Privacy Statement

View Children's version of Privacy Statement

Privacy Statement:

The Northern Ireland Library Authority, known as Libraries NI, is responsible for the provision of a public library service for persons living, working or studying in Northern Ireland. Libraries NI is committed to protecting your privacy and operates in accordance with the Data Protection Act. 

This statement explains how Libraries NI processes and stores personal information collected about you as you use our services and the Libraries NI website. If you follow links from the Libraries NI website to other websites it is important that you read the privacy policy for that website. Details of your rights and our obligations under the Data Protection Act are available on the Information Commissioner’s website (www.ico.org.uk). 

Lawful Basis

The lawful basis for processing your information is the fact that this is necessary for the performance of tasks carried out in the public interest or in the exercise of official authority vested in the controller (Libraries NI). 

Examples of corresponding legislation include:

Libraries Act

Health and Safety at Work Act

Fire Safety Regulations

Section 75 Northern Ireland Act

Children’s Services Co-operation Act (Northern Ireland) 

Co-Operating to Safeguard Children and Young People in Northern Ireland 

Adult Safeguarding: Prevention and Protection in Partnership

Employment Law

Contract Law

Northern Ireland Executive Policy on the Payment of Suppliers

Archives

In the Libraries Act (2008) it is clear that Libraries NI is required to maintain a collection of library materials relevant to the cultural heritage of Northern Ireland and to make these items available to customers requiring to use library services

What do we mean by personal information?

Libraries NI records personal information about library service members, employees, Board members and suppliers. The personal information we ask for is name, address and contact details. Suppliers, employees and board members will be required to provide bank details to facilitate payment. On the Libraries NI website customers may be asked to provide personal information in order to use certain services (e.g. Customer Feedback, Enquiries).

Customers: Libraries NI may collect information about your computer / Internet linked device / mobile device as you browse the Libraries NI website and its online services. This information may include, where available, the IP address, operating system, and browser type, for system administration and reports. Statistical information about customer browsing actions and patterns whilst using the Libraries NI website allows us to ensure that services are presented in the most effective manner for customers and their computer / Internet linked device / mobile device.

Libraries NI uses software to gauge customer demand on the public access computers in branch libraries for evaluation and improvement of services. Anyone who wishes to use public access computers must read and accept the Libraries NI Conditions of Use. They must not be used for illegal or inappropriate purposes, as described in the Conditions of Use agreed to by each customer. Libraries NI will automatically keep a log of the use of public access computers and reserves the right to view this log. 

What is my personal information used for?

Libraries NI processes information to promote our services, to maintain records and to support our staff to pay suppliers, employees and Board members Failure to supply the relevant information will prevent service delivery. 

Personal information relating to employees, Board members and suppliers may be shared with the Comptroller and Auditor General (or their agent) for the purpose of preventing and detecting fraud (ref. Article 4A of the Audit and Accountability (Northern Ireland) Order 2003. Further information on the retention of such records may be found from the Cabinet Office’s website, in the National Fraud Initiative Data Deletion Schedule. 

Customers: Libraries NI uses your personal information for membership records, to provide services you subscribed to and as identification when you contact us. We may, on occasion, use your personal details to contact you by an agreed method (e.g. post, email, text or telephone). If you have given consent to be contacted for promotional purposes, you have the right to withdraw from this at any stage.

Personal information is used for statistical analysis and to monitor, evaluate and improve services. General demographic information and statistics about user behaviour may be collected and used to analyse the popularity and effectiveness of the Libraries NI website and services. Any disclosure of this information will be in aggregate form and will not identify individual users.

Who can view my personal information?

Libraries NI and our Information Technology Service Provider employees have secure access to your personal information

We may disclose your personal information to 3rd parties if we are under a duty to disclose or share such information in order to comply with any legal obligation or to protect the rights, property or safety of Libraries NI, its employees, members or others e.g. staff payroll information with HMRC. 

How do you store my personal information?

By supplying personal information you are consenting to Libraries NI storing and using it for the purposes for which it was provided. Information provided will be kept for as long as is necessary to fulfil those purposes. Information which you provide to Libraries NI is stored on secure systems and/or servers. It is administered by Libraries NI and our Information Technology Service Provider employees.

On becoming a library member your personal information is entered into the electronic Library Management System. In line with our policies, after a period of inactivity on your account, your personal information will be erased from the system.

You can ask to have your personal information amended if it is inaccurate and, providing there are no outstanding loans or charges on your account, you can ask for it to be removed from our systems.

Libraries NI has a records management policy that gives you information regarding how your data is managed. The Summary of the Disposal of Records schedule shows you how long the records are held for.



Privacy Notice for Human Resources:

Job applicants, current and former Libraries NI employees 

Libraries NI is the data controller for the information you provide during the recruitment and selection process unless otherwise stated. If you have any queries about the process or how we handle your information please contact LNIHRQueries@librariesni.org.uk​

What will we do with the information you provide to us?

All of the information you provide during the recruitment and selection process will only be used for the purpose of processing your application; will form the basis of your employment record if appointed, or to fulfil legal or regulatory requirements if necessary.

Libraries NI will not share any of the information you provide during the recruitment and selection process with any third parties for marketing purposes or store any of your information outside of the European Economic Area.  The information you provide will be held securely and will not be retained for longer than necessary.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain for longer than necessary.

Libraries NI will only ask for the information we need to fulfil the purposes stated above. The information we ask for is used to access your suitability for employment. You do not have to provide what we ask for but it might affect your application if you don’t.

Who will have access to the information you provide to us? 

The information you provide will be available to members of Libraries NI Human Resources team. Selection panel members will have access to your information for shortlisting and interview purposes. Members of our Human Resources team or the selection panel will not have access to your equality monitoring data if you have provided it.

How we make decisions about recruitment? 

Selection panel members will make the final recruitment decision. All of the information gathered during the recruitment and selection process is taken into account with the exception of equality monitoring information which is not accessible to selection panel members.

You are able to ask about decisions made about your application by speaking to your contact within our Human Resources team or by emailing LNIHRQueries@librariesni.org.uk​

All applicants are provided with guidance notes for completing their application form, which includes more information about how we process the information you provide.

How long is recruitment information held? 

The information you have provided will be retained for four years following the closure of the recruitment campaign.  However information you provide during any stage of the process to support Eligibility to Work in the UK requirements will be destroyed immediately following the campaign if you are unsuccessful. If you are successful your application form will be retained as part of your employment record.

Equality Monitoring information is retained for four years from the closure of the recruitment campaign, whether you are successful or not.

How long is the information held for current and former employees? 

The information you provide during the recruitment and selection process will be retained as part of your employment record for the duration of your employment plus six years following the end of your employment. This includes your health declaration, Eligibility to Work in the UK, qualifications, references and AccessNI application reference.

Does my data be shared with third parties? 

During your employment we may share your personal data with third parties in order to adhere to legal obligations to fulfil requirements under the terms and conditions of the contract of employment e.g. Northern Ireland Local Government Officers Superannuation Committee (NILGOSC) for the purpose of administrating your pension, Occupational Health in the event you are required to attend during your term of employment, Trade Unions as recognised by Libraries NI, AccessNI, Libraries NI Legal Service, government agencies.  Your personal data will be shared with HMRC for the purposes of administering salary.  Information provided to third parties will be retained in accordance with Libraries NI Records Management Procedures.

 


Individual’s Rights

Libraries NI will ensure that individuals are given their rights under the Regulation including:

the right to be informed of how their personal information is being used

the right of access (this includes, except in limited circumstances, obtaining a copy) to their personal information and be aware of and verify the lawfulness of the processing.   

the right to obtain rectification of inaccurate data concerning them and (taking into account purposes of processing) to have incomplete personal data completed

the right to have personal data erased when there is no compelling reason for its continued processing, this is known as ‘the right to be forgotten’

the right to ask Libraries NI not to process personal information where it causes substantial unwarranted damage to them or anyone else

the right to data portability of personal information that

- the individual has provided to Libraries NI 

- where the processing is based on the individual’s consent or for the performance of a contract:

when processing is carried out by automated means the right to object to Libraries NI processing their personal information, direct marketing and processing for purposes of scientific/historical research and statistics

rights related to automated decision making including profiling.


How can I get a copy of my personal information?

The Data Protection Act gives you the right to access the personal information Libraries NI hold about you. If you would like a copy of your personal information or  to object about use of your information then please email or write to the address below:

Data Protection Officer

Libraries NI

25-31 Demesne Avenue

Ballymena, BT43 7BG

Email: dataprotection@librariesni.org.uk


Libraries NI Headquarters

Lisburn City Library

23 Linenhall Street

Lisburn

Co Antrim

BT28 1FJ

e: chiefexecutive@librariesni.org.uk


Under the terms of the Data Protection Act, there is a right of complaint to the Information Commissioner if you are dissatisfied with the decision made in relation to any requests. The address for the Information Commissioner is: 

Information Commissioner’s Office 

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 03031231113

Email: casework@ico.org.uk

 

How we use “cookies”

Our website and integrated third party sites use cookies. A cookie is a small file of letters and numbers that we place on your computer / mobile device if you agree. Cookies allow Libraries NI to distinguish you from other users of the website, which helps us to improve the website and your online experience. Cookies are vital for user account administration including when you log into the Libraries NI website, the Catalogue system (SirsiDynix), the eBooks/Audiobooks website (OverDrive) and the eMagazines website (RBdigital). For detailed information on the cookies we use please see our Cookie Statement below. 

Third party websites

Libraries NI works with third party contractors to host and operate certain features/services on the website. If you follow links from the Libraries NI website to the website of a third party it is important that you read their privacy policy before you submit personal information to that website. 

Links to user generated material

Some of the content we link to may be generated by members of the public and the views expressed are those of the public and unless specifically stated are not those of Libraries NI (e.g. comments on social media, blogs and catalogues). 

Changes to this statement

This statement will be regularly reviewed for effectiveness and accuracy. Any changes will be posted on this page. 

Cookie Statement:

 

Libraries NI is committed to protecting and respecting the privacy of our customers. In order to provide full access to our website we need to use a cookie file. Some of the cookie files provide functionality including the Twitter feed on the Libraries NI home page, integration with Facebook, and also when logging into the Libraries NI website. Cookies are essential when logging into Third Party provider websites including the SirsiDynix Catalogue website, the OverDrive eBooks and Audiobooks website and the RBdigital website for eMagazines. We use other cookie files to record statistics and add other functionality and many of the sites we link to also use cookies but these are not directly within our control. Small files, called Cookies, are downloaded on to your device when you access the Libraries NI website and this allows the website to recognise a user’s device and to store any personalisation or choices made while you visit.

The use of cookies has been commonplace. However, it is important that customers are told about cookies and given choices regarding their use. This page provides details on Libraries NI’s use of cookies and how you can control and delete these cookies.

We use a number of different cookies on our site. If you do not know what cookies are, or how to control them, we recommend you visit http://www.allaboutcookies.org/ for detailed guidance or one of the following depending on your browser:

 

Change cookie settings in Firefox - http://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences?redirectlocale=en-US&redirectslug=Enabling+and+disabling+cookies

 

Change cookie settings in Internet Explorer - https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies​

 

Change cookie settings in Google Chrome - https://support.google.com/chrome/answer/95647?co=GENIE.Platform%3DAndroid&hl=en​

 

Change cookie settings in Safari (OS X) - http://support.apple.com/kb/PH5042

 

Change cookie settings in Safari (iOS) - http://support.apple.com/kb/HT1677

 

Change cookie settings in Android - https://support.google.com/chrome/answer/95647?co=GENIE.Platform%3DAndroid&hl=en​

 
 

Cookie Name​​​

Value

Domain​

Does the cookie persist?​​

When you visit the Libraries NI website:​​​​

LNI_AcceptCookie (optional on first visit)​

Date and time​

www.librariesni.org.uk​

Y (1 Year)​

LNI_NotAcceptCookie (optional on first visit)​​​

Date and time​

www.librariesni.org.uk​​

Y (1 year)​​

_ga​​​

String (sequence of characters)​​

www.librariesni.org.uk​​

Y (2 years)​​

_gat_UA-22693059-1​​

1​

www.librariesni.org.uk

N​

_gid​​

String (sequence of characters)​​

www.librariesni.org.uk​​

Y (1 day)​​

When you log into the Libraries NI website​​:

FedAuth​​

String (sequence of characters)​​

www.librariesni.org.uk​​

N​​

When you click on the Facebook ‘Like’ button:​​

Locale​​ 

en_GB​​

.facebook.com​​

Y (1 week)​​

When you click on the ‘Tweet’ button to tweet on Twitter:​

_twitter_sess​​

String (sequence of characters)​​

.twitter.com​​

N​​

Ct0​​

String (sequence of characters)​​

.twitter.com​​

Y (5 hours)​​

external_referer​​

String (sequence of characters)​​

.twitter.com​​

Y (1 week)​​

guest_id​​

String (sequence of characters)​​

.twitter.com​​

Y (2 years)​​

personalization_id​​

String (sequence of characters)​​

.twitter.com​​

Y (2 years)​​

When you Subscribe to items on the Libraries NI 
such as News​​:

​​

NID​​

String (sequence of characters)​​​​​

.google.com​​

Y (6 months)​​

 
 

Cookies set by Third Party Sites

When you visit a page with content embedded from, for example, Facebook, Flickr, YouTube or Twitter, you may be presented with cookies from these websites and these are not controlled by Libraries NI. During visits to the Libraries NI website you may click on links which mean you leave the librariesni.org.uk website to visit a third party site and these third party sites have their own privacy policy. For more information about these please follow the links underneath:

Eploy

Eploy is used to advertise internal job vacancies on the Libraries NI website. To learn about Eploy’s use of cookies please visit:

https://support.eploy.co.uk/hc/en-gb/articles/202892549-Cookies-Used-On-Eploy-NET-Websites

Google Analytics

Libraries NI uses Google Analytics, a web analytics service provided by Google, Inc. in order to compile reports on user activity. If you would like more information about the cookies used by Google Analytics, as well as information on how to opt-out, see the link below:

http://www.google.com/intl/en/privacypolicy.html

To opt out of being tracked by Google Analytics across all websites visit:

http://tools.google.com/dlpage/gaoptout

OverDrive

OverDrive is a third party which provides access to eBooks and audiobooks and has its own privacy policy - 

https://company.cdn.overdrive.com/policies/privacy-policy.htm?&_ga=2.107289542.573189234.1501846248-1150050856.1498128723 

RBdigital

RBdigital is a third party which provides access to eMagazines and has its own privacy policy -

https://www.rbdigital.com/media/RBdigital%20Gateway%20Privacy%20Policy%202017.pdf

Who Next...?

Who Next...? is a third party which provides access to information on children's authors. Customer library card numbers are used to log into the Who Next…? website. and these are collected to monitor site usage. The Who Next…? website also registers your IP address for statistical reporting. Who Next…? has its own legal information and disclaimer -

https://www.whonextguide.com/legal-information 

Facebook

http://www.facebook.com/about/privacy

Twitter

http://twitter.com/privacy

YouTube

http://www.google.com/intl/en/privacypolicy.html

Flickr

https://policies.yahoo.com/us/en/yahoo/privacy/products/flickr/​


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