Library Events and Activities Booking Privacy Notice
This privacy notice explains how we use personal information when delivering library events and activities that require advance booking.
Cheshire West and Chester Libraries use the TicketSource online booking platform to publish events and manage bookings for library activities. This includes both free events and events where a charge applies.
Where an event is free, no payment information is collected by us. Where an event requires payment, TicketSource collects payment details and applies a service charge in line with its own terms and conditions. This notice explains what personal information is used, why it is used, who it is shared with, and how long it is kept.
What information we collect, use, and why
When you book a library event or activity, we collect a small amount of personal information so that we can manage bookings, communicate with you about the event, and record attendance.
Personal Data
We collect the following personal data for library event bookings:
- First name and last name:
To identify you on the event attendance list and confirm your booking. - Email address or telephone number:
To contact you about the event, including confirmations, reminders, cancellations, or changes to event details.
Where appropriate, we also use your email address to request feedback after the event.
Only one method of contact (email address or telephone number) is required to book an event.
What is your personal information used for?
We use personal information collected through library event and activity bookings to:
- Manage event bookings and attendance:
To record bookings, produce attendance lists, and confirm your place at a library event or activity - Communicate with you about events:
To contact you with booking confirmations, reminders, cancellations, changes to event details, or other essential information relating to the event you have booked - Evaluate and improve library services:
Where appropriate, to invite you to provide feedback about an event or activity so that the library service can review and improve its offer
Personal information is used only for these purposes and only for as long as necessary to manage the event and related follow‑up, in line with this privacy notice and our records management policies.
Who do we share your personal information with?
We share personal information only where it is necessary to deliver library events and activities and to manage event bookings.
Information is shared with the following organisation:
TicketSource
TicketSource provides the online events listing and booking platform used by our Libraries. TicketSource processes personal information on behalf of us to manage event bookings, issue confirmations, and support event administration.
Where an event requires payment, TicketSource also processes payment details in line with its own terms and conditions. We do not receive or store payment card details for paid events.
Personal information is not shared with other organisations for marketing or unrelated purposes.
All information shared is limited to what is necessary for event booking and administration and is handled in accordance with data protection legislation.
Data Processors
We use TicketSource as a data processor to support the delivery of library event and activity bookings.
TicketSource processes personal information on behalf of us and in accordance with our instructions, to manage event listings, bookings, and attendee administration. TicketSource stores the information securely and is contractually required to comply with data protection legislation.
We remain the Data Controller and are responsible for determining why and how personal information is used as part of the library events booking service.
The Lawful Basis for Processing
We process personal information to deliver library events and activities that require advance booking.
Personal Data – UK GDPR Article 6
We process personal data under the following lawful basis:
UK GDPR Article 6(1)(b) – Contract
Processing is necessary for the performance of a contract with you, or in order to take steps at your request prior to entering into a contract.
When you book a library event or activity, we use your personal information to:
- register your booking,
- confirm your place at the event,
- communicate essential information about the event, and
- manage attendance on the day.
Without this information, we would be unable to provide the booked event or activity.
Retention Period
We retain personal information collected for library event and activity bookings only for as long as it is necessary to manage the booking, deliver the event, and deal with any follow‑up queries or complaints.
In practice, this means:
- Library event booking records:
Personal information relating to event bookings, attendance lists, and related correspondence is retained for 1 year from the date of the event.
This retention period supports:
- administration of events,
- handling cancellations or enquiries,
- responding to feedback or complaints, and
- audit of bookings where required.
When the retention period expires, personal information is securely deleted or anonymised in accordance with our records management policies.
Your Rights
The UK GDPR provides you with 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 our 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