney, OX28 1NB
Email: customer.services@westoxon.gov.uk
Further information
If you would like to know more about how the Council uses your information, or if for any reason you do not wish to have your information used in any of the ways described in this privacy notice, please contact the Data Protection Officer at data.protection@westoxon.gov.uk
For more information about data protection please visit: www.westoxon.gov.uk/about-the-council/council-data-and-information/data-protection/
For more information about Crowdfunding and Spacehive please read:
If you are concerned about the way the Council is handling your personal information you can contact the Information Commissioner (ICO): https://ico.org.uk/make-a-complaint/
The Council reserve the right to update this privacy notice from time to time by publishing a new version on our website.