Privacy Statement
The Privacy Statement for Children is also available.
Introduction
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, as a Data Controller, is committed to protecting your privacy and operates in accordance with Data Protection Legislation. This privacy statement outlines our obligations and your rights under data protection legislation, it explains how Libraries NI processes and stores personal information collected about you. It applies to all interactions you have with us while using our services, for example visiting our website, using our systems or visiting our buildings. If you follow links from the Libraries NI website to other websites it is important that you read the privacy policy for that website. More details of your rights and our obligations under Data Protection Legislation are available on the Information Commissioner’s website (www.ico.org.uk).
The type of Personal Information we collect.
The nature and types of personal information we collect and process from you will depend on whether you have visited Libraries NI, registered as a reader, attended a Library event, contacted the library, signed-up to use one of our services, are an employee/agency worker, one of our contractors, a supplier or a volunteer.
The types of personal information we collect are:
- Name and title, date of birth
- Contact details - address, telephone number, email address
- Proof of address
- Proof of ID
- Age and/or date of birth
- Section 75 Equality Information
- Login credentials eg username and password
- Order history and audit trails of which electronic items you have accessed
- Group photographs/videos taken at our events
- Specifically focused photographs/videos
- Educational institute details eg school, university, college
- Marketing preferences eg where you have opted in to receive marketing material ie about upcoming events
- Visit history, habits, activities and behaviour eg such as when you visited our buildings or whether you attended as part of a group.
- Preferences, access needs and dietary requirements
- Reason(s) for contacting us eg enquiries or requests
- Opinions, preferences, feedback, complaints, comments and/or suggestions eg comments made on our social media pages and online discussion forums.
- Incident reports
- CCTV footage from all our Libraries to ensure safety and security.
- Book requests
- Employment Status
- Guarantor relationship
- Bank details
- Medical Conditions
- Device Information ie 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
- Borrower Number
- Online browsing habits, activities and behaviour
- Computer Usage Log ie 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.
- 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.
This list is not intended to be exhaustive and may be updated from time to time as our organisational needs and legal requirements dictate.
Why does Libraries NI need to collect or hold your personal information and what is it used for?
Libraries NI processes personal information for a variety of purposes ie to deliver our services, to maintain records and to support our staff.
Some examples of how we use your personal information are as follows:
- To create membership records
- To provide services you subscribe to eg provide a book you have requested
- To identify you when you contact us
- To provide event services online eg send you an invitation to an event
- To fulfil a request that you have initiated eg an enquiry
- To give you access to the library
- To contact you if we have not heard from you for a certain amount of time
- Invite you to provide feedback, assist with surveys and input into consultation exercises
- To adhere to a legal obligation to ensure that equality and diversity obligations are being met in relation to access to our public Services.
- For statistical analysis and to monitor, evaluate and improve services. general demographic information and statistics about your 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 you.
- Provide administrative information and/or service announcements and updates
- Ensure our records are accurate and up to date
- To comply with any contract obligations Libraries NI has with you.
- Administer our legitimate internal management analysis, audit, forecasts and business planning/transactions
- Enforce our rules/policies and maintain our security ie to ensure policy compliance.
- To purchase goods
- To comply with legal obligations and perform our statutory and public functions/duties.
- Property Maintenance
- Audit, Governance & Accountability ie comply with our legal, regulatory and internal governance obligations (such as our record retention policies)
- To facilitate payment of Employees, Agency Workers, Suppliers & Board Members
- To encourage use of the Library Service
- To facilitate our safeguarding responsibilities
- To help ensure safety and the security of our premises
- To establish, defend or exercise our legal rights
- Comply with orders/requests received from the public and regulatory, governmental and judicial bodies
How does Libraries NI collect your Personal Information?
We collect your personal information when you:
- communicate with us (via email, post, telephone, text messaging, social media)
- visit our physical sites and use systems and equipment located in our buildings
- access our main website, and the individual web portals associated with our Services, mobile sites and applications
In certain circumstances, Libraries NI may also collect your personal information from (and/or combine it with information from) other sources, such as:
- individuals and/or organisations where you have confirmed that they may provide your personal information to us
- government, tax or law enforcement agencies
- other sources, such as when information about you is volunteered by a third party e.g. mentioned in a complaint, or part of a group booking arrangement that they facilitate
Lawful Basis
Data Protection Legislation requires a lawful basis to apply to the processing of personal data for it to be lawful. The lawful bases that Libraries NI relies on to process the personal information it holds depends on the type of engagement you have with us. These are:
- Article 6(1)(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes eg You have given consent (which can be withdrawn at any stage by contacting us) for Libraries NI to contact you regarding courses/events or for promotional purposes
- Article 6(1)(b) - processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract eg employment contract, supplier contract
- Article 6(1)(c) - processing is necessary for compliance with a legal obligation to which the controller is subject eg Equality Monitoring or Health & Safety at Work.
- Article 6(1)(d) - processing is necessary in order to protect the vital interests of the data subject or of another natural person eg life threatening health emergencies.
- Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller eg library services as required under the Libraries Act (Northern Ireland) 2008 eg Membership, Book Requests.
- Article 6(1)(f) - processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular, where the data subject is a child eg Freedom of Information Requests, Fraud Prevention.
Who we share the Personal Data with
Libraries NI engages various expert third-party service providers to assist with the performance of certain functions or to provide services on our behalf. eg IT Providers, Consultants, CCTV Provider. This is done in line with strict contractual terms and relevant Data Protection/IT Security policies and procedures.
Libraries NI may be required to share your personal information with other people and organisations outside Libraries NI to the extent permitted or required by law. This may include:
- government authorities, law enforcement and regulatory authorities where required or permitted by law, and for tax or other lawful purposes eg HMRC, PSNI, Department for Communities, Department of Finance.
- external parties in response to legal process, and when required to comply with laws, to respond to an emergency, to enforce our agreements, policies, rules and terms or to protect the rights, property or safety of our staff, agents, customers and other users of our Services eg Legal Counsel/Solicitors, Social Workers, Insurance Companies.
Libraries NI has certain FOIA and EIR obligations and may receive FOI/EIR requests for third party personal data and in most cases will consider whether disclosure would contravene principle (a) of the UK GDPR. Libraries NI has a legal obligation to process any personal data we hold when considering requests under these laws.
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.
Libraries NI may share personal information relating to employees, board members, agency workers with outside bodies in order to facilitate the contract of employment eg NILGOSC, Financial Institution, health insurance providers, trade unions, occupational health, labour relations agency, recruitment agencies, DVA, Access NI, Training Suppliers.
What are your choices relating to contact from us?
Service-related communications
We may contact you with information that may affect your use of a service eg disruptions to services, lost property, or problems with requests etc. You will not be able to unsubscribe from administrative and service-related communications unless you unsubscribe from the relevant services.
Direct Marketing
Libraries NI would like to provide you with information about new services, products, events, courses, collections, promotions and offers which may be of interest to you. We may contact you to tell you this information, but we will obtain your consent before contacting you with “direct marketing” in this way and at the same time we will tell you how to withdraw your consent at any time.
How long will Personal Information be retained
Personal Information will be stored securely for as long as is necessary to fulfil the purposes outlined above. When Libraries NI decides that holding your details is no longer necessary, we will securely delete / destroy your details.
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 not be retained for longer than necessary 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 one year plus current year 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.
Will 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.
Your Data Protection Rights
You have the right to ask Libraries NI to access and obtain a copy of your personal information.
You have the right to ask us to rectify personal information you think is inaccurate and to ask us to complete information you think is incomplete.
In some circumstances you may also have the right to ask Libraries NI to restrict the processing of your personal data until any errors are corrected, to object to processing or (in very limited circumstances) to erase your personal data.
You can obtain further information about these rights from the Information Commissioner’s Office at: www.ico.org.uk or via their telephone helpline 0303 123 1113.
If you wish to exercise any of these rights or have any queries or concerns regarding the processing of your personal data, please contact Libraries NI using the details provided below.
The personal data we hold about you is used to provide a range of library services and we may from time to time ask for further information from you for this purpose. If you do not provide such information or ask that the personal data we already hold is deleted or restricted this may affect the service that we can provide.
If you would like a copy of your personal information or make a request, please email or write to the Data Protection Officer at address below:
Data Protection Officer
Libraries NI
25-31 Demesne Avenue
Ballymena, BT43 7BG
Email: dataprotection@librariesni.org.uk
How can I complain?
If you have any concerns about our use of your personal information you can make a complaint to us at:
Data Protection Officer
Libraries NI
25-31 Demesne Avenue
Ballymena, BT43 7BG
Email: dataprotection@librariesni.org.uk
You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how Libraries NI has used your data. The ICO can be contacted at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline Number: 03031231113
ICO website: https://www.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 (Axiell), the eBooks/eAudiobooks website (Libby, OverDrive and BorrowBox) and the eMagazines and eNewspapers website (Libby). 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 integration with Facebook, and also when logging into the Libraries NI website. Cookies are essential when logging into Third Party provider websites including the Axiell Catalogue website, the Libby eBooks, eAudiobooks, eMagazines and eNewspapers website. 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 (Mac) - 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
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Cookie Name |
Value |
Domain |
Does the cookie persist? |
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When you visit |
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cookie_consent_user_accepted
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true
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www.librariesni.org.uk
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Y (approx. 1 year, 1 month) |
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cookie_consent_user_consent_token |
String (sequence of characters)
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www.librariesni.org.uk
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Y (approx. 1 year, 1 month)
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www.librariesni.org.uk |
Y (approx. 1 year, 1 month) |
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N, session only |
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The following cookies are downloaded after you click 'Reject All' cookies on the Libraries NI website: |
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cookie_consent_level |
String (sequence of characters) |
www.librariesni.org.uk |
Y (approx. 1 year, 1 month) |
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UMB_SESSION |
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www.librariesni.org.uk |
N, session only |
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String (sequence of characters) |
www.librariesni.org.uk
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N, session only |
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The following cookies are downloaded after you click 'Accept All' cookies on the Libraries NI website: |
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personalization_id |
String (sequence of characters) |
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Y (Approx. 1 year, 1 month) |
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UMB_SESSION |
String (sequence of characters) |
www.librariesni.org.uk |
N, session only |
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N |
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String (sequence of characters) |
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Y (Approx. 1 day) |
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String (sequence of characters) |
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Y (Approx. 1 year, 1 month) |
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cookie_consent_user_consent_token |
String (sequence of characters) |
www.librariesni.org.uk |
Y (Approx. 1 year, 1 month) |
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Y (Approx. 1 year, 1 month) |
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String (sequence of characters) |
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Y(Approx. 3 months) |
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cookie_consent_user_accepted |
true |
www.librariesni.org.uk |
Y (Approx. 1 year, 1 month) |
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muc_ads |
String (sequence of characters) |
.t.co |
Y (Approx. 1 year, 1 month) |
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cookie_consent_level |
String (sequence of characters) |
www.librariesni.org.uk |
Y (Approx. 1 year, 1 month) |
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When you click to log into the Libraries NI website: |
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_GRECAPTCHA |
String (sequence of characters) |
www.google.com |
Y (approx. 7 months) |
Cookies set by Third Party Sites
When you visit a page with content embedded from, for example, Facebook, Twitter, Instagram or YouTube, 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 / Libby
OverDrive is a third party which provides access to eBooks, eAudiobooks, eMagazines and eNewspapers (via PressReader) and has its own privacy policy -
BorrowBox
BorrowBox is a third party which provides access to eBooks and eAudiobooks and has its own privacy policy -
https://librariesni.borrowbox.com/privacy
Disqus
Disqus is a third party which provides a facility for website visitors to publish comments.
https://help.disqus.com/en/articles/1717103-disqus-privacy-policy
The Libraries NI Learning Hub (OpenLearn)
OpenLearn is a third party which provides access to online courses and has its own privacy and cookies policy.
https://www.open.ac.uk/about/main/strategy-and-policies/policies-and-statements/website-privacy-ou
https://www.facebook.com/about/privacy
https://help.instagram.com/519522125107875
YouTube
https://www.google.com/intl/en/privacypolicy.html