Library management system privacy notice

The data controller for the information we collect

This Privacy Notice is provided to meet the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) to explain how we process your personal data in delivering the Library Management System.

Leeds City Council is the data controller for the purposes of the Data Protection Act 2018 and other regulations, including the UK General Data Protection Regulation, which means it determines what your data is used for and why it is collected. The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information, and who we may share it with. The contact details of the data controller are Leeds City Council, Merrion House, 110 Merrion Way, Leeds, LS2 8BB.

The data we will collect

To deliver the Leeds Libraries service, we will process the following data:

  • name
  • date of birth
  • address
  • Contact details (for example, phone, email)

How we collect information about you

We collect information about you from you directly (for example, by asking you to complete one of our online forms or via face-to-face). We may also obtain information about you from other sources, such as your family members, carers, or other persons acting on your behalf.

Why we process your data

We use your information to:

  • Service provision
  • Keep track of where the items we loan are and retrieve them
  • Apply any charges that might be incurred
  • Promote and market library services via email

All the data collected will be treated in strict confidence and in accordance with the requirements of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). The data provided by you will only be used for the purposes specified.

Lawful basis for processing

We will process your data in accordance with UK GDPR Article 6(1). The processing shall be lawful only if and to the extent that the following applies:

  • Article 6(1)(a): the data subject has given their consent to the processing of his or her personal data for one or more specific purposes
  • Article 6(1)(e): the processing is necessary for the performance of a public task. 

Withdrawing your consent

You have the right to withdraw your consent from participating in the service and from us contacting you in connection with marketing and promoting our service at any time. Withdrawing your consent will not affect any services or benefits you may receive from the council. If you decide that you wish to cancel your membership, please contact us.

Data retention, storage and destruction

Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention. This means that your information will be kept for 12 months after we cease to provide a service to you, unless we are required to hold it for longer or if there is a business requirement to do so. After this, your information will be deleted or archived. 

Who we share your data with

We may share your data with the following individuals and agencies:

  • your family members, carers acting on your behalf
  • internal Council Departments
  • public research organisations
  • others

In addition, we will share your personal data:

  • where such disclosure is necessary for compliance with a legal obligation to which we are subject
  • in order to protect your vital interests or the vital interests of another natural person
  • for the purposes of security and prevention of fraud and other criminal activity
  • where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure

Automated decision making

Your data will not be used for any automated decision-making, including profiling. However, we may use the computer system to make suggestions for materials that might interest you based on your borrowing history. And we will email these to you.

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

The following data rights are available under the UK GDPR:

  • the right to access (where you can ask for copies of your personal data)
  • the right to rectification (where you can ask us to rectify inaccurate personal data and to complete incomplete personal data)
  • the right to erasure (where you can ask us to erase your personal data)
  • the right to restrict processing (where you can ask us to restrict the processing of your personal data)
  • the right to data portability (where you can ask that we transfer your personal data to another organisation or to you)
  • the right to object to processing (where you can object to the processing of your personal data) 
  • the right to complain to a supervisory authority (where you can complain about our processing of your personal data)
  • withdraw consent (to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent)

All data rights apply where we process your information based on your consent. 


Where we process your data under the public task basis, the following data rights do not apply:

  • the right to erasure
  • the right to portability 
  • the right to withdraw consent

All the rights are subject to certain limitations and exceptions. You can learn more about your individual rights and how to exercise them, with further details on the Information Commissioner's Office website. You may exercise any of the above rights in relation to your personal data by writing to us, using the contact details provided below.

If your data is sent to other countries

The information you provide will not be transferred to another country outside of the UK.

Contact us

Any queries in relation to this privacy notice should be forwarded to:
Email:  librarysupportservice@leeds.gov.uk 

Data Protection Officer
Aaron Linden
Head of Information Management and Governance - Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds
LS2 8BB
DPO@leeds.gov.uk 

The Council privacy notice is available online.

Complaints

If you are unhappy with the way in which your information has been handled, you should speak with the specific service in the first instance.

Any data protection complaints about how the council has processed your personal data will be handled in accordance with the council’s complaints policy. You can find out how to submit a complaint by visiting this link.

If we cannot resolve your complaint, you can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner’s website. 

Changes to this notice

We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated November 2024.