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Library service
Privacy notice

Last updated: 15 June 2018

The following privacy notice sets out how we use and protect any information that you give the Warwickshire Library Service, in particular the personal and sensitive information relation to library members held on our library management system (LMS).

It should be read in addition to the council’s overall Customer Privacy Notice.

Purpose for processing

We require this information to enable the delivery of a physical and electronic lending and reference based library service to our members. This includes sending courtesy notifications relating to items out on loan, or requested, and to process fines in relation to late returns.

Personal information collected and lawful basis

We may process the following personal information:

  • Personal details including your name, date of birth, gender
  • Contact details, such as home address, phone number/s, email address, and guarantor details if applicable.

To enable us to deliver targeted services and provide concessionary entitlements, we may also process some special category (sensitive) information, such as visual or mobility impairment; learning difficulties; and/or personal circumstances such as foster child, home educator, foster carer, childminder, carer, young carer.

Where we take photographs of children enjoying library activities or events we will obtain written parental consent prior to any photographs being taken.

We deliver this service as a task carried out in the public interest, following Warwickshire County Council’s libraries byelaws made under section 19 of the Public Libraries and Museums Act 1964. Please also see our policies.

Who we may share your information with

We may share your information with our systems supplier or Warwickshire County Council’s (WCC) support services in order to administer the system. WCC’s Customer Service Centre team and community managed libraries supported by WCC have restricted access to our system. Your information could also be shared where we are legally required to do so.

How long we will hold your information

Your information is held for as long as you remain a member. You can ask to cancel your membership at any time and providing no monies are owed the membership record is deleted.

Members are notified by email to renew their membership every two years. Where emails are undeliverable, memberships are deleted. Memberships that are not renewed are deemed to have expired and are deleted within 2 years of expiry unless the member has been active (using the service) within the last 365 days when it is renewed for a further year.

Please note: all stated retention periods will be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention.

Your information rights

Find out how to access your personal information

For rectification, objection, restriction or erasure of your personal information – contact us by email at: [email protected]

More general information on how we process your information. This includes contact details for the Data Protection Officer and if you have a complaint about your information rights.