Privacy notice - Library meeting room booking
Overview
This privacy notice covers hirers of Library and Information Service meeting rooms.
East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
What information is being used?
- name
- telephone number
- email address
- organisation type
- reasons for room hire
- information relating to site access
How will your information be used?
Your information will be used to maintain a record of your room hire and your acceptance of our terms and conditions. We will use your contact details to notify you about any potential changes or cancellations regarding your room hire.
Your information will be shared with the library staff working at the site of your room hire. It will not be shared with any third parties.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is processed in the UK or in a country with an adequacy agreement with the UK.
What is the legal basis for processing your information?
We will explicitly seek your consent to process your personal data (GDPR Article 6(1)(a).
Special Category data is processed under Article 9(a). We will ask for your explicit consent to collect this data.
How long will your information be kept for?
We will keep your information and details for one year after the end of this financial year, which runs from 1 April to 31 March.
Sharing your information
Your personal information will be made available to those members of our staff who need to see it in order to perform their functions, roles and responsibilities in the Library and Information Service.
Any sharing of personal data is always done:
- on a case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Your rights
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision making)
Please visit data subject rights for further details.
How to find out more or complain
Should you have any further queries on the uses of your information, please speak directly to our service:
Contact the Library Admin Team: Library enquiries and comments form
Library Admin Team
Bibliographic House
Windsor Way
Polegate
East Sussex
BN26 6QF
To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.
Further information on making a complaint.
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)