Privacy Notices - Booking to visit the library Privacy Notice


You need to be aware of this Privacy Notice if you are booking any visit in person to one of the Swindon Borough Council operated Libraries listed below (including for Quick Choice, Public Computers, Library Shop sessions, Local Studies appointments and routine site visits):

  • Central Library, North Swindon Library, West Swindon Library, Highworth Library, Park Library.
What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us.

We will ensure that the data given to us is processed in line with the Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR).

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.

What personal data do we collect?

We will collect the following personal data:

  • Your name and contact details (email address or telephone number).
How do we process your personal data?

The Council complies with their Data Protection obligations under the GDPR. This means it keeps personal data up to date; stores and destroys it securely; does not collect or retain excessive amounts of data; protects it from loss, misuse, unauthorised access and disclosure; ensures that appropriate technical measures are in place to protect it.

Why do we need your personal information?

We must collect contact information from our visitors when they book a visit to one of our Swindon Borough Council operated Libraries , as should a visitor or member of library staff later test as covid-19 positive, we will then be able to trace who else has also recently visited the library. We can then share this data with NHS Test and Trace to help minimise the transmission of COVID-19 and support public health and safety.

How the law allows us to use your information?

Data will be collected and processed on the basis of the legitimate interests of the individual, the organisation, and the public health efforts to tackle COVID-19.

Another basis will be the Council’s public task, as it has legal responsibilities around public health which will requires it to process this data.

Who do we share your information with?

Your personal data may be shared with NHS Test and Trace to help minimise the transmission of COVID-19 and support public health and safety.

NHS Test and Trace will ask for these records only where it is necessary, either because someone who has tested positive for COVID-19 has listed the library as a place they visited recently, or because the premises have been identified as the location of a potential local outbreak of COVID-19.

How do we protect your information?

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.

How long do we keep your personal information?

The records relating to your booked visit to the library will be retained for a period of no more than 3 months from collection.

What you can do with your information?

You have a number of rights.

You can:

  • access and obtain a copy of your data on request (Subject Access Request)
  • require the Council to change incorrect or incomplete data
  • require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • object to the processing of your data where the Council is relying on its legitimate interests as the legal ground for processing

If you would like to exercise any of these rights, please contact the Council’s Data Protection Officer, Civic Offices, Euclid Street, Swindon SN1 2JH or email

Your right to complain

If you believe that the Council has not complied with your data protection rights, you can complain to the Information Commissioner at

What if you do not provide personal data?

If you do not provide your personal data, you will be unable to book a visit to the library.

How will we ensure compliance?

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

Main privacy notice

You are viewing the Privacy Notice for booking a visit at a Swindon Borough Council operated library (including Quick Choice, Public Computers, Library Shop sessions, Local Studies appointments and routine site visits).

Read the main Privacy Notice