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Dorset library service privacy notice

LibrariesWest is a partnership between the library services of Bath and North East Somerset, Bristol, Dorset, North Somerset, Poole, Somerset and South Gloucestershire councils. The partnership collects and stores data in a shared database to enable you to use libraries across LibrariesWest. Personal data provided to any one authority when registering to use the library service will be shared between all the authorities in LibrariesWest and held on a shared database.

What data we need to collect

Unless otherwise agreed with you, we will only collect the minimum personal data required to deliver the service, which includes name, address, date of birth, telephone number and email address. We are collecting this data because the data is necessary to carry out the agreement you have entered into i.e. becoming a library member. It may also include personal information relating to gender, ethnicity. Language and any access needs such as hearing or visual impairment and difficulties with mobility.

The legal basis for processing your data

Bath & North East Somerset, Bristol, Dorset County, North Somerset, Poole, Somerset County and South Gloucestershire councils are legally required to provide a library service under the Public Libraries and Museums Act 1964, and in order to provide the service efficiently and carry out this public task, we need to hold and process your data. If you do not provide this we will be unable to provide a library service to you. We have a legitimate interest in holding your data for audit and quality control and to enable the handling of enquiries and complaints.

How long we will keep your data

We will hold this data for up to two years after your last transaction with us to meet audit requirements. However, if you have unreturned items or outstanding debt your data may be retained or a further 2 years. After this, your information will be deleted or archived. If you wish to view your details at any time, please go online at www.librarieswest.org.uk or ask a member of library staff.

Who we share your data with and why

Your data may also be accessible to the suppliers of our library management systems. These suppliers have committed to handling data in accordance with the principles in the GDPR and the New Data Protection Act (2018), and will only do so to the extent that is required to maintain the library management systems.

Your data may also be shared with the councils’ service delivery partners. We will only share your data with these partners where we have a data sharing agreement in place and only for the purpose of delivering more effective public services to you.

The councils take their responsibilities very seriously and your information will always be handled confidentially and will not be made available to anyone without your knowledge and consent. We ensure that the information is held securely and is protected from unauthorised access.

If you have any questions or concerns about the way we process your personal data, please contact our Data Protection Officer.

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General data protection regulation (GDPR)

We will only use the personal information supplied by you in accordance with GDPR. By giving us this information you are consenting to such use as set out in our privacy notice.