Joining the library is free and enables you to use any of the public libraries in our area, as well as in the adjoining Cumberland Council area. We offer a broad range of online and physical resources which are free to access with your library membership number.
What information we collect
We need some personal data from you. This includes:
- title
- name
- postal address
- date of birth
- gender
- primary and secondary telephone numbers
- email address
We need some special category data requirements from you, such as information about your health and disabilities.
We do not need criminal and law enforcement data from you.
Why we collect your data
We collect your data so we can:
- manage your library membership
- receive and fulfil requests for library resources
- provide appropriate information, support and services
- improve service quality
How we collect your data
We’ll collect data from you by:
- telephone
- paper forms
- in person at a library
- online
Who we share your personal data with
Where there is a lawful reason to do so, we may share your data with our online resource suppliers.
We may receive personal, special category personal or criminal and law enforcement data about you from the third parties mentioned above and other public bodies and organisations. In this case, we will tell you the source of the information unless we are unable to do so by law.
Data sharing
We may share your information with partner organisations including the Library Management System suppliers. This is only in the context of administering the library systems. We may also share some information with the providers of online resources accessed via the Library Services’ website. In this context, some information is shared by the customer directly.
We may also share personal data, where it is necessary and proportionate to do so, with the police for law enforcement purposes, such as the prevention, investigation and detection of crime.
We use a number of online suppliers to deliver library services. These suppliers only use personal data where this is necessary to provide their service.
Each supplier is responsible for keeping personal data secure and for complying with UK data protection law.
Koha – library management system (PTFS Europe Ltd)
Koha supports day‑to‑day library management. Personal data is provided by library members when they join the library service. This includes name, date of birth, gender and contact details.
Data is stored on test and live servers hosted in separate locations within the UK. No personal data is transferred outside the UK. All data is encrypted at rest. Backups are encrypted and stored separately. Passwords are securely encrypted using industry‑standard methods. PTFS Europe Ltd does not subcontract the storage of customer information.
Netloan – public access computer booking system (Lorensbergs Ltd)
Netloan manages bookings for public access computers. The system uses the library card number, first name and surname, booking history, reservation times and duration, and computer details.
Data is stored on a hosted application server. Reservation data is held in a secure database. Log files are kept for 7 days and record system events and errors. Customer information storage is not subcontracted.
The Library App (Solus UK Ltd)
The Library App provides mobile access to library services. Only a user ID is used. No personal information is shared with the supplier.
Information is stored locally on the user’s device and is encrypted. Anonymous transaction data may be used for analytical purposes. Customer information storage is not subcontracted.
Access to Research (Publishers’ Licensing Services Ltd)
Access to Research provides access to academic research. No personal data about library members is collected or stored by this supplier.
Ancestry (provided by ProQuest)
Ancestry provides access to family history resources. No personal data about library members is collected or stored by this supplier.
BorrowBox – e‑books, e‑audiobooks and e‑press (Bolinda Digital Pty Ltd)
BorrowBox provides digital lending services. The service uses the library barcode number, email address and name (if provided), along with loan history.
Data is stored and processed in the European Economic Area (EEA) and the United States. The supplier uses Amazon Web Services (AWS) as a sub‑processor for data storage.
Britannica
Britannica provides online reference resources. Personal data is only collected if a user chooses to register for a “My Britannica” account. This may include name, username, password and email address. Optional security questions may also be provided.
Data is stored on Amazon Web Services (AWS) servers in line with data protection requirements. AWS acts as a sub‑processor.
British Newspaper Archive (provided by JCSOnline)
The British Newspaper Archive provides access to historical newspapers. Personal data is only collected if a user registers for an account with the supplier.
Data is stored on servers located in the UK. The service is certified to ISO 27001 information security standards. Infrastructure and data centres are provided by Brightsolid. Additional sub‑contractors may be used for payments, customer support and customer relationship management.
Findmypast (provided by JCSOnline)
Findmypast provides access to family history resources. Personal data is only collected if a user registers for a Findmypast account.
Data is stored on UK‑based servers and protected to ISO 27001 standards. Brightsolid provides infrastructure and data‑centre services. Other sub‑contractors may support payment and customer services.
Oxford Reference Package (Oxford University Press)
Oxford University Press provides access to reference and research content. Usernames are stored to allow sign‑in to services such as Oxford Reference, Oxford Dictionaries and related resources. Passwords are protected through a secure access control system. Billing addresses are stored separately where payment is required.
Data relating to European users is stored either within Amazon Web Services (AWS) hosted in the European Union or on secure on‑premises systems. Hosting and access control services are provided by third‑party suppliers acting on behalf of Oxford University Press.
TheComputerSchool.net
TheComputerSchool.net provides online learning resources. No personal data about library members is collected or stored.
Theory Test Pro (Well Informed Ltd)
Theory Test Pro provides access to online driving theory test resources. The service uses the library member’s name and email address. Data is stored on a secure UK‑registered website. Customer information storage is not subcontracted.
Legal basis
We process personal data by selecting at least one legal basis from:
- UKGDPR Article 6(1) (c) Legal Obligation
- UKGDPR Article 6(1) (e) Public Task/Public Interest/Official Authority
Where we’re relying on UKGDPR Article 6(1)(c), all relevant legislation is listed below.
We process special category personal data under the condition of UKGDPR Article 9(2) (f) Necessary for the establishment, exercise or defence of legal claims.
We process criminal and law enforcement data under the condition of UKGDPR Schedule 8(6) Legal Claims.
Relevant legislation
The relevant legislation includes the Libraries and Museums Act 1964.