Privacy Policy
The Library Management System (LMS) is made available by East Cheshire NHS Trust and we are committed to protecting the privacy of people who use the system. This page lets you know what personal information we collect, how we use it and how we safeguard it.
The LMS is used by the Library and Knowledge Service (LKS) for the following:-
As you use the LKS, we want you to be clear how we’re using information and the ways in which you can protect your privacy.
Our Privacy Policy explains:
If you have any questions about the policy please contact us.
Information that we collect
In order for you to become a library member we store your personal and work contact details and job related information.
This information is used to allow you to borrow books, to request books and journal articles and to access current awareness bulletins. It also ensures we can contact you and easily identify you in the system.
What we do with your information
The information that you supply will be used to contact you about services or resources you have requested from the Library & Knowledge Service. With your permission we will also contact you on occasion to inform you about library related events.
Sharing your information with others
We will share your information with others where required to do so by law. We will never sell your information to anyone, or share it in a way not described in this notice without your permission.
Accessing and updating your personal information
You may contact us at any time to request a copy of the data we hold on you, and to request changes to the data by emailing ecn-tr.stafflibrary@nhs.net
Information security
Our Library Management system is supplied and hosted by IS Oxford. Any access that IS Oxford has to the data will only be for the purposes of system support, maintenance and backup and will be subject to IS Oxford’s Information Security Policy, which includes compliance with the requirements of the Data Protection Act and other relevant legislation. A copy of IS Oxford’s Information Security Policy is available upon request.
Data is stored within the UK.
Technical safeguards, such as firewalls and antivirus software are used to help ensure that your information is kept safe and only disclosed to people who are authorised to view it.
We restrict access to personal information to employees of East Cheshire NHS Trust Library and Knowledge Service and other partners who need to know that information in order to process it for us (as described above). Staff at these organisations are subject to strict contractual confidentiality obligations.
Reviewing & Deleting your information
We review library membership records on a regular basis, deleting records as appropriate. We will delete the data we hold on you after a maximum 5 year period of inactivity (in case you return to use NHS library & knowledge services again within this time).
Compliance and cooperation with regulatory authorities
We regularly review our compliance with our Privacy Policy and adhere to the UK General Data Protection Regulations and any other relevant legislation.
Contact us
If you have any concerns related to this privacy policy, or have queries about the use of your personal information, please contact ecn-tr.stafflibrary@nhs.net
The LMS is used by the Library and Knowledge Service (LKS) for the following:-
- to record contact details of registered LKS members
- to enable document supply
- to send notifications about overdue books
- to report on usage and membership
As you use the LKS, we want you to be clear how we’re using information and the ways in which you can protect your privacy.
Our Privacy Policy explains:
- What information we collect and why we collect it.
- How we use that information.
- The choices we offer, including how to access and update information.
If you have any questions about the policy please contact us.
Information that we collect
In order for you to become a library member we store your personal and work contact details and job related information.
This information is used to allow you to borrow books, to request books and journal articles and to access current awareness bulletins. It also ensures we can contact you and easily identify you in the system.
What we do with your information
The information that you supply will be used to contact you about services or resources you have requested from the Library & Knowledge Service. With your permission we will also contact you on occasion to inform you about library related events.
Sharing your information with others
- We will share your information with the organisations that supply and manage our library management systems. We may share your information with another NHS library, or the East Cheshire NHS Trust Finance Department if you leave the organisation and have outstanding debts or loans.
We will share your information with others where required to do so by law. We will never sell your information to anyone, or share it in a way not described in this notice without your permission.
Accessing and updating your personal information
You may contact us at any time to request a copy of the data we hold on you, and to request changes to the data by emailing ecn-tr.stafflibrary@nhs.net
Information security
Our Library Management system is supplied and hosted by IS Oxford. Any access that IS Oxford has to the data will only be for the purposes of system support, maintenance and backup and will be subject to IS Oxford’s Information Security Policy, which includes compliance with the requirements of the Data Protection Act and other relevant legislation. A copy of IS Oxford’s Information Security Policy is available upon request.
Data is stored within the UK.
Technical safeguards, such as firewalls and antivirus software are used to help ensure that your information is kept safe and only disclosed to people who are authorised to view it.
We restrict access to personal information to employees of East Cheshire NHS Trust Library and Knowledge Service and other partners who need to know that information in order to process it for us (as described above). Staff at these organisations are subject to strict contractual confidentiality obligations.
Reviewing & Deleting your information
We review library membership records on a regular basis, deleting records as appropriate. We will delete the data we hold on you after a maximum 5 year period of inactivity (in case you return to use NHS library & knowledge services again within this time).
Compliance and cooperation with regulatory authorities
We regularly review our compliance with our Privacy Policy and adhere to the UK General Data Protection Regulations and any other relevant legislation.
Contact us
If you have any concerns related to this privacy policy, or have queries about the use of your personal information, please contact ecn-tr.stafflibrary@nhs.net
Library & Knowledge Service
Facilitating evidence-based decision making
Page last updated 1/3/19