Why we use your data

Libraries and customer contact use personal information to provide specific services to residents, via a Library membership card that allows the borrowing of items from the library or the use of PC’s and free Wi-Fi, eNewsletter (opt-in). Libraries and customer contact only use personal information for the purposes for which it has been obtained.

Information is collected from the data subject or a parent or guardian. Personal information on children who use the Children’s Mobile Library or regularly visit with a school is collected from the school, this allows every visiting school child to have a library card. Information is not collected from elsewhere.

Why we are allowed to use your data under the:

  • Local Government Finance Act 1992
  • Libraries and Museum Act 1969
  • Copyright Designs and Patient Act 1988
  • The Freedom of Information Act 2000

Otherwise it is informed consent.

Information we use

Libraries and customer contact collect:

  • names
  • residential addresses
  • email addresses
  • dates of birth
  • gender
  • ethnicity
  • disability, school and guarantor or carer details (when relevant to the service)

Information is collected using electronic forms via Medway Libraries website, by telephone or during face-to-face contact.

How long you data is held

Your data will be held for 2 years after your membership expires.

If you have not used the library in that time and your account is clear of money or items owing your data will be anonymised. Anonymising a record removes anything that could be used to identify a person but retains the loan history. You would need to join again to use the library service.

Information is held for 5 years if you use a public computer or public Wi-Fi in line with legal requirements.

Information is held for 7 years if there are items or monies outstanding.

Please ensure your data is correct by logging onto Medway Spydus and checking your account. You can update your details in any Medway library.

If you would like us to remove you from our database please email chatham.library@medway.gov.uk

Removal from our database will mean you are no longer a member of Medway Libraries and cannot use our services as we will not be able to administer you. You cannot be removed from the database if you have monies or items outstanding.

Who we can share data with

All staff employed by Medway Libraries or Medway Council Customer Contact have access to the data.

Medway Libraries library management system is a database called Spydus provided by Civica.

Medway Libraries is part of the SELMS Consortium. Your borrower record will be held on a shared database, but your details will only be available to another authority if you choose to borrow or reserve items from that authority. SELMS is a consortium of library services in the south east of England which has joined together to deliver better services for all its customers.

Compliments and complaints are shared internally with the Medway Council complaints team.

Medway Libraries use Overdrive to supply eBooks and eAudiobooks. If you choose to use this service your data will be shared with Overdrive. Rakuten OverDrive, Inc. is our approved digital supplier of eBooks and eAudiobooks.

Your data may be shared with the emergency services in cases where your safety or the safety of library and customer contact staff or other library users are at risk.

When computers make any decisions about you: Not applicable

When your data gets sent to other countries: Rakuten OverDrive, Inc. are based in Cleveland, Ohio, United States.