Library Service - Privacy Notice

What personal information is being processed and what for

Cheshire East Library Service requires your name, address, phone number, email address and date of birth in order to: 

  • ensure you have the relevant type of library card for the items borrowed e.g. pre-school child,child aged 5 to 17 years, adult etc 
  • record the items you borrow, when they are due for return and to log any charges incurred
  • contact you about borrowed items if they are due for return or overdue
  • contact you about items you have reserved
  • allow and record access to our public computers and WiFi
  • allow and record access to our e-Resources and online catalogue
  • contact you to let you know about any closures or changes to library services
  • contact you to let you know about library service surveys
  • use your date of birth and postcode in order to analyse library usage anonymously for service planning purposes.

For those entitled to reduced charges and concessions, proof of entitlement to specific welfare benefits is required. You may also give your consent to receive our monthly newsletter containing information about events and activities happening in Cheshire East Libraries and news about the service. 

Why we are allowed to use your information

We are able to use your information because we have a public duty to deliver a public library service as directed by the Public Libraries and Museums Act 1964. You have the right to withdraw your consent to be a library member, or your consent to be contacted, at any time.

Who we will share your information with

Your information will be accessible by library service staff working for Cheshire East and Cheshire West Councils. It will also be accessible by volunteers working for Cheshire East libraries and named school library staff at two high schools where there are public libraries. Your information may be shared with law enforcement agencies on request. Your personal information will not be disclosed to third parties unless required by law.

Where we get your information from

We only use information provided by you or in the case of a child, provided by a parent or official carer.

How long we will keep your personal information

We will keep your information for as long as you are an active user of the library service. If used regularly your membership will expire every 2.5 years in order for us to check that your information is up to date. In this case your information will not be deleted, just expired until it is checked.

If you do not use your library membership for 12 months after it has expired we will delete your membership and information. If you have outstanding loans or charges on your library account then this period will be longer.

Cheshire East Council has an information asset register which lists all the information assets and how long they are kept for.

How your information is stored

Your information will be stored on our web-based Library Management System - Koha, which staff access via an individual username and password. In the case of the Home Library Service and the Summer Reading Challenge, some information will be stored as paper records and held securely.

What happens if you don’t provide us with your information

You won’t be able to be a library member unless you provide this information and therefore will not be able to borrow library items, access the library service’s online resources or use the free ICT resources.

You can choose to cancel your library membership and have your information deleted at any time. If there are outstanding loans or charges on your account we may not be able to delete your information immediately. This can be done by contacting us via email, phone or in person. 

Will your information be used to make automated decisions


Your rights

You have a number of rights regarding your personal data, including withdrawing your consent where we have asked for it. You can also ask for a copy of the information we hold about you and ask us to correct anything that is wrong.  

For detailed information about your rights please see our privacy notice.

Page last reviewed: 17 August 2021