Libraries privacy notice

1 Council contact details

1.1 West Northamptonshire Council
Registered Office:
One Angel Square
Angel Street
Northampton
NN1 1ED

Introduction

With changes to rules as part of General Data Protection Regulations (GDPR), we want to remind all our library users of our privacy policy and be even more transparent in how this affects you and the personal information you share with us.

We are committed to protecting the privacy of the personal information you share with us and the preferences you have given us regarding our notification email service (for pre-overdues and item reservations) and our marketing email service (for events, promotions and newsletters from Northamptonshire Libraries and partners). Being able to use your personal information and information about how you use our services helps us monitor, develop and enhance the services we provide for all users of Northamptonshire Libraries and Information Service (NLIS).

The policy below provides further information on what personal information we ask from you when you join our service and what we currently hold about you when you use our services or the services of our partners.

1.2 What service is being provided?

Services that require library membership

Full individual library membership which entitles you to
- borrow and hire library items
- use our online catalogue to renew, place reservations, pay your charges and reset your library PIN
- renew library items and reset your PIN via the council's Customer Service Centre
- self serve using our library kiosks
- download free e-books and e-audio
- access free online resources and premium online subscription websites
- required for the Library to You Service
- required for loaning of library tablets
- required for the Summer Reading Challenge
Group library membership which entitles the group to the equivalent of full individual library membership
Virtual individual library membership which only allows you to use our online and e-resources
Learning Resources for Education service membership which is the library service for schools and other children's education providers

Services that do not require library membership

Free Wi-Fi
Public computers and internet access
Copy and printing facilities from our public PCs or from our public guest printing service
Business start up and support sessions
Volunteering with NLIS
Volunteer or staff assisted self service for Blue Badge and Bus pass applications
Hiring space in the library
Selling craft items in the library
Activities provided by partners such as courses from the Adult Learning Service
General library use, participation in many activities and access to in-house collections, such as local and family history

2 Information that we hold

2.1 What information do we need from you?

For services that require library membership, we will enter your details into our Library Management System and you will be assigned a unique borrower number and PIN that will allow you to use the services below.

Full individual membership

personal details: title, full name, date of birth, address, post code
communication details: email address (for library notifications and marketing purposes where requested), date of consent and telephone numbers
equalities monitoring details (optional): disability, ethnicity, gender and religion/belief
we will also hold transaction information: loan history and payment
if you are under 16, we will also need the Personal and Communication details for your Guarantor as well as their relationship to you

Virtual individual library membership

personal details: title, full name, date of birth, but not address or postcode detail
communication details: email address (for library notifications and marketing purposes where requested), date of consent and telephone numbers
equalities monitoring details (optional): disability, ethnicity, gender and religion or belief

Group library membership

group details: organisation name, full name of representative, address, post code
communication details: email address (for library notifications and marketing purposes where requested), date of consent and telephone numbers
we will also hold transaction information: loan history and payments

Learning resources for Education Service membership

school or Provider details: school or provider organisation name only on Library Management System
communication details: email addresses for organisation, for library notifications and marketing purposes

For services that don't require a library membership

Free Wi-Fi

WiFi access in Council libraries: Consent to our terms and conditions is required

Public computers and internet access

consent to our terms and conditions is required, but no personal data is required

Copy and printing facilities from our public PCs

consent to our terms and conditions is required, but no personal data is required

Copy and printing facilities from our public guest printing service

consent to our terms and conditions is required, an email address is needed to receive the service

Business & IP Centre Northamptonshire sessions

online evaluation form facilitated by third party processor Reason Digital Limited (Impact) for the British Library
- Name, email, city/region, postcode, country, gender, age, ethnicity/cultural origin, disability, employment status, business status, industry sector, number of employees, satisfaction rating, how you heard about the event, consent options

Volunteering with NLIS

Application

personal details: title, full name, date of birth, address, post code
- communication details: email address for library notifications and marketing purposes, and telephone numbers
- equalities monitoring details (optional): disability, ethnicity, gender, religion or belief
- emergency contact details: full name and telephone number of nominated contact
- access to a car
- availability
- reasons for wanting to volunteer
- volunteer role
- library base
- referees
  - personal details: title, full name, date of birth, address and post code
  - communication details: email address
Active Volunteers Emergency Contact
- personal details: title, full name, date of birth, address, post code
- communication details: email address for library notifications and marketing purposes and telephone numbers
- emergency contact details: full name and telephone number of nominated contact
- volunteer role
- library base
- kept securely in hard copy at local library

Blue Badge applications in the library

volunteers or staff at your request may assist you to complete these applications and may therefore be aware of our personal details
Blue Badge applications are processed within the Council system

Bus pass applications

volunteers or staff at your request may assist you to complete these applications and may therefore be aware of your personal details
we may take your photo as part of this process
bus pass applications are processed within the Council system

Hiring space in the library - you will be required to complete a Service Level Agreement

personal details of lead contact: title, full name, address and post code
communication details of lead contact: email address and telephone numbers
signature
name and contact details for nominated Volunteer Keyholder if required

Selling craft items in the library - you will be required to complete a Crafters and Cabinet hire agreement

name of Company, address, postcode, VAT registration, Bank details, contact details, dated signature
hard copy kept securely at library
details entered on to Council finance system to enable payment to crafter

Activities provided by partners such as courses from the Adult Learning Service

may require details depending on organisation and funding requirements

General library use, participation in many activities and access to in-house collections, such as local and family history

no personal details are required

CCTV in libraries

Some of our Libraries have CCTV and you may be recorded when you visit them. CCTV is there to help security and protect both Library staff and Library users. Any footage that is captured on our CCTV will only be viewed by Library staff and law enforcement agencies when detecting and preventing crimes or for criminal investigations. Once the footage is not required it will be overwritten unless flagged for review for the reasons listed above.

Use of photos

Use of photos of Under 5s

permission in the form of a hard copy kept at the local library providing
- Parent or Carer name, address, telephone number, signature, date of consent, consent option (Council printed publications and / or Council social media platforms), and name and age of child

Use of photos of children over 5 and under 16

permission in the form of a hard copy kept at the local library providing
- Details of the activity involved
- Parent or Carer name, telephone number, signature, date of consent and name and age of child
- Consent option (Council printed publications and / or Council social media platforms)

Use of photos of adults (aged 16 and over)

permission in the form of a hard copy kept at the local library providing:
- Details of the activity involved
- Name, telephone number, signature, date of consent
- Consent option (Council printed publications and / or Council social media platforms)

3 How the information is obtained

3.1 Most of the personal information we process is provided to us directly by you

3.2 West Northamptonshire Council is legally required to provide a library service under the Public Libraries and Museums Act 1964. To provide this service efficiently and carry out this public task, we need your consent to hold and process your data. If you do not provide this we will be unable to provide a library service to you. We have a legitimate interest in holding your data for audit and quality control and to enable the handling of enquiries and complaints.

4 What we do with the information

4.1 What will it be used for and what gives us the right to ask for it and use it?

We collect your information to manage the services we or our partners provide for you:

to deliver services (either from NLIS or our partners) that are relevant to you as a library member or user
to develop and improve our services that we provide our library users
to manage, shape and grow the library service to continue to meet the demands of our library users
to prevent or detect fraud or crime
to monitor and research service delivery using anonymised personal data

If we wish to use your identifiable personal data we will seek your permission.

If we cannot use your data we would not be able to provide you with a library service

4.2 Who else might we share your data with?

Our partners that work for West Northamptonshire Council.

Police (only for the purposes of preventing or detecting crime or fraud).

British Library and third party processor Reason Digital Limited (Impact) or users of the Business & IP Centre Northamptonshire.

Anonymised and number based data may be shared with national organisations, other local authorities, other council services and partners.

Who will be using your data?

The Data Controller is West Northamptonshire Council.

To deliver and provide system access to the different services that Northamptonshire Libraries and Information Services offers we have to share your personal information with our suppliers and service partners (who are our data processors):

North Northamptonshire Council
Northamptonshire Community Managed Libraries
Axiell ALM Ltd
Lorensbergs
Bibliotheca
Hublet
MLL Telecomms
Canon UK
Bolinda
Overdrive
PressReader
Boolino
Wheelers
J S Peters and Son Ltd
Peters Ltd

5 How long we keep your information for and how we securely dispose of it after use

5.1 We keep your personal information for all aspects of processing by the Libraries Team in line with the council’s retention schedules.

5.2 We will securely dispose of your information in line with the council's retention schedules.

6 How we store your information

6.1 Your information is securely stored on the council’s systems in electronic format. The Council’s servers are based in the UK

7 Your data protection rights

7.1 The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 15 of the council’s Privacy Policy for further information.

7.2 Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

Our use of your data will be subject to the following legal rights

your right to be informed
your right to access your personal data
your right for us to rectify your personal data
your right to restrict our processing of your personal data

7.3 The right to withdraw consent (if applicable). You can ask that we no longer use your details for this [processing/groups of processing]. If you wish to exercise this right, please contact the Data Protection Officer detailed in section 8.1 below.

Who to contact

8.1 If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2 If you are still dissatisfied once you have contacted the Data Protection Officer, you have the right to complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

9 Changes to this privacy notice

9.1 Privacy notices are live documents, which will be updated or revised in line with legislation.

Last updated 06 July 2023