Fees & charges and terms of use

This Privacy Notice broadly explains what information we collect in order to deliver library services to you. The notice explains:

• the purpose for processing
• categories of personal information
• who we may share it with

It applies to all personal information collected for or on behalf of the council whether by:

• letter
• email
• face-to-face
• telephone
• online
• or any other method

Purpose for processing your information

For the delivery of Library services you are required to register a member with our service. This gives you access to:

• stock in Harrow and all The Library Consortium authorities
• access to computers
• printing 
• library events and activities

We collect the following information

Library members details including:

• Name
• Address
• Phone
• DOB
• Parent/guardian
• Payment details including payments that are outstanding.

Optional:

• Monitoring information
• Agreement to receive marketing information

This information is only used for the intended purpose. However if we intend to use it for any other purpose we will normally ask you first. In some cases, the Council may use your information for another purpose if:

• it has a legal duty to do so
• to provide a complete service to you
• to prevent and detect fraud
• or if there is a risk of serious harm or threat to life

We also use your details to:

• manage borrowed stock
• contact you about items that you have reserved
• and the return of overdue items

How we collect your information

We collect your information face-to-face, when you visit a library to register. Alternatively you can register online and collect your membership card on your first visit to the library.

Who the information is shared with

Library Management System provider: this is shared with other library authorities who are members of The Libraries Consortium (TLC).

Sometimes we need to share information between Council departments and services as well as other organisations such as:

• our partners
• third party contractors
• government bodies
• the police
• health and social care organisations
• housing associations
• landlords
• educational establishments

We will only share information with these organisations where it is appropriate and legal to do so. We may also share information, for example:

• if there is a risk of serious harm or threat to life
• for the prevention and detection of fraud or crime
• assessment of any tax or duty
• if we are required to do so by any court or law.

Where this is necessary, we are required to comply with all aspects of the General Data Protection Regulation.

How long do we keep your information?

Records are maintained on the library database while you are an active library user. Accounts and records are deleted after a period of 2 years inactivity, where there are outstanding loans or amounts owing in your account this is extended to 10 years.

Your rights and access to your information

You have the right to request a copy of the information that we hold about you. The new General Data Protection Regulation also gives you additional rights about the information we hold about you and how we use it, including the right to:

• Withdraw consent and the right to object and restrict further processing of your data. This might affect service delivery to you.
• Request to have your data deleted where there is no compelling reason for its continued processing and provided that there are no legitimate grounds for retaining it.
• Request your data to be rectified if it is inaccurate or incomplete
• Have your data transferred or copied should you move to another authority
• Not be subject to automated decision-making including profiling

To make a request please submit a Subject Access Request.

If you have any concerns

Please contact us if you would like to know more about the information we hold about you and how we use it: dpo@harrow.gov.uk

You have a right to complain to us if you think we have not complied with our obligation for handling your personal information; please visit our Compliments and Complaints page.

If you are not satisfied with the Council’s response you have a right to complain to the Information Commissioner’s Office (ICO). You can report a concern by visiting the ICO website.

Changes in your circumstances

You must notify us immediately if there are any changes in your circumstances and personal details so we can maintain an accurate and up-to-date record of your information.