In this section, please read all instances of “you” to include “your child(ren)” in those cases where you provide us with information about minors who are in your care.
When you engage with our Education and Learning Services we will collect information about your school (where relevant), as well as your contact details, and certain other data required to ensure that your visit is safe (which will include Sensitive Personal Information in relation to your special needs or dietary requirements).
We will use your personal information to provide you with the Services that you have requested from us, such as school workshops, teacher events, family events, or adult learning courses (e.g. in the performance of a contract with you). We will also use your contact information in order to supply you with relevant transactional documentation. We will use the Sensitive Personal Information that you provide to ensure that your use of our Services is safe (e.g. in the vital interests of the data subject).
We may use your contact information to contact your school with information about our Services which we believe may be of interest to you. This is on the basis of our legitimate interests, as set out in the Privacy of Electronic Communication Regulations 2003 (as amended), which covers business to business email communications.
We may analyse information about your transactions to carry out our legitimate interests in monitoring, auditing, and developing our Learning & Education Services.
Please note that photography (both video and still) for publicity purposes is often undertaken at our events, either by us, by third party photographers acting on our behalf under contract, or by media organisations. Such photography will primarily be focussed on groups and activities rather than on individuals. If you have any objection to such photography please make this known to a member of staff at the event. If we wish to take individual photographs or video recordings that are specifically focussed on you then we will always ask for your specific consent at the time.
We may use various organisations to provide IT capabilities in support of our Services, and who may process your information on our behalf. These Data Processors will process your information only under contract to the Library, and may not use your information in any other way. In particular, we use the following systems to process your information:
We will retain your information for the current year plus a further six years after the date of your transaction in order to comply with tax and accounting rules. Photos taken for publicity purposes will be retained indefinitely.
In addition to collecting contact details as part of our normal booking process, we will also be recording the times that you enter and leave our premises in order to reduce the risk of a local outbreak of coronavirus.
We will share your contact details and times of attendance with Test and Trace personnel, if asked, in the event of a fellow customer or staff member testing positive for coronavirus.
Your data will be kept secure and handled in line with ethical standards and the Data Protection Act at every stage of the process – from its collection and storage by us to its transfer and use by NHS Test and Trace. NHS Test and Trace will handle all data according to the highest ethical and security standards and it will be used only for NHS care, management, evaluation and research.