PN0123
Public Services, Customer Services – Library Services
Review May 2027
Calderdale Metropolitan Borough Council (the Council) is responsible for handling your personal information. Our address is Town Hall, Crossley Street, Halifax, HX1 1UJ. We are registered with the Information Commissioners Office (ICO) and follow UK Data Protection laws to keep your information safe.
This privacy notice is applicable to services offered by Calderdale MBC’s Library Services which includes library memberships, hiring of meeting rooms, IT one to one sessions, and lost property.
The type of information we will collect
Information related to your library membership:
- Name and contact details.
- Date of birth.
Information related to hiring meeting rooms:
- Name and contact details.
- Financial and payment details.
For IT one to one sessions, we will collect:
- Name and contact details.
- Where appropriate, we may also process information about any personal requirements you may have in relation to a disability or educational needs.
When claiming an item from lost property, we will collect:
- Name and address of the claimant.
- We will also ask for identification to verify who you are, but will not make a copy of the identification.
We collect your details to:
- Set up and provide you with a library account.
- Provide the library services you have subscribed to (inc. IT one to one sessions).
- Contact you about your account.
- Contact you with notifications about requests and / or overdue items.
- Contact you about library events and activities (where you have asked us to).
- Recover costs for missing, stolen or damaged library property.
- Provide you with meeting spaces and to collect payments.
- Make access and support arrangements so you can access library services.
- Maintain accurate membership records.
- Manage lost property.
- Manage your account so you can access our library collections and services.
Sharing your information
Where you have consented to receive marketing emails from us, we will only use the email address provided to tell you about library events and activities. This information will not be shared with anyone else. If you decide at any time that you wish to withdraw from receiving these emails you can do this by contacting any of our libraries, or by email libraries@calderdale.gov.uk.
Your personal information may be shared with our finance department for the purpose of debt recovery. This is achieved though the Council’s sundry debtor procedure. We may also share your information with our contracted enforcement agents if necessary for the collection of outstanding monies.
How long we will keep your information
Library Membership: your information will be kept for as long as you are a library member. When you chose to end your membership, we will keep your information 3 years from the date of the last activity on your account. Where there has been no activity on an account for three years your information will automatically be deleted.
Information on closed library accounts, where charges have been accrued to such a level that CMBC debt recovery procedures have been triggered will be retained for up to 7 years for compliance with HMRC regulations.
Room bookings: details of your room booking will be kept for 9 months after your last booking. Details of the financial transaction will be retained for up to 7 years.
Information used to book you onto an ICT one-to-one session will be kept for 2 months after your session.
Information collected for the purposes of collecting lost property will be kept for 12 months.
The lawful basis for the processing your data information
For your library membership:
- Your consent for the processing – GDPR Art 6(1)(a).
- Processing is necessary for the performance of a public task or in the exercise of official authority vested in the controller, GDPR Art 6(1)(e). The basis for this is the Public Libraries and Museums Act 1964.
For hiring a meeting room:
- Processing is necessary for the performance of a contract – GDPR Art 6(1)(b).
- Processing is necessary for compliance with a legal obligation to which the controller is subject – GDPR Art 6(1)(c).
For ICT one-to-one session and lost property:
- Your consent and explicit consent for the processing – GDPR Art 6(1)(a), GDPR Art 9(2)(a).
Your rights
Under UK GDPR, you have the right to:
- Know how we use your data.
- Access your personal data.
- Correct any inaccurate information.
- Ask us to delete your data.
- Restrict how we use your data.
- Get a copy of your data in a portable format.
- Object to how we use your data.
- Challenge automated decisions made about you.
Not all rights are absolute, and some will only apply in certain circumstances.
You do not have to pay to exercise these rights. If you make a request, we will respond within one month.
How to contact us
To make a request or withdraw your consent, please contact libraries@calderdale.gov.uk.
If you believe we have not handled your data properly, contact the Data Protection Officer at information.management@calderdale.gov.uk.
You also report concerns to the Information Commissioner’s Office (ICO).