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What do we use the information for?
The East Riding Library and Information Service (LIS) collects, processes and holds your personal information in order to provide our services effectively.
We also use information to improve our services so that they are more appropriate to people’s requirements.
What information do we hold and use?
We collect and process the following information:
Personal information (including full name, full residential address and date of birth)
Location data (including postcode and telephone number)
Characteristics (such as title Mr, Mrs, Ms, Reverend etc.)
Contact details (including email).
As a member of the LIS, we also hold and use the following information:
Information relating to your borrowing history
Information relating to any charges paid/owing.
On what grounds do we use the information?
We process personal data for the following reasons:
How do we collect this information?
Depending on how we are contacted, we may collect information in the following ways:
Who we share your information with?
We may disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies including the police and other local authorities.
The reasons why we may share your data with other public bodies are as follows:
We will only disclose your sensitive or confidential information to a third party if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.
We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.
How long do we store it and is it secure?
We have retention schedules in place to ensure that information is only held for as long as it is needed.
Any membership not used for three years will automatically be deleted, unless there are outstanding loans or money owing on the account, in line with the LIS retention schedules.
LIS are part of the “Tell us Once” scheme whereby, 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 will be marked as missing.
We will not keep your information for longer than is required to by law. Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.
For information on how long your information will be held, visit the retention page.
What rights do you have?
The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have are outlined on the data protection rights page.
In most cases, people who have used the LIS will be covered by the following rights:
To exercise any of your above rights, please visit the data protection rights pages for more information.
Where can I find out more?
If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance.
Contact details are available on the general privacy informationpage.
Alternatively, you can contact the Information Commissioner’s Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices
When was this privacy notice last updated?
We will continually review and update this privacy notice to reflect changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 9 December 2020.