Privacy Statement

Low Fell Library Association Privacy Policy

Low Fell Library Association is a Charitable Incorporated Organisation registered in England and Wales. Charity Registration No. 1153726

Here at Low Fell Library Association we take your privacy seriously. This policy sets out the basis on which any personal information about you will be processed.

    1. What Information Do We Process?

        1. Information you provide in order to use the core library service - borrowing books or using library service computers. This service is provided by the Association working in partnership with Gateshead Council. The Council is the controller of your personal information for this service and requires your name, address, telephone number, date of birth, and email address. The Association processes this data in accordance with instructions from Gateshead Council.

        2. Information we collect about you for the core library service – your record of book borrowing and reservations, and any associated charges and a record of your computer use. Again, the Council is the data controller and the Association processes this data in accordance with instructions from Gateshead Council.

        3. If you have opted in to receive our email newsletter the Association will hold your name and email address. For this service the Association is the data controller.

        4. Information about your use of additional services and activities we provide. Here the Association is the data controller and, depending upon the event or activity, we collect your name, (and/or for childrens activities, the name of your child) the activity and date, and where appropriate contact details and amounts due or paid.

        5. Information you may provide in response to a library user survey we may carry out from time to time

        6. If you are a Low Fell Library Association volunteer, as well as your name and contact information we may also hold certain categories of sensitive information such as gender, next of kin, date of birth, employment and educational history, references, medical and criminal records, your library training record, availability for rotas, and activities as a volunteer.

        7. If you have given your consent we may hold photographs of you or that that include you

        8. If you provide goods or services for the Association, or if you hire our facilities we will hold your name, contact details, contract details and depending on the nature of the contract or use of our facilities we may also hold certain categories of sensitive information such as gender, next of kin, date of birth, employment and educational history, references, medical and criminal records.

        9. With regard to each of your visits to our website we may automatically collect the following information:

            1. Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, your browser, time zone setting, and operating system and platform;

            2. Information about your visit, details of the links that you click and the content that you view (including date and time), page response times, download errors, methods used to browse away from the page and any phone number used to call our office or staff members.

    2. How Will We Use Your Information?

        1. To enable us to carry out the charitable objectives in our constitution and to promote the interests of the charity;

        2. To provide a Community Library service;

        3. To send you news and information about Low Fell Library Association and our events and activities;

        4. To maintain our own accounts and records (including, where applicable, the processing of gift aid applications);

        5. To administer and improve our website

        6. To measure or understand the effectiveness of our communications and services to you and others, and to deliver relevant content to you;

        7. To maintain accurate and up to date records or our volunteers, contractors, customers and service users

        8. To manage our volunteers;

        9. To run Disclosure and Barring Service (DBS) checks on volunteers in accordance with our safeguarding and employment policies.

    1. Where Do We Store Your Personal Data?

        1. Where Gateshead Council is the data controller, your data is stored on the online system provided by the Council. For more details of this please contact the Central Library, Prince Consort Road, Gatshead.

        2. Where the Association is the data controller we may store your information on computers, in paper form, or both.

        3. All computers that store any personal data are password protected.

        4. Any paper files that hold personal information (other than names and contact details) are kept in a part of the library premises that is not accessible to the public.

        5. The data that we collect from you may be transferred to, and stored by a service provider outside the European Economic Area ("EEA"). We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy and in compliance with all relevant UK data protection legislation.

    1. What Is Our Legal Basis For Processing Your Data?

      1. Our legal basis for processing personal data is different depending upon the purpose it was collected for.

          1. Data for the core library service is processed in accordance with our contract with Gateshead Council

          2. Data collected for Low Fell Library Association news, mailing and marketing lists is held and processed on consent of the data subject.

          3. Data collected through or for the events and activities that we run is held for our legitimate interests or because of a contractual obligation to do so.

          4. Volunteer, contractor and customer data records are processed to comply with legal and contractual obligations and to fulfil our legitimate interests. Some of your records may be held with your consent. Where we choose to hold such records on consent we will notify you of this when your data is collected and will ask for you to agree to this. We will also inform you how you can withdraw your consent if you wished to do so.

    1. How Long Do We Hold Your Data?

        1. The length of time that we will retain your data will vary depending upon the purpose for which it is processed.

        2. For data where the Council is the controller, the Council will determine how long your data is held. The Association will only have access to the data during the term of any data processing agreement we have with the Council.

        3. Data that is held by us on consent is only kept for as long as we have your consent to process that data.

        4. Financial data will be retained for up to 6 years after the end of the accounting year to which they relate.

        5. Data on booking or attendance at events and activities will be disposed of within two years unless there is a contractual or regulatory need to retain the data for longer.

    1. Your Rights

        1. Under UK legislation you have a number of rights about how your data is processed. Full details of your personal rights can be found on the Information Commissioner’s Office website -

        2. Your rights include the right to:

            1. Request a copy of the data we hold about you,

            2. Have inaccurate and incomplete data rectified,

            3. Have the personal data we hold on you deleted (except where we have an obligation to retain the data),

            4. To restrict the processing of your personal data in certain circumstances.

            5. To complain to the Information Commissioners Office.

        3. Data that is held on consent will only be processed as long as we have your consent. To withdraw your consent you can contact us by emailing us at

    1. Other Websites

      1. Our website may, from time to time, contain links to and from other websites, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

    1. Cookies

        1. Our websites use cookies for the following reasons:

            1. To allow you to carry information across pages of our websites and avoid having to re-enter information when you return to one of our sites;

            2. To measure our website traffic and analyse how our websites work. This will allow us to make changes to our websites in the future and make them easier to use;

        2. You can accept or decline cookies by modifying the settings in your browser. Please note that if you disable all cookies then you may not be able to access some parts of our websites.

    1. Changes to Our Privacy Policy

      1. Any changes we make to our privacy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

    1. Contact

      1. If you have any questions, comments or requests regarding this privacy policy please email or write to us at:

      2. Low Fell Library Association

      3. Low Fell Library

      4. 710A Durham Road

      5. Gateshead

      6. NE9 6HT