Library Service

In order to comply with the UK General Data Protection Regulation (UK GDPR), where personal data relating to a data subject is collected, Lancashire County Council would like to provide you with the following details.

Identity and contact details of the data controller

Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Contact details of the data protection officer

Our Data Protection Officer is Joanne Winston. You can contact her at dpo@lancashire.gov.uk or Lancashire County Council, PO Box 78 County Hall, Fishergate, Preston, Lancashire, PR1 8XJ

Purposes for processing

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 Education Software Solutions (ESS) Alto Library Management System and Lorensbergs Netloan PC booking and print release system, Springshare LibAnswers for Ask a Lancashire 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.

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:

ensure you have the relevant type of library card for the items borrowed e.g. pre-school child, child aged 5 to 17 years, adult etc.
record the items you borrow, when they are due for return and to log any fines and/or charges incurred.
contact you about borrowed items if they are overdue.
contact you about items you have reserved.
contact you by email when your account is due for renewal.
contact you about changes to events you have booked, answer enquiries or queries or any legitimate library related business.
answer enquiries and deliver real-time services.
allow and record access to our public computers and printing.
allow and record access to our e-Resources and online catalogue.
gather feedback about our service.
help us when applying for funding and evaluation of funded projects.
administer our collections when a donation is made.
market our services in print and digital media (including social media). This is always with your consent via an appropriate consent form.

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.

Category of personal data being processed

Personal data (information relating to a living, identifiable individual)
Special category personal data (racial, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation)

Legal basis for processing personal data

The legal basis for processing your personal data, in accordance with the UK GDPR 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 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.

Legal basis for processing special categories of personal data

The legal basis for processing your special categories of personal data, in accordance with the UK 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.

Recipients of the data

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.

Bolinda
Lancashire County Council Digital Services
Education Software Solutions (ESS)
Eventbrite
iBase Media Services
Lancashire Adult Learning
Lancashire County Council Business Intelligence
Lancashire County Council Customer Access Service
Lorensbergs
MailChimp
OCLC
Online Centres Network
Police
Preston City Council
Springshare
West Lancashire Borough Council
Project partners for photography/video recording taken during events. This will always be with your consent via a consent form

Information we share

Name
Address
Date of birth/age
Phone numbers
Email address
Gender
Disability
School/college details
Records of charges incurred
Items requested
Financial transactions
Event bookings
Loan history
PC use history
Personal device type
Parent/guarantor/carer details when applicable
Photographs and videos at events (with your consent)

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.

Any transfers to another country

Yes - We will always process as little personal data as is necessary to meet the purpose of the processing activity. We will inform you where your personal and sensitive data will be stored and of the additional safeguards that we have taken to ensure compliance with UK GDPR and data protection legislation which applies within the country where your personal and sensitive information is held, should this be outside of the UK.

Updating your details

You can amend aspects of your library membership record via our website at: www.lancashire.gov.uk/libraries-and-archives/libraries/library-services/?page=5

Retention periods

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 Capita 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 Promotional Media (Specific Events)	Users contact Library Services through various means including feedback, queries, compliments, complaints, Ask a Lancashire Librarian chat conversations, booking for events and facilities. Lancashire Book of the Year Digital Presentation includes video contributions from authors , LCC employees and unidentifiable students	Password protected systems Password protected systems	Retained in line with legal requirements and established best practice. Please contact Library Services for details of specific retention periods. Retained for 21 days

Your rights

You have certain rights under the UK General Data Protection Regulation (UK GDPR), these are the right:

to be informed via Privacy Notices such as this.
to withdraw your consent. If we are relying on your consent to process your data then you can remove this at any point.
of access to any personal information the council holds about yourself. To request a copy of this information you must make a subject access request in writing. You are entitled to receive a copy of your personal data within 1 calendar month of our receipt of your subject access request. If your request is complex then we can extend this period by a further two months, if we need to do this we will contact you. You can request a subject access request, either via a letter or via an email to Information Governance Team, address below.
of rectification, we must correct inaccurate or incomplete data within one month.
to erasure. You have the right to have your personal data erased and to prevent processing unless we have a legal obligation to process your personal information.
to restrict processing. You have the right to suppress processing. We can retain just enough information about you to ensure that the restriction is respected in future.
to data portability. We can provide you with your personal data in a structured, commonly used, machine readable form when asked.
to object. You can object to your personal data being used for profiling, direct marketing or research purposes.
in relation to automated decision making and profiling, to reduce the risk that a potentially damaging decision is taken without human intervention.

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

Email: dpo@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.

Further information

If you would like more information about this specific service 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).