Library and Community Centre room bookings privacy notice
This privacy notice is designed to help you understand how we use personal information when delivering our room booking service. It includes the services covered, the information we will use to deliver the services, who we will share it with, and how long we will keep it.
Cheshire West and Chester Council provide rooms in libraries and community centres which are available to hire by the public. This online booking system allows users to check availability, make enquiries, book and pay for rooms they wish to hire.
What information we collect, use, and why
Whenever you get in touch with us either in person, by phone or online, we need to collect certain information to ensure we can provide the best possible support. This information helps us identify you, understand your needs, and tailor our services accordingly. We categorise the information we collect into three main types: personal data, special category data, and criminal data.
Personal Data
We collect the following personal data to deliver our services:
To identify and communicate with you.
To verify your identity and eligibility for certain services.
To manage payments.
What is your personal information used for?
We use your information to:
- To enable us to provide the room booking services
- To create statistics which help us to see how our services are being used and how they should be funded.
Who Do We Share Your Information With?
We share your information only when necessary or required by law. This includes sharing with the following organisations for the reasons outlined below:
- Kajima Community Limited: the provider of the room booking system
By sharing your information with these organisations, we aim to provide you with comprehensive and coordinated support, ensuring your needs are met effectively and efficiently.
Data Processors
We use data processors to support our activities and ensure efficient service delivery. These data processors include:
- Kajima Community Limited: the provider of the room booking system
By using these data processors, we aim to enhance our service delivery, ensure the security of your information, and provide you with the best possible support.
Data Controller
Cheshire West and Chester Council and Kajima Community Limited are the Data Controllers for this processing.
The Lawful Basis for Processing
Most of the personal information we collect is provided by you. Under Article 6 of the UK GDPR, we rely on the following lawful bases for processing your personal data:
- Contractual Obligation (UK GDPR Article 6(b)): We need to process your data to fulfil a contract we have with you.
Retention Period
We will only use your personal information whilst delivering the service to you and to deal with any questions or complaints that we receive about this unless the law requires us to keep it for a longer period. In practice, this means that your personal information will be retained for the relevant period listed below dependant on our involvement with you:
- seven years from the date of your last use of the service
If we need to use your information for statistics or reports, your information will be anonymised.
Your Rights
The UK GDPR provides you with a several rights to control what personal information is used by us and how it is used by us.
Further guidance about these rights can be accessed from the Information Commissioner’s Office (ICO) website
If you are not happy about the way your personal data is being used, or you require further information about how we process your personal data, you can contact Council’s Data Protection Team:-
- Online: Contact the DPO
- By post: Data Protection Officer, The Portal, Wellington Road, Ellesmere Port, CH65 0BA
You also have the right to complain to the Information Commissioner’s Office using the following details:
- Website: Information Commissioner's Office (ICO)
- Instant Message: Live Chat
- By post: The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Telephone: 0303 123 1113