Want to know more about GDPR and the library service?
When you join the library at East Surrey Hospital or Crawley Hospital we ask you to complete a membership form. The information you provide is then added to our Library Management System (LMS) which is only accessed by library staff. Our reasons for requesting information are “Contractual” – it gives you the facility to borrow and request books, request articles, use the library 24/7, request evidence search, receive training on using our resources, and enables us to keep you informed about our services including opportunities for you to provide feedback about what we offer.
The data we add to our Library Management System is password protected and is stored on a UK based system backed up each day by our LMS provider Sirsi Dynix.
Printed forms are stored in a secure locked facility and can only be accessed by library staff. Any membership forms no longer required are placed into confidential shredding in accordance with the GDPR and Data Protection Act 2018.
The privacy statement concerning our Library Management System is here
We would also add your work details (and your preferred email) to Knowledgeshare our current awareness service – if you want to be kept informed about latest evidence this is the facility we use. This is produced with the UK and is backed up daily. It can only be administered by library staff.
If you ask us to carry out an evidence search we add the results to Knowledgeshare – there is a facility for the search results to be visible to other health professionals but this would NOT contain any of your work details or email.
The privacy policy for Knowledgshare is available here
When we email you we do so as part of the Contractual basis of GDPR to:
- Remind you about books you have borrowed (before they are overdue/if they have become overdue)
- Provide you with information you have requested (articles/evidence search/current awareness)
- Provide the chance to give feedback in our annual library survey/occasional specific surveys (eg DynamedPlus trial)
- Provide you with the chance to give feedback concerning information you requested and which we have supplied (evidence search)
- Provide you with the chance to feedback on training you requested and attended which was provided by library staff
If you have any concerns please speak to a member of library staff.
Useful links for further information:
Information Commisioners Office (ICO)
