Data protection

  • Introduction
  • Totley CRIC stores personal data for three groups of people: library users, volunteers and charity supporters. This policy describes the data we hold and the purposes for which we hold it. We never share your personal data with anyone else, unless required to do so by law.
  • Under the terms of the GDPR (General Data Protection Regulation) our lawful basis for processing personal data is “legitimate interests”, except for our mailing list of supporters, for which the lawful basis is “consent”.
  • For library users
  • Totley Library offers our own purchased and donated books for loan. These are identified by an orange sticker and must be checked out and in at the front desk. If you have registered with us to borrow our “orange sticker” books, we store some personal information about you in a web-based system called Koha. This includes your name, postcode, email address, and Sheffield Council library card number. We also store a record of the books currently issued to you, a record of your book-borrowing history, a record of fines accrued on overdue books, and the fines paid. This information is visible to front-desk volunteers working at the library and to certain other volunteers with administrative roles within the library.
  • This information is used to manage the loan of our orange sticker book stock. For example, we may send you emails when items are overdue and fines need to be paid.
  • You may ask to see the information we hold about you by submitting a request in person or by email to totleylibrary@gmail.com. You will need to provide a copy of some ID with your request. If the information is incorrect, we will correct it promptly if you tell us.
  • You may ask for your information to be removed from our “orange sticker” system; however, you would no longer be able to borrow from our donated book stock.
  • Please note that personal information held by Sheffield City Council’s library management system is separate, and is subject to the council’s data privacy policy.
  • For volunteers
  • Totley CRIC stores information about you in a web-based service called Three Rings. This includes your name, address, telephone number and email address. We also store your role within the library (for example Session Leader, Fundraiser, or Library Assistant), your availability for shifts, and a record of the shifts you have worked. This information is accessible to a limited number of people in the library, namely the Day Coordinators, Building Manager, Cleaning Coordinator, Story Time Coordinators, Gardening Coordinator and trustees.
  • This information is used to help us manage the rota and to contact you about library operational issues and about events for which we need volunteer help.
  • We may store paper or digital copies of your volunteer application form, and any references that were taken up.
  • You may ask to see the information we hold about you by contacting the Data Protection Officer. If the information is incorrect, we will correct it promptly if you tell us.
  • For “Friends of Totley CRIC”
  • Totley CRIC offers individuals the opportunity to become “Friends of Totley CRIC” by making a regular donation. For these individuals, we may store names, addresses, phone numbers and email addresses and a record of donations made. We use this information to administer our donations scheme.
  • Entries for Friends who have not been donated for two years or more are purged from time to time.
  • Players of “Totley Library Lottery”
  • Totley CRIC is licensed to operate the Totley Library Lottery. For these individuals we store names, addresses, phone numbers, email addresses, bank details, standing orders, lottery numbers, record of winnings in both electronic and paper form. We use this information to adminster the lottery.
  • Entries for Players who have not participated in the lottery for a year are purged from time to time.
  • For other supporters
  • We hold mailing lists of people which includes their names and email addresses. This information is used to distribute a monthly e-newsletter with details of the library’s news, events and services, and occasionally to distribute notifications of special events.
  • All emails sent out by Mailchimp include an “unsubscribe” link allowing recipients to remove themselves permanently from the list.