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Open Book Collective Privacy Notices

Published onOct 21, 2022
Open Book Collective Privacy Notices
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history

You're viewing an older Release (#6) of this Pub.

  • This Release (#6) was created on Jul 20, 2023 ()
  • The latest Release (#8) was created on Mar 19, 2024 ().

The Open Book Collective Privacy Notices are intended to describe how your personal information is processed and used.

This pages include the following two Privacy Notices:

Privacy Notice for Users of the Open Book Collective Website and Supporter Programme Service

Please note that by visiting and using the Open Book Collective website and/or using the Open Book Collective Supporter Programme service you are accepting the practices described.

Information collected from all users of the website

We may collect the following information from all users of the website:

  • Your page views

  • Your movement within and between pages

  • Your IP address

  • Cookies

This information is anonymous and not personally linked or traceable to you. We use the following third party tracking apps to collect this information: NAMES. If you choose to fill in a contact form or subscribe to our mailing list, we may also collect your name, email address, and the name of your institution/organization.

Why do we collect this information?

We collect anonymous data to monitor and improve site performance. Cookies are used to enable the platform’s quotation generator. In both the quotation generator and our mailing list, we ask for and potentially collect contact details to enable the OBC to keep in touch with interested parties who have consented to email. We will not send updates via our mailing list to any individual who has not subscribed. You always have the option to unsubscribe by emailing [email protected] with ‘UNSUBSCRIBE’ in the subject line.

The lawful basis for this data collection and storage is ‘legitimate interest’. Collecting and storing this data enable the Open Book Collective to continue to offer the services we do to Open Access initiatives, their supporters, and the wider scholarly community. We use this information to monitor and improve the effectiveness and impact of our work.

By using the website and/or the Open Book Collective’s Supporter Programme service, you consent to the usage and storage of your data, as outlined above.

Who do we share this data with?

We will not use your data for any other purposes or sell or distribute it to any third parties unless we are required to by UK law or in the good-faith belief that such actions are necessary.

Information collected from users of the Supporter Programme service

We may collect the following information from users of the Supporter Programme service, including both potential and active subscribers and initiatives offering Supporter Programmes via the OBC, collected via information entered into online forms or documents supplied by the OBC, or provided directly to the OBC by email or other means:

  • Names

  • Email addresses

  • Postal addresses

  • Contracts and Acceptance Forms signed pertaining to OBC business and transactions

  • IP Addresses

  • Banking information

Why do we collect this information?

This additional data is needed to enable offer and manage subscriptions to Supporter programmes, including to manage financial flows and to process and authorize transactions.

When providing information to enable the Open Book Collective to issue a formal quotation, the lawful basis for data collection and storage is ‘legitimate interest’. Collecting and storing this data enable the Open Book Collective to continue to offer the services we do to Open Access initiatives, their supporters, and the wider scholarly community. We use this information to monitor and improve the effectiveness and impact of our work, as well as to contact individuals and institutions about their quotations.

When providing information to enable a subscription to proceed, or to allow the Open Book Collective to host a Supporter Programme, the lawful basis for data collection and storage is ‘contract’ and ‘legal obligation’. Collecting and storing this data enable the Open Book Collective to process subscriptions and to pass payments to members, as well as to fulfill the Open Book Collective’s legal obligations.

By providing information to enable the Open Book Collective to issue a formal quotation, or by contracting with the Open Book Collective, you consent to the usage and storage of your data, as outlined above. We will not use your data for any other purposes or sell or distribute it to any third parties unless we are required to by UK law or in the good-faith belief that such actions are necessary.

Who do we share this data with?

The OBC may, if requested, share your data with external organisations including:

  • Relevant UK government departments, e.g. HMRC;

  • Law enforcement agencies;

  • Any other authorised third party with which the OBC has a legal/contractual obligation to share data.

The OBC will ensure that the sharing of data is in line with data protection legislation. In many cases the OBC does not need to seek your consent to share this information, in particular when there is a legal or statutory obligation to do so.

How is information stored?

Information collected directly by the OBC will be stored on the OBC servers and is accessible to the OBC management group. Anomymous information collected by third party trackers will be stored on their servers and passed to the OBC. Your contact details may be stored for as long as contact is required. Anonymous data will be stored for one year, except for cookies, which are stored for 24 hrs.

Who do I contact for further information or if I have concerns

The Open Book Collective’s designated Data Protection Officer is the Managing Director of the Open Book Collective: Joe Deville ([email protected])

Contact Joe if you have any concerns or complaints about this Notice or about the way your personal data is being used.

The Open Book Collective is the Data Controller for the personal data that it holds about you. Our contact details are:

Open Access Book Collective
One Bartholomew Close
London
EC1A 7BL
United Kingdom

If you are not happy with the way the Open Book Collective has handled your concern or complaint then you may submit a complaint to the Information Commissioner’s Office.

Changes to this Notice?

This Privacy Notice has been developed to be compliant with the General Data Protection Regulations (GDPR). This Notice is regularly reviewed and sometimes updated. It is important that you check for updates to this Notice. If we make significant changes we will contact you to inform you of this.

Privacy Notice for Employees at the OBC

The Notice applies to all staff and workers at the Open Book Collective including job seekers/applicants, employed full-time, part-time, permanent, fixed term, and casual.

Information collected from OBC staff

We collect personal information from you when you make an application by email. This includes your contact details, date of birth, gender, education and training records and employment information.

How is this information collected?

We collect information about you when you apply to work for the OBC by email.

When you accept an offer of employment at the OBC we collect further information from you including banking information and details to enable us to administer your pay and pension.

In addition in the course of your employment at the OBC we may collect further information about you including:

  • Absence records;

  • Employee relations records;

  • Performance and development records and reports;

  • Information you supply to us about your health;

  • Contractual changes in your employment.

Recruitment

No

Purpose

Legal Basis: GDPR (Article 6)

1.

To process your applications for employment by email

Contract

Line Management and Performance and Development

No

Purpose

Legal Basis: GDPR (Article 6)

1.

To enable line managers and other appropriate staff to have access to your staff records to carry out their line management responsibilities e.g. induction, probation, performance review

Contract

Administration

No

Purpose

Legal Basis: GDPR (Article 6)

1.

To administer your staff record including absence management, back to work returns and tracking of leave requests and similar.

Contract

2.

To provide your details on the OBC’s communication platforms for communication purposes:
• Name, Work Email, Work Telephone number, Job Role;
• Photo (and in email)
• Biography.


Contract
Legitimate Interest
Consent

3.

The creation of your e-mail address;

Contract

4.

To maintain your personal emergency contact details in case of an emergency situation.

Consent

5.

To manage your travel and accommodation arrangements organised by the OBC.

Contract

6.

To be able to provide references on your request.

Consent

7.

To maintain health and safety e.g. accident records; security incidents.

Legal Obligation

8.

The creation and maintenance of your IT account and access to IT services.

Contract

9.

Public Task

10.

To facilitate the assessment and improvement of services that the OBC offers and for future planning and analytics purposes

Legitimate Interest

Payroll /Pensions /Finance

No

Purpose

Legal Basis: GDPR (Article 6)

1.

To record details of time worked and pay your salary.

Contract

2.

To keep timesheets to maintain a record of payment requests if you are a consultant/contractor etc

Contract

3.

To process your expense and fee claims.

Contract

4.

To maintain records of pension schemes and contributions for future reference and audit purposes.

Contract

5.

To maintain your tax records for HRMC purposes.

Legal Obligation

No

Purpose

Legal Basis: GDPR (Article 6)

1.

To monitor the effectiveness of our equality and diversity plan through the information that you provide on your job application form.

Legal Obligation

Who do we share this data with?

The OBC will share your data with employees of the OBC on a need-to-know basis in relation to job function.

The OBC will share your data with a number of external organisations including:

  • Agents of the OBC e.g. pension administrator;

  • Relevant UK government departments, e.g. HMRC;

  • Law enforcement agencies;

  • Any other authorised third party with which the OBC has a legal/contractual obligation to share data.

The OBC will ensure that the sharing of data is in line with data protection legislation. In many cases the OBC does not need to seek your consent to share this information, in particular when there is a legal or statutory obligation to do so.

In emergency situations the OBC may share your personal data, including sensitive personal data with organisations/individuals such as a medical professional or the police service.

How is information stored?

Information collected directly by the OBC will be stored on the OBC servers and is accessible to the OBC management group. Your contact details may be stored for as long as contact is required. Anonymous data will be stored for one year.

Who do I contact for further information or if I have concerns?

The Open Book Collective’s designated Data Protection Officer is the Managing Director of the Open Book Collective: Joe Deville ([email protected])

Contact Joe if you have any concerns or complaints about this Notice or about the way your personal data is being used.

The Open Book Collective is the Data Controller for the personal data that it holds about you. Our contact details are:

Open Access Book Collective
One Bartholomew Close
London
EC1A 7BL
United Kingdom

If you are not happy with the way the Open Book Collective has handled your concern or complaint then you may submit a complaint to the Information Commissioner’s Office.

Changes to this Notice?

This Privacy Notice has been developed to be compliant with the General Data Protection Regulations (GDPR). This Notice is regularly reviewed and sometimes updated. It is important that you check for updates to this Notice. If we make significant changes we will contact you to inform you of this.

Comments
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Livy Onalee Snyder:

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