Doncaster Libraries - Privacy Notice
This Privacy Notice sets out what you need to know about how Doncaster Libraries will use your information when you become a library member.
The City of Doncaster Council (the Council) is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us.
What information about you do we collect?
• your name
• address
• date of birth
• contact number
• email address
• gender
And the following special category data:
• ethnicity
• information about your physical or mental health
How do we collect information about you?
How will your information be used?
• process you application for individual library membership for an adult or a child
• create a user account to facilitate loaning of library materials
• maintain records of borrowing history
• provide specialist services for members with a disability – e.g. services for the visually impaired
• to produce statistics for equality monitoring purposes
• provide online services, such as the ability to view your record and renew library materials
• manage and monitor free access to the internet via library computers, and charge for sessions after the two hour free service has ended
• provide a home library service
• record participation in reading challenges and other educational programmes
• provide services to book groups
• receive payments in relation to chargeable items
• make refund payments and credits in relation to chargeable items
• send marketing material to promote library services
• email you a reminder that your books either need renewing or returning
• to cancel your library membership
For the majority of these services, customers have to register to be a member of the library before being able to borrow books, eBooks, music and films, to attend events and to book and use the computers and other resources available.
The Legal Basis for using your information
Information required by contract (or information required to enter into a contract)
You are required to provide us with some of your information to receive this service. The consequences of not providing the information requested is that you would not be able to become a library member.
| Personal Data Activity | Legal basis - GDPR Article 6 | S8 DPA (delete as appropriate) | UK Legislation |
| (1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority | (c) the exercise of a function conferred on a person by an enactment or rule of law | Localism Act 2011
The Public Libraries and Museums Act 1964 |
| (1)(b) Because to do so is necessary to take steps at your request to enter into a contract for this service, or for the performance of a contract to which you are party. | N/A | N/A |
| Special Category Data Activity | Legal basis - GDPR Article 9 | DPA 2018 condition | Other considerations |
| (2)(g) processing is necessary for reasons of substantial public interest | Part 2 of schedule 1, (6) Statutory etc and government purposes | Care Act 2014 The Public Libraries and Museums Act 1964 Equality Act 2010 |
Consent and withdrawing consent
Who will your information be shared with?
We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For book loaning and online resource matters we may need to share your information with:
• Axiell Ltd who provide and maintain our library management system
• Doncaster Community library providers and their volunteers
• Lorensbergs who provide a public PC booking and Wifi Printing solution
The following third party online resource partners can be accessed using your library membership, the library will not share your personal data with them however it may need to be provided by you to access their services:
- Access to Research
- Ancestry Library Edition
- Borrowbox
- Cobra
- Public Information Online
- Find my Past
- Theory Test Pro
- Oxford Reference Online
- Doncaster Council - Life in Great Britain
If you access library services at Doncaster Royal Infirmary (DRI), this service will be provided by NHS employees. If you are an existing library member, they will access your details via City of Doncaster Council library systems. You can also join the library at DRI and NHS employees will carry out the membership process on behalf of the Council.
In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.
The Council will never sell your information to anyone else.
Transfers to countries other than the UK and outside of the EU
How long will we keep your information?
| Activity | Time information kept for |
| Create a user account to facilitate loaning of library materials Process your application for individual library membership for an adult or a child Maintain records of borrowing history Provide specialist services for members with a disability – e.g. services for the visually impaired Provide online services, such as the ability to view your record and renew library materials Manage and monitor free access to the internet via library computers, and charge for sessions after the two hour free service has ended Provide a home library service Provide services to book groups Receive payments in relation to chargeable items Make refund payments and credits in relation to chargeable items Email you a reminder that your books either need renewing or returning To cancel your library membership | 3 years after last activity on the account unless you are in credit/debit to the library service, your information will be retained until the account is cleared, up to a maximum period of 6 years. OR At the point you tell us you wish to cancel your library membership – provided your account is not in credit or debit. |
| Third party resource suppliers | Until you cancel your library membership, we cancel your library membership after 3 years of non-use or you unsubscribe to the resource. |
| Send marketing material to promote library services | Until you tell us you wish to opt out of marketing or your library account is cancelled |
| Record participation in reading challenges and other educational programmes | Until the end of the challenge or programme |
Your rights
• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them.
You can request information about yourself by making a subject access request on this page of the Council’s website.
Changes to this privacy notice
Data Protection Officer (DPO)
• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted by email at [email protected]
Complaints
Website: www.ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane Wilmslow, Cheshire, SK9 5AF
Downloads & Resources
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