Privacy Policy

Last Updated: November 2025

Introduction

Digital Commons Coop is committed to protecting your privacy and being transparent about how we collect, use, and safeguard your personal information. This privacy policy explains what to expect when you interact with us or use our services.

1. Who We Are

Data Controller: Digital Commons Limited

Contact Information:

  • Email: hello@digitalcommons.coop
  • Postal Address: Makespace Oxford, 1 Aristotle Lane, Oxford, Oxfordshire, OX2 6TP

Data Protection Officer: Kate Swade

  • Email: hello@digitalcommons.coop
  • Post: Please mark envelopes 'Data Protection Officer'

2. Information We Collect

Information You Provide Directly

We collect personal information when you:

  • Register for our tools and software services (including Land Explorer, MykoMaps and any other websites and tools we maintain)
  • Subscribe to our newsletter
  • Register for or attend events
  • Contact us with enquiries
  • Apply for employment, freelance positions, or secondments
  • Represent your organisation in dealings with us

Typical information collected includes: name, email address, organisation name, job title, and any information you choose to provide in communications.

Information We Receive Indirectly

We may also receive information:

  • Through metadata in our tools and software services
  • When someone provides your details as an emergency contact or referee
  • Through publicly available sources when we have a legitimate business interest (e.g., researching potential partnerships or ongoing business relationships)

Information Collected Automatically

When you visit our tools and software services, we may collect:

  • Standard internet log information
  • Website behavior patterns
  • Anonymous search queries and results

3. How We Use Your Information

Legal Basis for Processing

We primarily process your data under:

  • Legitimate Interests (Article 6(f) UK GDPR): When necessary for our business operations and your interests don't override ours
  • Consent (Article 6(a) UK GDPR): For specific purposes like newsletter subscriptions
  • Contract Performance (Article 6(b) UK GDPR): When necessary to provide services you've requested

Purposes of Processing

We process your information to:

  • Provide and improve our software services
  • Request feedback on our services
  • Send relevant news, updates, and research (with your consent)
  • Organise and manage events
  • Conduct business communications and respond to enquiries
  • Manage employment and contractor relationships
  • Maintain website security and functionality
  • Analyse and improve our services

4. How We Share Your Information

Third-Party Processors

We use trusted third-party services to help us operate, including:

  • CRM and Database
  • Cloud Storage: Google Drive (password protected)
  • Email Services: Buttondown, WebArch, Sendgrid, team mail clients
  • Website Analytics: Third-party analytics tools (anonymised data only)

We have contracts with all processors ensuring they:

  • Only process data according to our instructions
  • Keep your data secure
  • Don't share your data with others
  • Retain data only as long as necessary

International Transfers

Some of our processors are located outside the EU/UK (primarily in the USA). When this occurs, we ensure appropriate safeguards are in place to protect your data in accordance with UK GDPR requirements.

Legal Obligations

We may share information when legally required, such as:

  • Court orders
  • Legal proceedings
  • Regulatory requirements

We will never share your information with third parties for direct marketing purposes.

5. Your Data Protection Rights

You have the following rights regarding your personal information:

Right of Access

Request copies of your personal information. Some exemptions may apply.

Right to Rectification

Request correction of inaccurate or incomplete information.

Right to Erasure

Request deletion of your personal information in certain circumstances.

Right to Restriction

Request limited processing of your information in certain situations.

Right to Object

Object to processing based on legitimate interests or for direct marketing.

Right to Data Portability

Request transfer of information you've provided to another organisation (applies only to automated processing based on consent or contract).

Exercising Your Rights

  • No fee required to exercise your rights
  • We respond within one month
  • Contact us at hello@digitalcommons.coop to make a request

6. Cookies and Website Analytics

Analytics

We collect anonymous analytics to understand:

  • Number of website visitors
  • Popular sections of our site
  • User behavior patterns

We do not attempt to identify individual visitors and process this data anonymously only.

Cookies

We use cookies for:

  • Essential website functionality and security
  • Analytics (with implied consent and opt-out)
  • Improving user experience

Our cookie implementation aligns with GDPR consent standards while ensuring necessary functional cookies remain active.

Search Functionality

Search queries on our website are logged anonymously to improve functionality. No personally identifiable information is collected.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

  • Password protection
  • Secure data storage
  • Access controls
  • Regular security reviews

8. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy or as required by law. Retention periods vary depending on the type of data and purpose of processing.

9. Automated Decision-Making and Profiling

We do not use automated decision-making. We may occasionally profile data for marketing purposes to identify customers with similar interests, but this does not result in automated decisions affecting you.

10. Links to Other Websites

Our website may contain links to other organisations' websites. This privacy policy applies only to Digital Commons Coop. We encourage you to read the privacy policies of other websites you visit.

11. Changes to This Policy

We regularly review and update this privacy policy. When we make significant changes, we'll update the "Last Updated" date at the top of this document.

12. How to Complain

We take your privacy seriously and aim to process your information to high standards.

If you have concerns:

  1. Contact us first at hello@digitalcommons.coop
  2. If you remain dissatisfied, you can complain to the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection

ICO Contact:

  • Website: ico.org.uk/make-a-complaint
  • Telephone: 0303 123 1113
  • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

13. Questions?

If you have any questions about this privacy policy or how we handle your personal information, please contact us at hello@digitalcommons.coop.

Digital Commons Coop is committed to the cooperative principles of democracy, transparency, and member participation. We extend these values to how we handle your personal data.