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The Open Book Collective Privacy Notices are intended to describe how your personal information is processed and used.
This pages include the following three Privacy Notices:
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.
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.
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.
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.
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
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.
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.
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.
The Open Book Collective’s designated Data Protection Officer is Kevin Sanders ([email protected])
Contact Kevin 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
Open Book Collective can also be contacted by email via [email protected].
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.
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.
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.
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.
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.
No | Purpose | Legal Basis: GDPR (Article 6) |
1. | To process your applications for employment by email | Contract |
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 |
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: |
|
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 |
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) |
To monitor the effectiveness of our equality and diversity plan through the information that you provide on your job application form. | Legal Obligation |
The OBC will share your data with employees of the OBC and other members of the OBC management group on a need-to-know basis in relation to job function/role.
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.
Information collected directly by the OBC will be stored on the OBC servers and is accessible to relevant OBC employees and members of the OBC management group, as required. Your contact details may be stored for as long as contact is required. Anonymous data will be stored for one year.
The Open Book Collective’s designated Data Protection Officer is Kevin Sanders ([email protected])
Contact Kevin 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
Open Book Collective can also be contacted by email via [email protected].
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.
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.
The Notice applies to all Trustees — also, and henceforth, referred to as ‘Stewards’ — of the Open Book Collective.
We collect personal information from you once become an OBC Steward. This includes your full name, contact details, date of birth, home address, email address, and country of residence.
We may need to obtain additional documents and information such as the following: identity information such as driving licence or passport details, bank account details, and financial details so far as they are relevant.
We collect information about you by email.
No | Purpose | Legal Basis: GDPR (Article 6) |
1. | Processing data belonging to trustees for the purpose of administering the charity when preparing annual reports and accounts, filing information with the Charity Commission and Companies House as required, checking that names and addresses are up to date, complying with legal obligations (e.g. identity documentation requested from banks/non-bank payment providers) | Legitimate interest Legal obligation |
The OBC will share your data with employees of the OBC and other members of the OBC management group on a need-to-know basis in relation to job function/role.
The OBC will share your data with a number of external organisations including:
Agents of the OBC, e.g. banks, non-bank payment providers, law firms, accountants;
Relevant UK government agencies, e.g. Charity Commission, Companies House, 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.
Information collected directly by the OBC will be stored on the OBC servers and is accessible to relevant OBC employees and members of the OBC management group, as required.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
The Open Book Collective’s designated Data Protection Officer is Kevin Sanders ([email protected])
Contact Kevin 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
Open Book Collective can also be contacted by email via [email protected].
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.
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.