Bicester Green is a Not-for-profit social enterprise, incorporated as a Company Limited by Guarantee and registered with Companies House (number 08299131). Our registered address is The Stables, Garth Park, Launton Road, Bicester OX26 6PS, and our shop is at 16 Sheep St, Bicester OX26 6TB
We collect information about you when you:
sign up as a volunteer
join one of our volunteer WhatsApp groups
register with Sling as a shop volunteer
subscribe to our newsletter
register for an event, such as a Repair Café, or attend on the day
register an account for our Library of Things
pay using a card or contactless
send us an email
We collect such data in order to conduct our day-to-day activities, and in order to inform you of our activities and services. We only collect and keep your information with your consent, we keep it securely, and we will never sell or share your personal information with other organisations without your explicit consent.
In line with the principles of UK Data Protection legislation, we only keep data as long as necessary to fulfil the purposes for which it was originally collected (and any legal requirements such as financial reporting and employment law) and we minimise the data we collect.
Google Workspace provides our cloud-based file storage. We store information about our staff and volunteers necessary to manage the organisation safely and effectively. The personal information we store in this respect will vary depending on your role. Google Workspace’s privacy policy is at https://cloud.google.com/privacy. We store volunteer applications in their original physical form. Only Trustees can see and edit the information stored in Google Workspace. Only Trustees have access to this personal data.
Volunteers are invited to join the WhatsApp group or groups relevant to their volunteering at Bicester Green. WhatsApp gathers your name and phone number and these are normally visible to others in the same group. The WhatsApp privacy policy is at https://www.whatsapp.com/legal/privacy-policy
If you are invited to join the Bicester Green Sling system and agree to join, Sling will store your name and contact details. These are visible only to the Shop Volunteer co-ordinator. Sling will also store your work shifts and these will be visible to all volunteers on the Bicester Green Sling system. The Sling privacy policy is at https://getsling.com/privacy-statement
MailChimp manages our email newsletters and contact database. MailChimp stores the personal information you provide and their privacy policy is at https://mailchimp.com/legal/privacy, including details of information they collect for analytics purposes.
For the purpose of organising and evaluating our events, we may request and process personal information such as name, contact details and reason for visit. We use this information to organise and monitor our events and do not use this information for advertisement purposes or any other purposes mentioned in this privacy policy without your consent.
We will ask for your contact details, which we will use only in order to contact you about the progress of the repair.
The Lend Engine provides the online library of things system that you can use to browse our inventory, reserve items and process transactions. The Lend Engine also stores the personal information you provide when you create an account, necessary for us to manage the service. This includes your address, for security purposes, and a phone number and email if we need to contact you about your hire. If you wish, you can also store your payment card details on their platform, but this is not necessary to use the service. The Lend Engine’s privacy policy is at https://www.lend-engine.com/privacy-policy.
We use two platforms for taking electronic payments. Stripe is integrated with The Lend Engine and their privacy policy is at https://stripe.com/gb/privacy. We use Zettle for in-person contactless or card payments and their privacy policy is at https://www.zettle.com/gb/legal/privacy-policy.
We use Google Workplace and Gmail for our email system, and their privacy policy is at https://cloud.google.com/privacy. Emails you have sent us and our replies to you are kept on our email system for future reference. We will not use these personal details for any other reason without your permission. Emails are accessible only by Trustees. You may request their deletion at any time by emailing us at info@bicestergreen.org.uk
We will hold your personal data as a volunteer or staff member in Google Workspace for six years after your last contact with us, allowing for any potential requests from the authorities relating to health & safety, finance or safeguarding. If you wish your data to be deleted earlier, please email info@bicestergreen.org.uk
We will maintain your data in MailChimp as long as you are an active subscriber. If you unsubscribe, we will fully remove your data within one year. You can also request to be removed at any time by emailing info@bicestergreen.org.uk
Your account with The Lend Engine as a Library User, including any links to the Stripe finance system, will remain active and usable for up to six years after your last transaction unless you request it to be deleted (which will also remove all your personal data, apart from any which we are required to keep for financial reporting) by emailing info@bicestergreen.org.uk
Our website does not use cookies.
You have a right at any time to stop us from contacting you. You also have the right to request a copy of the information that we hold about you, and you have the right to request that we correct or change any information that you think is inaccurate. For any such enquiries, please contact info@bicestergreen.org.uk
If you have any concerns about how we use information you provide, please contact us on info@bicestergreen.org.uk in the first instance. You can also contact the Information Commissioner’s Office if we do not resolve your concerns.
Please be aware that we are not responsible for the privacy policies of other sites and we would advise you to read the privacy statement of any website that collects personal information from you.
This policy complies with the UK General Data Protection Regulation (UK GDPR), tailored by the Data Protection Act 2018. We keep our privacy policy under regular review and we will place any updates on this web page.
This privacy policy was last updated on 14th June 2025, approved by Peter Salisbury, Chair of Trustees