The Leeds Library Privacy Statement
The Leeds Library was founded in 1768 as a proprietary subscription library and is now the oldest surviving example of this sort of library in the British Isles. The Library became a charity on 1 July 2008.
We take our duty to process your personal data very seriously. This policy explains how we collect, manage, use and protect any information we collect about you to ensure you remain informed and in control of your information.
In this policy references to The Leeds Library, or to ‘we’ and ‘us’ are to The Leeds Library which is a registered charity in England and Wales (5577905) and Company Limited by Guarantee (1114386).
We may change this document from time to time to reflect the latest regulations on what we should lawfully do with your information. Please check back frequently to ensure that you are happy with any changes.
- What information we collect
The Leeds Library is what’s known as the ‘controller’ of the personal data you provide to us. We will usually collect basic personal data about you, like your name, postal address, telephone number, email address if you are a member or if you have requested to stay in touch with us.
We may also collect details of your interests and preferences (such as the ways you support us). Your activities and involvement with the Leeds Library will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our campaigns or events.
We do not normally collect or store sensitive data (such as information relating to health, beliefs or political affiliation) about members or supporters. However, there are some situations where this will occur including, but not exclusively, if:
An accident or incident occurs on our property, at one of our events or involving one of our staff (including volunteers).
If you are attending one of our events and have disclosed specific access or dietary needs.
We’ll also take extra care to ensure your privacy rights are protected.
- How we collect your information
We collect your personal information in a number of ways:
When you provide it to us directly as part of the membership .
When we collect it as you use our website. Please see our Cookies policy for details.
When you provide permission to other organisations to share it with us (including Facebook or Twitter)
When you have given it to a third party., for example, if we are partnering with another organisation (e.g. you provide your information to another charity or organisation we’re collaborating with).
- How we use your information
We will only use your information for the purpose or purposes for which it was collected for (or for closely related purposes). These purposes include:
Where the information is needed to fulfil your request or to enable us to provide you with a more personalised service. Sometimes, with your consent, we will process your personal data to provide you with information that you have requested about our work or our activities, or that you are expecting.
We use personal data for administrative purposes (i.e. to carry out our work). This can include matters relating to your membership, events you’ve attended or may be interested in, receiving donations, maintaining a database of supporters and friends and helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).
Where we need to do this to fulfil a contract, or where we are required to do this by law or other regulations.
When it is in our legitimate interests to do this and when these interests do not override your rights. These legitimate interests include providing you with information on our events, news, membership, services, newsletter requests, feedback, and other activities. Please see section 9 on ‘Legitimate Interest’ for more information.
We carry out research and analysis on our members and supporters to determine the success of campaigns and appeals, better understand behaviour and responses, and identify patterns and trends. This helps inform our approach towards marketing and makes The Leeds Library a stronger and more effective organisation. Understanding our members and supporters, their interests and what they care about also helps us provide you with a better experience (e.g. through more relevant communications).
We use personal data to communicate with people and to promote The Leeds Library. This includes keeping you up to date with our news, events and bi-monthly newsletter. This includes all our marketing communications (the term marketing is broadly defined and, for instance, covers information about The Leeds Library).
You can decide not to receive communications or change how we contact you at any time. If you wish to do so, please contact us by emailing firstname.lastname@example.org, writing to: The Leeds Library, 18 Commercial Street, Leeds, LS1 6AL, or telephoning 0113 2453071 (check website for opening hours). You can also unsubscribe from our emails by clicking on the link at the foot of our emails.
When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect your communication preferences.
We run events for our members or for those whom we believe would be interested in the work of The Leeds Library and we may contact you about those events.
As a charity, we rely on donations and support from others to continue our work. From time to time, we will contact members and supporters with fundraising material and communications. As with other marketing communications, we’ll only contact you specifically about fundraising if you’ve opted into to receiving marketing from us (and you can, of course, unsubscribe at any time).
4b. Sharing your information
We only disclose information to third parties or individuals when obliged to by law, for purposes of national security, taxation and criminal investigations, and the following:
If you have agreed that we may do so.
When we use other companies to provide services on our behalf e.g. sending mail and emails (MailChimp), when using auditors/advisors, or processing credit/debit card payments.
We will never sell or rent your personal information to other organisations.
- Research and Profiling
We occasionally send out surveys to our members in order to tailor materials, services and communications. Understanding our members, their interests and what they care about also helps us provide you with a better experience.
- How we store and retain your information securely
We hold your information only as long as necessary for each purpose for which we use it. We regularly review what information we hold and delete what is no longer required.
If you decide to resign as a member, we will only keep the information as outlined by The Leeds Library Archive GDPR Policy.
6b. Data Security
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of, your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our electronic data is stored within secure cloud servers in the EU. Paper copies of any personal data are stored in secure, locked cabinets.
6c. Payment security
Membership payments processed via our website are handled by WooCommerce and PayPal.
If you wish to make donations to The Leeds Library, we would never request your bank details directly. BACS payments can be made directly to our business bank account (details of which are available upon request), or via our secure online donation page on our website (provided by PayPal) or cheque.
If you use a credit card to pay for room hire or donate in person or over the phone, we will input your credit card details securely into our card terminal operated by our payment provider (Lloyds Bank:Cardnet). The Leeds Library complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and will never store card details.
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
The entrance foyer has CCTV. CCTV is there to help provide security and to protect both you and The Leeds Library. CCTV will only be viewable in real time and no footage is stored.
- Keeping you in control
We want to ensure you remain in control of your personal data. The General Data Protection Regulations (GDPR), brought into force in May 2018, give everyone a number of very important rights. These include:
the right to ask us to remove your personal data from our records (though this will not apply where it is necessary for us to continue to use the data for a lawful reason)
the right to have inaccurate data rectified
the right to request a copy of the information we hold about you
the right to ask us to stop using your information for marketing or profiling, and
where technically feasible, the right to obtain and reuse your personal data for your own purposes
Remember, you can change the way you hear from us or withdraw your permission for us to process your personal data at any time by using the contact details in section 11.
- Cookies and website
- Legitimate interest
Under GDPR laws, we have a number of lawful reasons why we can use (or ‘process’) your personal information. One of these lawful reasons is called ‘legitimate interests’.
Broadly speaking, ‘legitimate interests’ means that we can process your personal information if we have a genuine and legitimate reason and we are not harming any of your rights and interests.
So, what does this mean? When you provide your personal details to us, we use your information for our legitimate business interests, to carry out our work. Before doing this, though, we will also carefully consider and balance any potential impact on you and your rights.
Some typical examples of when we might use this approach are for preventing fraud; direct marketing; maintaining the security of our system; data analytics; enhancing, modifying or improving our services; identifying usage trends; and determining the effectiveness of our campaigns and fundraising.
The Leeds Library will use various ways to achieve our mission and vision and to support our objectives; we believe that people who share our values would love to know how to support us. We will process the personal information you have supplied to us to conduct and manage our business to enable us to give you the most appropriate marketing, information, service and products and provide the best and most secure experience. These are what we consider to be our ‘legitimate interests’ for holding and processing your data.
When we process your personal information for our ‘legitimate interests’, we will consider and balance any potential impact on you and your rights under GDPR and any other relevant law. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent, or are otherwise required or permitted to by law).
Remember, you can change the way you hear from us or withdraw your permission for us to process your personal details at any time by contacting us. For our contact details, please see section 11.
- Changes to the policy
- How to contact us
If you have any questions about the policy or how we use your data, please get in touch using the details below.
Phone: 0113 245 3071
The Leeds Library
18 Commercial Street
Leeds, LS1 6AL
Making a complaint or giving positive feedback
If you are dissatisfied with our organisation or our work and would like to raise a concern or make a complaint, or if you would like to leave some positive feedback about any aspect of our work, please contact us, using the details in section 11.