NEWHAVEN SHARING LIBRARY - RULES OF MEMBERSHIP

Last updated 24th May 2023

DEFINITIONS:

Newhaven Library of Things (or ‘NLoT’, ‘we’, ‘us’ or ‘our’) is the membership-based lending project run by the Newhaven Green Centre CIC (Community Interest Company, no. 13924774)

Member (or ‘you’, ‘yours’) is any person with an account held on the Newhaven Library of Things website (https://newhavengreencentre.myturn.com)

Thing is any object or piece of equipment available for loan from the Newhaven Library of Things.

Borrowing is the act of borrowing a Thing from the Newhaven Library of Things and returning it on the stated return date.

JOINING & MEMBERSHIP

Only Members are able to borrow from Newhaven Library of Things.

To become a Member, you must:

1. be aged 18 or above

2. give your personal details: full name, current postal address (including your postcode) and a valid email address so that we can contact you

3. accept and sign the Newhaven Library of Things Rules of Borrowing (this document)

4. provide photo ID and proof of your current address on your first visit

BORROWING

Things must be reserved and renewed via the Newhaven Library of Things website (https://newhavengreencentre.myturn.com), and collected and returned as detailed on that website.

Member Responsibilities

You are responsible for:

1. Bringing Things back on time, so the next member isn’t kept waiting.

   You must return all borrowed Things to the Newhaven Library of Things as detailed on the website (https://newhavengreencentre.myturn.com).

   You can change the Return Date by logging into your account of the Newhaven Library of Things website and renewing the Thing. This is only possible if:

• There are no reservations made by other Members starting on or before your new proposed Return Date

  and

• You make the change before closing time on the stated Return Date. If you have difficulties with this, you should contact us before the closing time stated on the Return Date

All Things returned late will incur a late fee of £1 per day late. These fees will accrue on your account and you will be charged when you return the Thing. You will receive notifications reminding you the Thing is overdue.

If you do not return the Thing after 1 week of your Return Date, the Thing will be considered a Non-Return and you will be charged up to the full replacement cost of the Thing. We will notify you in writing and issue a bill for any replacement fee.

You agree that Newhaven Green Centre can charge your card for any late fees or replacement cost incurred.

1. Bringing Things back clean

   If the Thing is returned to Newhaven Library of Things in a state that causes an unpleasant experience for the next Member, we reserve the right to charge you a Cleaning Fee determined by Newhaven Library of Things, or ask you to take the Thing away to clean it.

   You agree that Newhaven Library of Things can charge your card for a Cleaning Fee

2. Cancellation of reservations

   If you no longer need to borrow an Thing or cannot fulfil a reservation, you agree to cancel it via the website or by emailing with at least 24 hours’ notice

3. Keeping Things safe

   If you have a problem returning the Thing, please contact us immediately. If you lose the Thing or it is stolen from you, we will consider it a Non-Return and can charge you up to the full replacement cost of a new Thing.

   You agree that Newhaven Green Centre can charge your card for the replacement cost incurred.

4. Returning Things in the same condition that they were issued

   All Things must be returned in the same condition (or better) than they were issued, barring normal wear and tear.

   You agree to pay for any loss or damage to Things borrowed by you, and further agree to accept Newhaven Library of Things’s assessment of the condition of an Thing and further agree to Newhaven Library of Things’s assessment of fair restitution for damage, dirtiness, delinquency and/or loss of the Thing in part or total.

5. Using Things in a safe and proper manner

   You agree to use any Thing you borrow for the job it is intended to do, taking appropriate safety precautions and wearing personal protective equipment at all times when using an Thing that requires this.

   Newhaven Library of Things recommends using a circuit breaker for any Things that get plugged into mains electricity.

6. Familiarising yourself with how to use the Thing

   Before using the Thing, you will read any available manual or ‘how to’ guide, watch YouTube (or other) instructional videos or ask one of our volunteers for help.

   Please note, NLoT volunteers may not always be able to assist with this familiarisation.

7. Visually checking Things before borrowing and using them

   You are responsible for visually inspecting any Things you borrow before use. For example, you should check the wires and plug of any electrical Things for visible damage.

8. Immediately stopping use of an Thing if it becomes unsafe, or in a state of disrepair

9. Telling Newhaven Library of Things immediately about any accidental damage to Things

   You must tell us immediately if any Things you are borrowing suffer any accidental damage, so that we know whether the Thing is safe for the next borrower.

   We will not charge you for ‘wear and tear’ or reasonable use, so long as you report it straight away. Where a Thing has been used inappropriately or unreasonable damage has been caused, Newhaven Green Centre may charge you a repair fee of up-to the full replacement cost (at our discretion on inspection of the Thing).

   You understand that Newhaven Library of Things is not responsible for any manufacturing defects in quality of workmanship or materials inherent in any borrowed Things.

You agree to:

1. not pass on borrowed Things

   Newhaven Library of Things only lends Things to its Members, and all loans are arranged via our website. You agree not to lend or rent Things to any other third parties, whether or not they are Members in their own right. If you do so, you may have your Library membership cancelled.

2. not use Things for professional use

   You agree not to borrow Things from Newhaven Library of Things to do work for which you are charging a fee to a third party. If you do so, you may have your Library membership cancelled.

3. bring ID when you collect Things

   You agree to bring ID with you when you collect any Things from us, otherwise we may not be able to loan you the Thing.

   You may arrange for someone to collect Things on your behalf, but you must let us know and give us their name at least 24 hours in advance via email. That person will have to bring ID with them to collect the Thing.

4. provide credit or debit card details

   You agree that your bank card details may be securely stored via encryption on our Stripe system in order to process transactions and to act as a security deposit. Stripe has been audited by a PCI certified auditor and is audited to PCI Service Provider Level 1. This is the most stringent level of certification in the payments industry.

Newhaven Library of Things Responsibilities

Newhaven Library of Things is responsible for:

1. Taking reasonable action to ensure the quality and safety of its Things, including as a minimum:

• Sourcing brand new or fully fully functioning second-hand Things that have passed a PAT test within the last 12 months (where applicable)

• Carrying out regular checks and inspections on Things

• Carrying out PAT tests on all electrical Things at least once per calendar year

• Alerting members to use appropriate personal protective equipment & recommending the Member wear this at all times when using the Thing (see Member Responsibilities )

1. Taking reasonable action to enable the Member to learn how to use Things in a safe and proper manner including:

• making available digital copies of how-to guides and manuals for Things where accessible. In many cases there may be no such documentation available, so you must take responsibility for finding out yourself how to use the equipment in a safe and proper way

• reminding Members to stop using Things and to report any damage or repair immediately on noticing anything unusual (see Member Responsibilities )

• referring to YouTube videos or other media

• arranging occasional ‘How To’ workshops for more complex Things, at Newhaven Library of Things’s discretion.

1. Handling any issues and complaints relating to borrowing in a timely and sensitive manner

2. Storing all Member data as securely as reasonably possible, handling data sensitively and ensuring our data handling is compliant with the General Data Protection Regulation (GDPR) and other data protection laws. Please see the NGC document ‘Collection, storage & protection of data’ for more information on how we do this.

COMMUNICATING WITH YOU

Members of the Newhaven Library of Things may receive some communications from us, including:

1. reservation, check-out and check-in receipts each time you reserve and borrow

2. a welcome email with information on how borrowing works

3. occasional service updates

You can let us know via the Contact Us page on the website or via email if you don’t want to receive updates.

CANCELLATION

If you no longer want to be a Member of the Newhaven Library of Things, email us to tell us this and we will cancel your membership and delete all of your personal data within 5 working days.

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THE LEGAL BIT

“I affirm that the information that I have provided on the Membership Application is current, true, and correct. I understand that this information may be subject to verification.

I have read and fully understood the Newhaven Green Centre CIC’s data policy.

I have read and fully understand the Newhaven Library of Things’s Rules of Borrowing (this document) and I understand that failure to comply with any of these rules may result in revocation of my membership.

I agree to indemnify and hold harmless Newhaven Library of Things and its parent organisation Newhaven Green Centre CIC, their officers, agents, and employees for any and all liability, loss, claims and demands, actions or causes of action for the death and injury to any people and for any property damage suffered or incurred by any person, which arises in any way from the use of Things you are borrowing

I understand that this document forms a legally binding contract between me and Newhaven Green Centre CIC.”