Libraries privacy notice
This privacy notice is designed to help you understand how we use personal information when you access our library services. We have set out below the services types, the information we may use to deliver the services, who we may share it with, and how long we will keep it.
Who will own my data once I submit it?
We will own your data once it has been submitted.
Why do you need my information?
Our library service requires your name, address, telephone number, email address and date of birth so that you can be a member of the library service and can borrow material and use resources. We use your information to:
- ensure you have the relevant type of library card for the items borrowed e.g. pre-school child, junior, adult
- record borrowing of items, including books and DVDs, and to log any charges incurred
- allow and record access to our public computers or Wi-Fi
- allow and record access to our eResources and online catalogue
- book an event or request
For those entitled to reduced charges/concessions proof of entitlement to specific welfare benefits is required.
We will use your information to contact you about borrowed items if they are due for return or overdue. We will also contact you about items you have reserved.
With your consent we will contact you by email to let you know about events and activities happening in libraries and any news about the service. We may contact you to let you know of any unplanned closures or loss of service.
We will use your information anonymously for statistical purposes to enhance the service.
The lawful basis for the processing
Most of the personal information we process is provided to us directly by you, under the Data Protection Act 2018, the lawful bases we rely on for using your personal information are:
- you gave us your consent (UK GDPR Article 6 (a) – e.g, you booked an appointment or applied to be on our mailing list
- we have a contractual obligation with you (UK GDPR Article 6 (b) – e.g. you have purchased tickets or other goods and services
- we need it to perform a public task (UK GDPR Article 6 (e) – e.g you have accessed a library service as defined by the Public Libraries and Museums Act 1964
When we collect data about your race, ethnic origin, we also rely on the following lawful basis:
- we need to collect it for Substantial Public Interest in order to comply with UK legislation (UK GDPR Article 9 (2) (g) – e.g to ensure we abide by the Equality Act 2010 provisions
Who will my information be shared with?
Your information will be accessible by library service staff working for us and for Cheshire East Councils. It will also be accessible by named school library staff at two high schools where there are public libraries. Your information may be shared with law enforcement agencies on request.
In some circumstances your personal details may also be disclosed to our other employees. This can happen when other departments are required to help us provide the services you have requested or when it is necessary to answer an issue you have raised that is beyond our expertise.
Your personal information will not be disclosed to third parties unless required by law.
Do I have to provide this information and what will happen if I don't?
If you want to be a library member then you need to provide your personal information. If you do not provide your information then you will not be able to borrow library items, access our online resources or use our IT resources for free.
You can choose to cancel your library membership and have your information deleted at any time by contacting us via email, phone or in person. If there are outstanding loans or charges on your account we may not be able to delete your information immediately.
Consent to receive marketing and notification emails is optional and you can withdraw consent for this at any time with no impact on your membership. Consent can be withdrawn at any time by contacting us via email, phone or in person.
How long will you keep this data for and why?
We will keep your information for a maximum of three and a half years. In order to keep your information up to date all memberships expire after two and a half years to enable us to check your information. Your information will not be deleted at this point.
If you do not used your library membership for 12 months after it has expired we will delete your membership and information. If you have outstanding loans or charges on your account then this period will be longer.
If you renew your account on expiry and continue to use it we will keep your information for as long as you are an active user of the library service.
How will my information be stored?
Your information will be stored on our web-based Library Management System - Koha which staff access via an individual username and password.
Under data protection law, you have rights including:
- your right of access - you have the right to ask us for copies of your personal information
- your right to rectification - you have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- your right to restriction of processing - you have the right to ask us to restrict the processing of your information in certain circumstances
- your right to object to processing - you have the right to object to the processing of your personal data in certain circumstances
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
To make a request, follow the instructions on our Data Protection for you page.
Who can I complain to if I am unhappy about how my data is used?
You can complain directly to our Data Protection team online or by post.
- By post: Phil Orchard, Data Protection Officer, HQ, Nicholas Street, Chester, CH1 2NP
You also have the right to complain to the Information Commissioner’s Office using the following details:
- By post: The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Telephone: 08456 30 60 60 or 01625 54 57 45
Will this information be used to take automated decisions about me?
Will my data be transferred abroad and why?