Harbury Village Library & Biblio's Cafe Privacy Notice

Last updated: 21st May 2018


Harbury Village Library and Biblio’s Cafe (HVL) has updated our Privacy Notice to reflect changes we have made as part of our ongoing commitment to be transparent about how we use your data and keep it safe. We have included changes to address the new standards introduced by the European data protection law, known as the General Data Protection Regulation (GDPR). This will be updated in line with any new recommendations by the UK Regulator, the Information Commissioner, once the new Data Protection Act has become law in 2018.

Our privacy notice sets out how HVL collects, stores and handles your personal information and what your information rights are. Your rights will vary with the service being used.

Personal information may be collected on a paper or online form, by telephone, email or by one of our volunteers, or one of our partners.

Who We Are

HVL is a registered charity, No. 1146191, whose object is “the advancement of education for the public benefit by the maintenance and operation of a library in the village of Harbury”. We are currently not required to register with the Information Commissioner’s Office (ICO) as either a “data controller” or “data processor” under the Data Protection Act. A member of our Steering Committee is the nominated Data Protection Officer. Please see contact information below.

Why we collect information about you

We need to collect and hold information about you, in order to:

* deliver public services

* confirm your identity to provide some services

* contact you by post, email or telephone

* understand your needs to provide the services that you request

* understand what we can do for you and inform you of other relevant services and benefits

* obtain your opinion about our services

* update your customer record

* help us to build up a picture of how we are performing at delivering services to you and what services the people of Harbury need

How we use your information

We will use the information you provide in a manner that conforms to the Data Protection legislation. We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. In some instances the law sets the length of time information has to be kept.

In general, we process your information for the following purposes:

* for the service you requested, and to monitor and improve the HVL’s performance in responding to your request

* to allow us to be able to communicate and provide service appropriate to your needs

* to ensure that we meet our legal obligations

* where necessary to protect individuals from harm or injury

* to allow the statistical analysis of data so we can plan the provision of services.

We will not pass any personal data on to third parties, other than those who either process information on our behalf, or because of a legal requirement, and it will only do so, where possible, after we have ensured that sufficient steps have been taken to protect the personal data by the recipient. We do not sell your information to any organisation.

We will not disclose any information that you provide ‘in confidence’ to us, to anyone else without your permission, except in the few situations where disclosure is required by law, or where we have good reason to believe that failing to share the information would put someone else at risk. You will be told about this.

Information sharing

We may need to pass your information to other people and organisations that provide the service. These providers are obliged to keep your details securely, and use them only to fulfil your request. If we wish to pass your sensitive or confidential information onto a third party, we will only do so once we have obtained your consent, unless we are legally required to do so.

We may disclose information to other partners where it is necessary, either to comply with a legal obligation, or where permitted under the Data Protection Act, e.g. where the disclosure is necessary for the purposes of the prevention and/or detection of crime.

Where we need to disclose sensitive or confidential information to other partners, we will do so only with your prior explicit consent or where we are legally required to.

We may disclose information when necessary to prevent risk of harm to an individual.

At no time will your information be passed to organisations external to us and our partners, for marketing or sales purposes or for any commercial use without your prior express consent.

Communication with HVL

Telephone calls

We will inform you if we record or monitor any telephone calls you make to us.


If you email us we may keep a record of your contact and your email address and the email for our record keeping of the transaction. For security reasons we will not include any confidential information about you in any email we send to you, unless you agree to this.

We suggest that you keep the amount of confidential information you send to us via email to a minimum and use email encryption, our secure online forms and services.

Where you receive emails direct from us, you can withdraw consent and ask to be removed from the mailing list at any time by contacting the us.

Using our website

If you are a user with general public access, the HVL web site, www.harburyvillagelibrary.org.uk, does not store or capture personal information, but merely logs a number called your IP address which is automatically recognised by the system.

The system will record personal information if you:

* subscribe to or apply for services that require personal information,

* contact us and leave your details for us to respond.

We employ cookie technology to help log visitors to our web site. A cookie is a string of information that is sent by a web site and stored on your hard drive or temporarily in your computer’s memory. The information collected is used for the administration of the server and to improve the service provided by the web site. No personal information is collected this way. You can reject the use of cookies.

This statement only covers our website maintained by us, and does not cover other websites linked from our site.

How long your information will be held

We will not keep your information any longer than needed to provide the services you require. We may keep your data longer if we need to retain it for legal, regulatory or best practice reasons.

How we protect your information

The information you provide will be subject to rigorous measures and procedures to make sure it can’t be seen, accessed or disclosed to anyone who shouldn’t be allowed to see it.

We have a comprehensive set of Information and Security policies. These define our commitments and responsibilities to your privacy and cover a range of information and technology security areas. We provide training to staff who handle personal information and treat it as a disciplinary matter if they misuse or do not look after your personal information properly.

We conduct assessments of privacy when making changes to processes or systems that hold your personal data. We assess the technical security of our systems and supplier systems.

We will not keep your information longer than it is needed or where the law states how long this should be kept. We will dispose of paper records or delete any electronic personal information in a secure way.

We will investigate data incidents where we have found that your personal information may have or has been disclosed inappropriately and attempt to recover any data. We will inform you unless we decide it would present a risk to you and inform the authorities such as Police, Information Commissioner or NHS where required.

Your information rights

In general, you have the right to request that HVL:

* provide a copy of your personal information

* correct any errors in your personal information and restrict processing until completed

* object to the processing, depending on the service and legal basis

* erase personal information, depending on the service and legal basis

* withdraw consent and have your data deleted, if consent is used as the legal basis for the service

Where possible we will seek to comply with your request but we may be required to hold, retain or process information to comply with a legal obligation or as a public task.

We try to ensure that any information we hold about you is correct. There may be situations where you find the information we hold is no longer accurate and you have the right to have this corrected.

You are legally entitled to request access to any information about you that we hold, and a copy.

Contact information

Harbury Village Library & Biblio’s Cafe

Address: The Wight School, High Street, Harbury, Warks CV33 9HW

Telephone: 01926 258 776

If you have any concerns or comments please contact the oyr Data Protection Officer directly:

Data Protection Officer

Harbury Village Library

The Wight School, High Street,

Harbury, Warks CV33 9HW

How to complain

If you wish to complain about your personal data privacy or information rights please contact HVL in person, by phone, or by eMail.

If you wish to raise the matter directly with the Data Protection Officer, please use the contact details above.

You have the right to complain to the supervisory authority – the Information Commissioner’s Office (ICO). The ICO is an independent body set up to uphold information rights in the UK.

They can also provide advice and guidance and can be contacted through their website:www.ico.org.uk, or their helpline on 0303 123 1113, or in writing to:

Information Commissioner’s Office,

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Where your complaint relates to data controlled by Warwickshire County Libraries, this can be done using the following Contact Information:

Warwickshire County Council

Address: Shire Hall, Warwick, CV34 4RL

Telephone: 01926 410410

If you have any concerns or comments please contact the Council’s Data Protection Officer directly:

Data Protection Officer

Information Management,

Warwickshire County Council,

Shire Hall, Warwick, CV34 4RL

Email: dataprotectionofficer@warwickshire.gov.uk

Changes to this privacy notice

We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law. When such changes occur, we will revise the ‘last updated’ date at the top of this notice and the current version will be at: www.harburyvillagelibrary.org.uk/HVL_Privacy_Notice.