Privacy notice for Library and Information Services 

What do we use the information for?

The East Riding Library and Information Service (LIS) collects, processes and holds your personal information in order to provide our services effectively.

• To access local studies collections and library equipment
• To reserve places at local and authority wide activities and events such as the literature festival, Cuppa and a Chorus singing sessions and author talks
• To borrow stock
• To access computers and the internet.

We also use information to improve our services so that they are more appropriate to people’s requirements.

What information do we hold and use?

 We collect and process the following information:

• Personal information (including full name, full residential address and date of birth)
  
• Location data (including postcode and telephone number)
• Characteristics (such as title Mr, Mrs, Ms, Reverend etc.)
• Contact details (including email).
  

As a member of the LIS, we also hold and use the following information:

• Information relating to your borrowing history
  
• Information relating to any charges paid/owing. 

On what grounds do we use the information?

We process personal data for the following reasons:

• GDPR Article 6(1)(a) – the data subject has given consent to the processing of his or her personal data for one or more specific purposes
• GDPR Article 6(1)(b) – processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract. 

How do we collect this information?

Depending on how we are contacted, we may collect information in the following ways: 

• Paper, electronic or online forms
• Website
• CCTV
• Use of audio monitoring equipment
• Email
• Telephone
• Face-to-face.

Who we share your information with?

We may disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies including the police and other local authorities.

The reasons why we may share your data with other public bodies are as follows:

• To protect vulnerable adults who may be at risk of harm or abuse
• To improve our understanding of your needs to enable us to inform you of other relevant services
• To monitor and improve our performance and delivery of services
• For the prevention and or detection of crime
• Where necessary to protect individuals from the risk of harm or injury
• Where otherwise permitted under the General Data Protection legislation.

We will only disclose your sensitive or confidential information to a third party if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.

How long do we store it and is it secure?

We have retention schedules in place to ensure that information is only held for as long as it is needed.

Any membership not used for three years will automatically be deleted, unless there are outstanding loans or money owing on the account, in line with the LIS retention schedules.

LIS are part of the “Tell us Once” scheme whereby, if we are informed via this system that a member has died, their account is deleted. Any outstanding fines are waived and items still on loan will be marked as missing.

We will not keep your information for longer than is required to by law.  Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.  

For information on how long your information will be held, visit the retention page.

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have are outlined on the data protection rights page.

In most cases, people who have used the LIS will be covered by the following rights:

• The right of access - you are entitled to see the information the service holds about you
• The right to rectification - we will amend the information accordingly, if any information that the service holds about you is incorrect
• The right to restrict processing - you may wish to limit how we use your data
• The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of you data for certain actions.
• The right to erasure/right to be forgotten - in certain circumstances, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis.

To exercise any of your above rights, please visit the data protection rights pages for more information.

Where can I find out more?

If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance.

Contact details are available on the general privacy informationpage. 

Alternatively, you can contact the Information Commissioner’s Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices

Information Commissioner’s Office (external website)

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 9 December 2020.