Library Services privacy notice
This privacy notice explains the personal information we collect, the use we make of that data and to whom it may be provided. The notice also describes why the Council requires your data, and the legal basis for holding the data.
This privacy notice relates to the Staffordshire County Council’s (SCC) library service. It provides additional information that specifically relates to this particular service and should be read together with the Council’s Privacy Notice.
What personal information does the library service use?
The personal information used by the library service is as follows:
- Full name
- Address and postcode
- Date of birth
- Email address
- Telephone number
- Book requests and records of items you have borrowed
- Library membership number
- Library PIN
On occasion you may be asked for more sensitive information, commonly known as ‘special category personal information’. You do not have to provide this information if you do not want to, but we ask for these extra details because they help us to monitor and improve our services:
- Disability information for example in relation to concessions
If you visit our libraries, we may also capture CCTV images of you.
Where CCTV systems are installed, they are for the purposes of public safety and the prevention and detection of crime. We will only disclose CCTV images to third parties for the purposes of public safety and the prevention and detection of crime. This may include prosecutions in court and identification of offenders in investigations.
CCTV images are held by Staffordshire County Council for 30 days. The CCTV images are recorded in real time onto a secure CCTV locked, stand-alone system, managed by SCC.
Self Access Libraries and CCTV
Some Staffordshire libraries may offer Self Access (unstaffed) time. During such time, a Third Party may be monitoring CCTV cameras. In Stafford this will be via Stafford Borough Council CCTV Control Room.
SCC remains the Data Controller of the CCTV footage, and the purposes of the installations, and the reasons for disclosure of images remain the same, as stated above under CCTV section.
In addition, footage may be used to ensure only registered Self Access library members and authorised persons gain entrance to the library and that the Customer Agreement is being adhered to.
What is your personal information used for?
The information you provide is administered by employees of the Staffordshire County Council’s Libraries & Arts Service and trained volunteers, who deliver the library service for our Community-Managed Library partners. When you join the library, the personal information you provide us is entered into our electronic Library Management System.
Your personal information is used to:
- Set up your library account, so you can use the library facilities
- Provide the library services you have subscribed to
- Send you information relating to your account e.g. notifications about requested or overdue items
- Keep and maintain our membership records
- Record and administer library charges
- Contribute to analysis of library users to monitor and improve services, including occasional work with external third parties, who help cultural organisations to build audiences. Individuals would not be personally identifiable from this information
- Contact you about upcoming events and activities being hosted by libraries and third parties at our libraries (only with your consent)
What is the lawful basis we are relying on?
We only use your personal information where it is necessary to perform our public tasks by providing and maintaining the library service under the Public Libraries and Museums Act 1964 (Article 6(1)(e) of the General Data Protection Regulation (GDPR)).
We also send out promotional or marketing information to library users about upcoming events if you have consented to this (GDPR Article 6(1)(a)).
There may be circumstances where we are required to use your information by law (GDPR Article 6(1)(c)), or to protect someone in an emergency (GDPR Article 6(1)(d)).
Where you have provided us with any special category information, we will only use or share this information if you have given explicit consent to do so (GDPR Article 9(2)(a)).
Who will we share your personal information with?
Staff and volunteers of Staffordshire County Council’s Libraries & Arts Service, who deliver, support and manage the service, have secure access to your personal information. In some circumstances, and with your consent, your personal details may be shared with our external database and service providers, but only to help us resolve an issue or provide a service you have requested us to investigate.
On occasion we may need to provide limited details to our partner organisations to assist you with subscriptions or services you have signed up for with the library service (for example access to e-books or subscription services).
In order to carry out analysis of who uses the library service, we may work with external third parties who help cultural organisations to build their audiences and extend their reach. The analysis would only rely on generic postcode data to gain information about where library users are visiting us from. Individuals would not be personally identifiable from this information.
There may be certain circumstances where we would share personal information about you without your consent. For example, where we are required to do so by law (GDPR Article 6(1)(c)), and in emergency situations (GDPR Article 6(1)(d)).
How long is your information kept?
Library memberships are usually valid for six years (some categories do expire sooner), but you can contact the library at any time to delete a membership. When memberships expire, if they are clear of outstanding loans and fees, they will be deleted 12 months after expiry.
How we manage information - Staffordshire County Council provides detail on how long the council keeps data for.
Your personal information and your rights
Your rights apply to the information held by the Council as a data controller. To find out more about your rights in relation to the data we hold about you click here Your information rights - Staffordshire County Council
We may update this privacy notice from time to time.
If you have any questions or concerns about how we use your personal information, details of how to contact our Data Protection Officer (and information in regards to the Information Commissioners Office) is linked below:
How to contact us - Staffordshire County Council.