Personal information is anything that can identify you as an individual, either on its own or by reference to other information.
We are serious about looking after your personal information and protecting your privacy because we want you to have trust and confidence in us and the work we do.
There are rules about what personal information we process. When we say "process" we mean how we collect, record, hold, use, share and ultimately dispose of your information.
You have rights relating to your personal information. Your rights here in Jersey are explained in the
Data Protection (Jersey) Law 2018. They are also described below.
All data processing we undertake is carried out under the requirements of the Data Protection (Jersey) Law 2018.
CLS is registered with the Office of the Information Commissioner.
We promote other services via functions offered by Capita, Overdrive and RBDigital. Overdrive and RBdigital offer you e-books, e-audio, newspapers and periodicals. When you register to access these services, you will be asked to provide your personal details. This data will remain with Overdrive or RBDigital.
Your records are held in a combination of electronic and paper formats.
Why we process your personal information
We process and hold your information in order to provide public services and meet our statutory obligations under various legislation including (but not limited to) the Public Library (Jersey) Regulations 2007 and the Public Library (Jersey) Rules 2003.
We process your information so that we can:
handle your application for a library membership
- provide you with the services you request from us
- make decisions which affect you
- respond effectively to your enquiries
- update you with new or changed services
- secure services on your behalf at your request
- investigate complaints
We will only share data if we have a legal basis to do so, or failing that, we will seek your consent.
How we use information
Sometimes we may use your personal information to:
develop policies and services
- review and plan for services
- help with audit and accounting
- develop learning and training
- improve communication
- respond to Freedom of Information Requests
- enable the maintenance and upgrade of our computer systems by external suppliers
When this occurs, we make every effort to protect your information and where possible ensure that the data does not directly identify you
Types of personal information we process
Information about you that we may process includes:
- date of birth (under 18's only)
- your contact details; telephone, address or email
- records of visits or contacts you've had with us
Where we get your personal information from
We get your personal information from:
you or your family when you complete our forms, speak to us on the phone, face to face or communicate with us by email
information you provide to us by using our website
If you don't tell us something we need to know, your personal records may not be accurate and this could affect the services provided.
We may use email to communicate with you in relation to the services we provide. For security reasons we will keep any personal information to a minimum in any email we send to you.
If you email us we may keep a copy of your email address and the email as part of your record.
We suggest that you keep the amount of confidential information you send to us via email to a minimum.
If you have provided your email address, we may use this to send you alerts when your reservations are ready for collection, reminders to review or return items you have borrowed, and other information that may affect your use of library services e.g. closures.
We will not share your email address, or your email contents unless it is:
- to provide a service to you
comply with a legal obligation
- permitted under other legislation
- permitted because you have given your consent
How your information is protected
Protecting your privacy and looking after your personal information is important to us. We work hard to make sure that we have the right policies, training and processes in place to protect our manual and electronic information systems from loss, corruption or misuse.
We take every reasonable step to make sure that we keep your personal information safe in line with best practice, the Data Protection Law and any other relevant Laws.
have a legal duty to keep your information confidential
- receive annual training on the Data Protection Law
We hold your personal information for up to three years after your last transaction with us. After this, your information will be deleted. We use anonymised data of library use for statistical analysis. For more information, see our Retention Schedule.
Transferring your information to other countries
We do not process your information overseas using web services that are hosted outside the European Economic Area.
Sharing your information
We will not pass any personal data on to anyone without your consent unless the law allows us to for example when we share with companies who are providing a processing service for us.
We won't pass on your details to any marketing companies.
We do not record or monitor any telephone calls you make to us using recording equipment. If you leave a message on our voicemail systems, your message will be kept until we are able to return your call or make a note of your message. File notes of when and why you called may be taken for record keeping purposes. We will not pass on the content of your telephone calls, unless is it necessary for us to do so; either to fulfil your request for a service; to comply with a legal obligation, or where permitted under other legislation.
Your rights regarding the personal information we hold about you
Under the Data Protection (Jersey) Law 2018 you have certain rights relating to the information we process about you. These rights are to:
- be told and understand what your information is being used for
- access your record and receive it in an easy to use format
- ask us to make amendments to information we hold about you which is incorrect. We may ask you to provide evidence of information that needs to be changed
- ask us to erase information we hold about you. We can only do this if the law allows us to
- withdraw any consent you may have previously given us
- object to us processing your information. If you do object, then we can only stop processing your information if the Law allows us to
If you want to find out more about your rights or make a complaint about how your information is being handled, contact our Data Protection Officer using the contact information below.
If you are not satisfied with our response you can contact the Office of the Jersey Information Commissioner.
Access to your record
Information we hold about you can be accessed by:
- staff carrying out their duties
On rare occasions there may be legal restrictions which mean staff may not be able to share some information with you.
You are legally entitled to request a copy of any information that we hold about you. You can
submit a subject access request (SAR) using our online form.
If you have an enquiry or concern regarding the States of Jersey processing your personal data you can contact the Central Data Protection Unit.
You can also complain to the Jersey Office of the Information Commissioner about the way your information is being used.