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Library Services privacy notice

Read the privacy notice for Library Services.

When you become a South Ayrshire Council library member, you will need to provide us with some personal data or information.

As the 'data controller' for the personal information - or data - we hold about you, South Ayrshire Council decides how your personal information is used/processed and what it is used for.

This statement provides more details about this and provides information on how to get in touch with us if you need to know more.

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the General Data Protection Regulation 2016 (GDPR) and supplemented by the Data Protection Act 2018.

What Personal Data will we collect from you?

We will only collect the personal information we need to provide you with relevant information, services and support. So you can access our library services, we need to collect the following personal data from you:

  • Name
  • Date of birth
  • Address
  • Landline telephone number
  • Mobile telephone number
  • Email address And in certain circumstances your:
  • IP address
  • Cookie identifier
  • Passport or driver licence number (where we are verifying your identity to allow you to use our computer systems as a non-library member)

We will log and keep your personal data on our library computer systems and may also hold them on our paper based systems held within each library location.

How will we use your information?

All personal data is processed only by our library staff. We will only collect the personal data we need in order to provide you with access to South Ayrshire Council's library services and to oversee the provision of this service to you. We will use your personal data to contact you: if you have any outstanding items on loan; or any holds for books or resources. Some of our notification processes are only available if you can provide us with an email address. These include:

  • Courtesy Reminders (3 days before an item becomes overdue)
  • Overdue notifications

What is the legal basis for using/sharing your information?

Processing is necessary under the terms of the GDPR for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller, as per Article 6(1) (e) of the GDPR, and the task or function has a clear basis in law. The main laws underpinning the library service are the Local Government (Scotland) Act 1973 and the Public Libraries Consolidation (Scotland) Act 1887 to 1920.

Who will we share your information with?

Library services will not normally share your personal information with anybody else. However, the Council has a duty to protect public funds and assist in the prevention and detection of crime. To this end, we may check the information you have given with other information we hold, share your information with other Council services, other local authorities and Police Scotland, for the purpose of protecting public funds and to prevent or detect fraud or crime.

How long do we keep hold of your information?

We keep your personal data for no longer than reasonably necessary. Your information will be retained in line with our Corporate Records Retention Schedule as follows:

When we collect your personal dataHow long will be hold onto it
As a Customer/Borrower of the Library Service (including the mobile library service)Current year + 1 year (from termination of your membership)
As a school pupil/borrower using the school library serviceFor the duration of your school attendance + 1 year (during which time you will be moved into the normal Customer / Borrower category above)
As a non-member visitor using our internet servicesFor the current year
For those using our Children's Services Training ServicesCurrent year + 5 years
If you make a donation to our Local History ServicePermanently (for provenance purposes)
If you make an enquiry to our Local History ServiceCurrent year + 5 years (after which we will assess if any part of the information should be retained for historic value. If we do this, the data will be anonymised)
If you are suspended from our service due to anti-social, violent or aggressive behaviourCurrent year + 6 years

On our Library computer management system we will keep your personal data for two years, after which time your account is set to expire. If you continue to use our services, we will renew your membership for a further two years and so on until you tell us otherwise.

What are your rights?

The lawful basis for processing/using your personal data directly impacts which rights are available to you. For example, some rights will not apply, in this case we are not required to:

  • Erase your personal information.
  • Enable the right to data portability

However, you do have the following rights and can ask us to:

  • Correct your personal information if it is inaccurate;
  • Complete your personal information if it is incomplete;
  • Restrict the processing of your personal information in certain circumstances

You also have the right to object to the processing of your personal information.

What are the consequences of failing to provide personal information?

Where the provision of your information to the Council is a statutory or contractual requirement, or a requirement necessary to enter into a contract, you are obliged to provide the information. If you fail to provide the required information, we will be unable to provide you with a library service.

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by the Council relating to you, or if you have any general data protection queries, please contact the Council's Data Protection Service at:

Data Protection Officer
South Ayrshire Council
County Buildings
Wellington Square

Telephone: 01292 612 223

If you have a complaint

If you are unhappy with the way the Council has dealt with your personal information, you can complain to the Data Protection Officer using the contact details noted above. If you remain dissatisfied, you have the right to complain to the Information Commissioner:

Information Commissioner's Office
45 Melville Street

Telephone: 0303 123 1113

If you have no internet access

Please contact us at the above postal address or telephone number if you wish to have copies of any of the above information and you do not have access to the internet. We will endeavour to let you have hard copies of the information.

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