Libraries

​Introduction

Northamptonshire Libraries and Information Service (NLIS) is part of the First for Wellbeing CIC (FfW) and provides a library service on behalf of Northamptonshire County Council (NCC). With new 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, overdues and item reservations) and our marketing email service (for events, promotions and newsletters from NLIS 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 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.

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 the Summer Reading Challenge
  • Group library membership which entitles the group to the equivalent of full individual library membership
  • Virtual individual library membership (for aged 16 and over only) 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
  • Universal Children's Centre Services
  • 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

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, sex and religion/belief
  • Friends status
  • We will also hold transaction information: loan history and payments
  • 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 (aged 16 and over only)

  • Personal details: title, full name, date of birth, but not address or postcode details
  • Communication details: email address (for library notifications and marketing purposes where requested), date of consent and telephone numbers
  • Equalities monitoring details (optional): disability, ethnicity, sex 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 only held locally, for library notifications and marketing purposes

For services that don't require a library membership

Free Wi-Fi

  • Open access libraries: Consent to our terms and conditions is required, but no personal data is required
  • Password access libraries: Consent to our terms and conditions is required, and details for under18s are required: name, date of birth, home address, Guarantor's name and telephone number, their school and Head of Year and their Device

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 and IP Centre Northamptonshire sessions

  • Evaluation form shared with the British Library which asks for:
    • Company name, name, business / home address, postcode, email, telephone, age, ethnicity, sex, employment status, business status, no of employees, industry sector, consent options and signature and date

Universal Children's Centre Services (CCS)

  • Attendance at events the following personal details will be asked for:
    • Personal details of the child: title, full name, date of birth, address, post code
    • Equalities monitoring: Sex,
    • Accompanying parent or carer: full name, relationship to child, their date of birth of Birth, their postcode if different
    • Checked against Capita system for CCS registered children and attendance recorded
  • 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 (NCC printed publications and / or NCC social media), and name and age of child
    • Permission ceases after 12 months

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, sex, religion or belief, sexuality (over 18s only), marital status
    • 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 NCC systems

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

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 NCC 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 (NCC printed publications and / or NCC social media), and name and age of child

Use of photos of children over 5 and adults

  • 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

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

Who will be using your data?

The Data Controller is First for Wellbeing until September 2018 when it will be Northamptonshire County Council.

The Data Protection Officer is the same for First for Wellbeing and Northamptonshire County Council and can be contacted at DPO@northamptonshire.gov.uk 

Please use this email address for all your Data Protection queries relating to Northamptonshire Libraries and Information Service.

To deliver and provide system access to the different services that NLIS offers we have to share some of your personal information with our suppliers (who are our data processors):

  • Bramble Hub (sub contracted to Axiell UK)
  • Lorensbergs
  • Bibliotheca
  • Network Integration Technologies
  • LGSS IT
  • Bolinda
  • W. F. Howes

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.

Our legal basis for using your personal data is under a legal obligation, the Public Libraries and Museums Act 1964.

Who else might we share your data with?

Our partners that work for First for Wellbeing and Northamptonshire County Council.

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

British Library for users of the Business and IP Centre Northamptonshire.

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

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

Further information and contact details

Further information about GDPR can be found on the ICO website.

If you have concerns over the way we are asking for or using your personal data, please raise the matter with our Data Protection Officer by the following means:

​Postal address​Data Protection Officer, BI&PM, Northamptonshire County Council, One Angel Square, Northampton, NN1 1ED
​Email

dpo@northamptonshire.gov.uk

​Phone number​01604 368 360

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