Privacy Notices - Swindon Libraries Summer Reading Challenge 2021 Privacy Notice

As part of the Summer Reading Challenge, Swindon Libraries and Information Service (Swindon Libraries) will process personal data relating to those children participating in the Challenge. Swindon Libraries is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

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

Swindon Libraries is running and administering the Summer Reading Challenge created by The Reading Agency. Swindon Libraries take yours and your child’s privacy very seriously.

Swindon Libraries collects this data for the Summer Reading Challenge in order to administer the Challenge and to report on the impact the Challenge has across the Borough. This data is also used to report to The Reading Agency in anonymised format.
 

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.

The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

Swindon Libraries processes a range of data from your child’s account during the Summer Reading Challenge process. This includes:

• age category
• sex
• school or educational setting
•  contact email or telephone number to let you know when your Summer Reading Challenge packs are ready to collect.

Swindon Libraries complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

The data stored in the library account from the Summer Reading Challenge Registration Form will be removed from library accounts within 5 months of the Summer Reading Challenge ending.

This data includes:

• school and educational setting
• the date you register for the Summer Reading Challenge
• if you would like your child to receive a luck dip selection of books to borrow
• the library you would like your child to pick up the Summer Reading Challenge packs from

Swindon Libraries collects this data for the Summer Reading Challenge in order to administer the Challenge and to report on the impact the Challenge has across the Borough. This anonymised data is also used to report to The Reading Agency.

The data used in the reports cannot identify you and is anonymised at all times.
 

We rely upon your consent and if you would like to remove your consent at any time, contact DataProtection@Swindon.gov.uk and tell us which service you are using so we can deal with your request.

Your data may be shared internally for the purposes of administering the Summer Reading Challenge.  This includes members of the Outreach Team in Swindon Libraries, all Library & Information Assistants, Library Supervisors and all Community Parish Libraries. This data will include:

• your library membership number
• the school and educational setting
• if you would like your child to receive a luck dip selection of books to borrow
• the library you would like your child to pick up the Summer Reading Challenge packs from

From this data, the Outreach Team in Swindon Libraries, all Library & Information Assistants, Library Supervisors and all Community Parish Libraries will be able to access your library accounts for the purpose of administering the Summer Reading Challenge. This will include:

• issuing books onto your account if you have requested a lucky dip bag
• using the contact details already provided on your account to inform you when to pick up the Summer Reading Challenge packs

Swindon Libraries will share the anonymised data from your library account with The Reading Agency. This is a requirement from The Reading Agency for Swindon Libraries to deliver the Summer Reading Challenge.
None of the data shared with The Reading Agency can identify you and is not personal data.
 

We take the security of your personal data seriously. We have internal policies and controls in place to ensure that your personal data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

The information collected from the Summer Reading Challenge Online and Paper Registration Form will be kept for five months from the end of the Challenge.

You have the right to:

• access your personal data that we process, see Access to the information we hold about you
• rectify inaccuracies in personal data that we hold about you
• request us to restrict the processing of your data in certain ways
• obtain a copy of your data we hold
• object to certain processing of your personal data
• withdraw consent for processing where that is the legal basis we use and be forgotten i.e. for your personal data to be removed from our systems and records under certain circumstances.

We have a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions about how we look after your personal information, please contact the Council’s Data Protection Officer, at DataProtection@swindon.gov.uk or by calling 01793 445500 and asking to speak to the Data Protection Officer.

Please tell us which service you are using so we can deal with your request.
 

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.

If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk. You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk

This website also contains information on data protection and your rights and remedies.
 

You are under no statutory or contractual obligation to provide data to Swindon Libraries during the Summer Reading Challenge process. 

However, if you do not provide the data, we may not be able to process your registration properly or at all.

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

You are viewing the Privacy Notice for Swindon Libraries Summer Reading Challenge 2021.

Read the main Privacy Notice