Libraries - privacy notice

Who we are

Derby City Council is the local government unitary authority for Derby city. Our address is the Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640763 or by email at data.protection@derby.gov.uk.

How do we collect information from you?

We collect information from you when you visit www.derby.gov.uk, when you fill in any forms using our customer portals or on our website, including myAccount; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face. We may collect information from a setting you attend, such as a school or care home, where this data collection is necessary for the following purposes listed.

What types of information do we collect from you?

We collect different categories of information about you, depending on the service you want from us and/or the reason why we need to process information relating to you. This could be personal information (for example your name and address), or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.

Should you wish to exercise your statutory rights, outlined below, then we may request information from you to verify your identification such as a copy of your passport or driving licence. 

How is your information used?

If you are a library member

Derby Libraries holds your data for the purpose of recording and managing your library membership and your participation in our events, activities and courses. This data is processed using our membership forms and our electronic Library Management System.

The information we collect includes, but is not limited to:

• your name
• your address
• your date of birth
• your email
• the books you have on loan
• your loan history
• any fines/charges currently on your account (if applicable)
• your fine/charge history (if applicable).

Your information will be processed in accordance with the Data Protection Act 2018 and the Derby Libraries' Membership Agreement Terms and Conditions.

If you are taking part in a Derby Libraries event, activity or course

Derby Libraries holds your data for the purpose of recording, managing and evaluating your participation in the event, activity or course. If you are a library member, we may also use the information we hold about you on the Library Management System to manage your participation in the event, activity or course.

The information we collect includes, but may not be limited to:

• your name
• your date of birth
• your email
• your phone number.

We will retain your details for 12 months following the end of the event, activity or course.

If you are hiring Derby Libraries premises

Derby Libraries holds your data for the purpose of recording and managing your hiring of library premises, and for no other purpose.

The information we collect includes, but may not be limited to:

• your name
• your address
• your date of birth
• your email
• your phone number.

If we need to invoice you, your details will be processed by Derby City Council’s Accounts Receivable department, who will dispose of the data in line with our Data Retention Schedule.

If you are volunteering for Derby Libraries

Derby Libraries uses your data for the sole purpose of recording and managing your volunteer placement, and for no other purpose.

The information we collect includes, but may not limited to:

• your name
• your address
• your date of birth
• your age
• your email
• your phone number.

We will retain this information, as well as your interview record sheet and your references, for 12 months following the end of your placement.

If you are a guest user of our Public Access Internet PCs

Derby Libraries records your data for the sole purpose of safeguarding and crime prevention; we will not use it for any other purpose.

We will hold your contact information which includes, but may not limited to:

• your name
• your address
• your date of birth
• your age
• your email
• your phone number.

We will retain your details for 6 months.

If you are a guest user of Derby Local Studies and Family History Library

Derby Libraries records your data for the sole purpose of managing your visit and your access to the reference collection. We will not use it for any other purpose.

We will hold your contact information which includes, but may not limited to:

• your name
• your address
• your date of birth
• your age
• your email
• your phone number.

We will retain your details for 6 months.

If you take up our remote enquiry service or purchase a licence to copy library materials

Derby Libraries uses your data for the sole purpose of managing your enquiry or copying request; we will not use it for any other purpose.

We will hold your contact information which includes, but may not limited to:

• your name
• your address
• your email
• your phone number.

We will retain your enquiry correspondence or copying form for 12 months after the enquiry is complete, to facilitate any follow-on enquiry you may make.

If you donate material to the Local Studies reference collection

Derby Libraries uses your data for the sole purpose of recording and managing the transfer of your property to us for the purposes both of archival provenance and to record any intellectual property rights you retain in the material. We will not use it for any other purpose.

We will hold your contact information which includes, but may not limited to:

• your name
• your address
• your email
• your phone number.

We will retain details of your donation including your contact details on a permanent basis. This is so that library staff can help researchers using the collection to verify the authenticity of the donation and/or seek copyright permission when publication requests are made.

If you are providing an oral history interview for the Local Studies collection

Derby Libraries uses your data for the sole purpose of recording and managing your oral history interview, and for no other purpose.

The information we collect includes, but may not be limited to:

• your name
• your address
• your date of birth
• your age
• your email
• your phone number.

We will retain this information, as well as the audio/video recording of your interview and any associated transcripts and abstracts, indefinitely for archiving purposes in the public interest.

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

• If you’re a Library member, your information will be shared with the following:
  • Sirsi Dynix, our current Library Management System (LMS) provider and host, has access to your information for the purpose of system maintenance only
  • Axiell AMS Ltd., our future Library Management System (LMS) provider and host, has access to your information for the purpose of system migration and maintenance only
  • The East Midlands Library Consortium (EMLIB) is comprised of the following six local authorities – Derby, Derbyshire, Nottingham, Inspire (Nottinghamshire), Leicestershire and Rutland. In certain, limited book stock related circumstances EMLIB partners will be able to see your library ticket number only. However, they cannot access your full personal details as the LMS prevents them from doing so.
• If you access our eNewspapers and eMagazines service, your library ticket number and PIN will be shared with OverDrive, who supply the Libby service, so they can verify your membership. OverDrive will not have access to your full personal details.

Approved Data Processors

• If you hire library premises and we need to invoice you, we will share your details with Derby City Council’s Accounts Receivable department.
• In accordance with Data Protection Legislation, we may be required to share your information with statutory agencies; this will be in limited circumstances, such as to assist with the prevention of crime.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

What are your rights in relation the personal data we process?

• Right to have your data rectified where you believe it is inaccurate
• Right to erasure, where you would like your data removed from the LMS system, unless we have a specific legitimate legal basis to keep it
• Right to restrict your data being processed in certain circumstances
• Right to object to the processing of your data unless we can show legitimate grounds for continuing the processing.
• Right to withdraw consent to your data being held at any time (NB: withdrawal of consent to hold your data will compromise your membership of the library service)
• Right to withdraw consent for data sharing at any time.
• Right to challenge automatic decisions - you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Keeping your data up to date

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

Under 13

We require signed parental consent for children under 13 to enable full membership of Derby Libraries. 

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

• for statistical or analytical purposes
• to identify any malicious activity.

Complaints

If you would like to make a complaint regarding the use of your personal data you can contact our Data Protection Officer:

• By post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
• By phone: 01332 640763
• By email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

• By post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• By phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Alternatively, visit ico.org.uk or email casework@ico.org.uk.

Details of information obtained from third parties

We do not collect any information from Third Parties.

What is the lawful basis?

The legal basis for data processing we are relying on comes from Article 6 of the UK General Data Protection Regulations (UK GDPR). The following sections apply:

• Article 6(1)(c) Legal Obligation - Processing is necessary for compliance with a legal obligation to which the controller is subject;
• Article 6(1)(e) Public task - 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.

We may also ask for your consent in certain circumstances in accordance with:

• Article 61(a) the data subject has given consent to the processing of his or her personal data for one or more specific purpose
• We rely on the following conditions as per Article 9 (2) of the UK GDPR:
  • (a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes
  • (g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject
  • (f) processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity

If we have asked for your consent you will be able to opt out any time by emailing libraries@derby.gov.uk.

We process all information in accordance with our legal obligations and public tasks arising from the following provisions:

• Public Libraries and Museums Act 1964
• Equality Act 2010
• Copyright, Designs and Patents Act 1988.