2. Privacy Policy for Members’ Data

 

All membership data is held on a third party application called hOurworld, to which we subscribe (together with other timebanks around the world).

 

When you apply to become a member of Portobello Timebank you input your basic contact information (name, address, email, phone number) into hOurworld, and later (after your membership has been activated) you may add a photo and short description (bio) of yourself, as well as offers and requests for skills exchange. Completed transactions are logged in hOurworld which tracks your time credit history.

 

hOurworld has its own specific Privacy Policy and Terms of Service, both of which you agree by implication when you use this application (there are links to these documents where you log in to use hOurworld).

 

Occasionally, applications are made on paper which is subsequently input to hOurworld, after which the paper form is destroyed.

 

The above mentioned data is the minimum information we need to hold in order for you to be an effective Timebank member. Because you chose to become a member, it is lawful for us to retain and process this data in a responsible manner, as described in this Statement, until such time as you inform us that you no longer wish to maintain your membership.

 

Who has access to your information?

a) Your information is held by hOurworld who are based in Portland, Maine, USA.

 

b) Locally, we have administrators (normally 2) who are able to access the database in order to keep the Timebank operation running smoothly. These administrators are committed to safeguarding your information, and to deleting it if you wish.  Webmail accounts with cloud storage, secured with two step authentication, is used for communication between Board members, and for membership administration. This includes the storage of your references to prove compliance with the Timebank rules for vetting applicants for security purposes.

 

c) The hOurworld system is written so that you have maximum control over your data. Only members can log into hOurworld. Your contact details are invisible by default to other members (unless you make them public), and you choose to share them with individuals on a need-to-know basis – such as when you are setting up a transaction with another member. You have full access to all your own data (apart from your references) whenever you log in.

 

Contacting you

Except when you have already established a close bond with an individual member, most communications are done through the system email.

 

a) If you have listed an Offer or Request, interested members may email you through the system, without knowing your email address. In order to receive these, you MUST be able to receive mail from admin@hourworld.org (without it being treated as spam). If you want to take a break for a while, you can suspend your offers / requests.

 

b) To keep you abreast of what is going on within the Timebank, we send you a short newsletter up to once a week (generally on Monday). If you are an active member this is a useful update, and we would like to continue to whet your appetite with everything the Timebank is involved in. Once again, you need to be able to receive mail from admin@hourworld.org. If you wish to opt-out from the Newsletter, you can unsubscribe.

 

In the event that, say, you move away, you may wish to inactivate your membership. Just let us know and we will stop contacting you.

 

Removing your record

If you have been flagged as ‘Inactive’ for a continuous period of at least 6 years, we will remove your electronic record and delete your references. Alternatively you can have your record removed completely at any time by contacting a local administrator at admin@portobellotimebank.co.uk Any outstanding time credit balance may be donated by arrangement to another member, to Portobello Timebank, or transferred to another timebank (if applicable).

 

Photography for Promotion

From time to time we take photographs (moving and still) of members and activities, and use case studies which can include these images and minimal personal data (such as first name where appropriate) to illustrate our activities on our website, Facebook and Instagram. The images will not be used for any purpose other than to promote the aims of Portobello Timebank. If you do not want your image, or that of a family member, to appear on these sites, please contact an administrator to have it removed.

 

We maintain a separate distribution list (names and email addresses only) on a Mailchimp account for the purposes of sending newsletters to the membership. You may unsubscribe from this.