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The Library Service offers membership to anyone residing in the UK. The service offers book loans and downloads, hire of DVDs and CDs, events, mobile and home library services, inter-library loans, young people's reading schemes, reading groups, a music and drama loan service, a real-time chat enquiry service, meeting room hire and free PCs and Wi-Fi across Lancashire.
Whenever we use information, we always limit this to only the details that are needed and we ensure that it is used safely and securely. All staff receive training on data protection and information security and information is stored within secure IT systems.
Staff who are authorised to have access to the Capita Alto Library Management System and Lorensbergs Netloan PC booking and print release system or other records have been trained in using those systems and access those records via an individual user name and password.
You are able to sign up to receive email communications about libraries and related council services. You are able to specify your preferred notification method for overdue and reservation notices. The methods available are text, voicemail, email or post. Your preferred method can be changed at any time by contacting the library.
In order to comply with articles 13 and 14 of the General Data Protection Regulation (GDPR), where personal data relating to a data subject is collected, Lancashire County Council would like to provide you with the following details.
Our Data Protection Officer is Paul Bond. You can contact him at DPO@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ
We use your personal information to provide a library service to you, issuing you with a unique account and maintaining records of items that are issued to you and returned, as well as contacting you when required e.g. notifications about overdue and reserved items. We also maintain records if you have hired our facilities (such as meeting room hire) and if you have signed up to receive our e-marketing emails. The details we hold are your contact information such as name, date of birth, address and contact details, as well as details about the use of services, such as your library borrowing history and library finance information including paid and owed charges.
We record and store this information to help us to:
For those entitled to reduced charges and concessions, proof of entitlement to specific welfare benefits is required.
To receive our newsletters containing information about events and activities happening in Lancashire Libraries and news about the service, or other changes you might need to know about to improve or enable your visit please subscribe by completing the sign up form.
Subscribing for email communications is optional and you can opt-out at any time by completing the unsubscribe form.
a) Personal data (information relating to a living, identifiable individual)
The legal basis for processing your personal data, in accordance with Article 6 of GDPR for library users is;
Art 6 (1) (a): the individual has given clear consent for you to process their personal data for a specific purpose.
Art. 6 (1) (c): processing is necessary for compliance with a legal obligation to which the controller is subject.
Art. 6 (1) (e): the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
The legal obligation is imposed on Lancashire County Council as a library authority to provide a comprehensive and efficient library service for all persons desiring to make use thereof by virtue of the Public Libraries and Museums Act 1964.
The legal basis for processing your special categories of personal data in accordance with Article 9 (2) of GDPR is:
(a) The data subject or parent/guardian/carer has given explicit consent to the processing of this personal data.
(g) Processing is necessary for reasons of substantial public interest.
Special category personal data is being processed for the reason of (g) substantial public interest in the interest of Data Protection Act (2018) Schedule 1, Section 10, Part 2 (16) – Support for individuals with a particular disability or medical condition.
(j) Processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.
There are certain circumstances where we are required to share your personal information by law, to safeguard public safety, and in risk of harm or emergency situations. Any information which is shared will only be shared on a need to know basis, with appropriate individuals and only the minimum information for the purpose will be shared.
Members of the library service are asked to review their membership data every three years and confirm to a member of staff.
Lancashire libraries are part of the “Tell us Once” scheme. 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 are marked as missing.
Data about library users may also be used for business planning and research purposes by Libraries Services and the County Council Business Intelligence team, to understand demand and to improve our services. This will always be done in a way that does not identify individuals unless that is strictly necessary.
We do not view or retain any credit or debit card information you may share with a third-party Payment Provider.
Our aim is only to hold information to help us give you the right service at the right time. This data is only recorded when it is appropriate and with your knowledge.
You can amend aspects of your library membership record via our website.
Lancashire County Council will only store your information for as long as is legally required or in situations where there is no legal retention period they will follow established best practice.
| File type | Description | Security | Retention Period |
|---|---|---|---|
| Library membership details | Active membership details retained on secure LCC systems including Capita Alto | Password protected systems | Membership expires after 3 years. Deleted Alto users are anonymised each month. Membership details deleted from Captia Alto after 5 years. Banned library user details deleted at expiry of ban. |
| Financial transaction details | This includes details of library fines, reservation charges, compensation payments, payments for prints released using the Netloan print release system. | Password protected systems | Retained for 7 years from conclusion of financial transaction |
| Computer usage information | Information regarding computer and printer usage is retained on the Netloan system | Password protected systems | Retained for 5 years from date of activity |
| User interactions with Library Services | Users contact Library Services through various means including feedback, queries, compliments, complaints, Ask a Lancashire Librarian chat conversations, booking for events and facilities. | Password protected systems | Retained in line with legal requirements and established best practice. Please contact Library Services for details of specific retention periods. |
You have certain rights under the General Data Protection Regulation (GDPR), these are the right:
If you want to exercise any of these rights then you can do so by contacting:
Information Governance Team
Lancashire County Council
PO Box 78
County Hall
Preston
PR1 8XJ
Or email: dataprotection@lancashire.gov.uk
To ensure that we can deal with your request as efficiently as possible you will need to include your current name and address, proof of identity (a copy of your driving licence, passport or two different utility bills that display your name and address), as much detail as possible regarding your request so that we can identify any information we may hold about you, this may include your previous name and address, date of birth and what council service you were involved with.
If you would like more information about this specific project then please contact the Library Service library@lancashire.gov.uk
For more information about how we use personal information see Lancashire County Council's full privacy notice.
If you wish to raise a complaint on how we have handled your personal data, you can contact the Information Governance team who will investigate the matter.
Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ or email: dataprotection@lancashire.gov.uk
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).
