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Library Service privacy notice

This page provides information on how Norfolk Library and Information Service (the library service) provided by Norfolk County Council (the County Council) uses your personal information.  By ‘use’ we mean the various ways it may be processed including storing and sharing the information.

We also provide further details regarding who we are, how long we use your information for, your rights under the GDPR and how to exercise them in our general privacy notice.  Alternatively, you can ask us for a copy of this information.

We use your personal information to primarily provide access to libraries and their associated educational initiatives and programmes, for adults and children.  This includes:

  • Applications for individual library membership for an adult or a child, including the provision of mobile library services and visits in the home
  • Recording participation in reading challenges and other educational programmes
  • Providing services to book groups
  • Receiving payments in relation to chargeable items
  • Making refund payments and credits in relation to chargeable items
  • Protecting employees and other users through use of CCTV, logging incidents and recording visitors in a log
  • Recruiting volunteers and carrying out relevant checks 

We may also use information in other ways compatible with the above.  Primarily this will include supporting the work of other public bodies providing services to members of the public.  We provide more details of the services we provide on our website at www.norfolk.gov.uk/libraries.

You do not have to provide information to us, but if you do not provide information we may not be able to, or it may inhibit our ability to, provide services to you.

The information we hold includes information you have provided to us.  In addition, we receive information from other public bodies, and organisations providing services.  The categories of information we may receive from other public bodies and organisations are described further below.

The information we collect and use includes ‘ordinary personal information’ such as your:

  • Name, address and contact details
  • Date of birth
  • Health information (see below)
  • Personal history including any criminal convictions (see below)
  • Family history and social relationships generally
  • Financial details for payments made by you to the library service, debts owed by you to the library service
  • Financial details for payments made by the library service to you, eg credits or refunds, and credits or refunds due from the library service to you

‘Special Category’ information is defined as information concerning your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union activity, genetic data, biometric data, health, sex life and sexual orientation.  Only where it is relevant may we collect and use these types of information, and such information will be collected as part of  your library membership and borrowing records and information we hold.  In particular, information concerning your health and mental capacity will be relevant.

Information concerning any criminal convictions is afforded a similar special level of protection, and we may collect and use this information where it is relevant, subject to the same safeguards.

For ‘ordinary personal information’ (that is, all your information which is not special category information), we have legal grounds to process this information because it is necessary for the fulfilment of our legal obligations. This includes under the Public Libraries and Museums Act 1964.

For ‘Special Category’ information, we have legal grounds to process this information where it is in the necessary for reasons in the substantial public interest.  This will include where it is necessary to carry out any of our statutory functions or necessary for protecting individuals at risk.  The law provides safeguards to protect the use of your special category information and any information concerning criminal convictions.

Additionally, and where appropriate, we may seek specific consent to use your information in certain ways.  This will normally be where the use of the information is not necessary for the above purposes but may be very useful or helpful to us to provide services and you have a free and genuine choice about the way in which your information is used (for example where it is not necessary for you to access the services provided, but we think it may be helpful to you or others).

We may also share your personal information with your family if you are a child or young person, and with the Royal Voluntary Service for coordinating home library visits.

We share this information without your specific consent as it is reasonable and necessary to do so to fulfil our public tasks or it is otherwise in the substantial public interest to do so.  The law imposes safeguards to protect your privacy in these circumstances.

We will also share your information, subject to contractual and other legal safeguards, with organisations commissioned to provide services to you and others.  Finally, we may also share your information across different departments of the County Council, where it is nec-essary for our public tasks or functions to do so.

The information is stored electronically, on the various County Council library management systems, currently supplied and managed by Spydus, Civica, Bibliotheca, Overdrive and RBDigital.  Additionally, information is securely stored in other mediums, including email accounts and in paper files.  We do not process your information outside of the European Economic Area.

We do not make automated decisions in respect of these services but if we do we will let you know.

This page was updated in August 2018

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