By submitting personal data to us, you agree that we, your NHS Knowledge and Library Service, may collect, use and store any such personal information data in accordance with relevant data protection legislation and regulations, as described in this Privacy Notice.

This privacy notice explains:

1. why we hold your personal data

2. how you can find out what data we hold, and have that data updated or deleted

3. who may have access to your data

4. how your data is processed and stored

5. how long your data is retained

6. how you can request that we stop contacting you

If you have any concerns related to this privacy notice, or have any queries about the use of your personal data, please contact us.

Personal data is collected when you complete one of the following forms: 

• Book request form

• Journal article request form

• Membership request form

• Search request form

• Current awareness services subscriber form

• Training request form

• Contact us

The data from these forms will only be used for the administration of services provided by the Library and Knowledge Services team. By completing any of these forms you agree to the data being held in accordance with the Data Protection Act (DPA) 2018 / UK General Data Protection Regulation (GDPR) for use in any relevant local library systems and/or external alerting systems. We may store personal data supplied via these forms to enable us to identify you, collate statistics, track progress in satisfying requests and to remedy problems.

We will not share person identifiable information with third parties outside your employing organisation unless a Data Processing Agreement is in place. The Library and Knowledge Services team has a Data Processing Agreement in place with NHS England (the Data Controller) for our shared Koha Library Management System when you register as a library reader to borrow books. This is fully compliant with GDPR. If you notify us of a change to your data, we update the your record accordingly. Technical safeguards are in place to help ensure that your data is kept safe and only disclosed to people who are authorised to view it.

Your data is kept for as long as you wish to receive knowledge and library services. If you cease to require the use of these services, we will delete your data when you tell us to delete it, or if you don’t tell us, after a period has elapsed. We securely destroy any personal data about you when it is no longer of use.

If you wish to stop receiving communications about library services and resources, please contact us.