TRFT Library & Knowledge Service (LKS) Privacy Statement
The Library Management System (LMS), KnowledgeShare, Document Supply System (DSS), enquiry database and training spreadsheet are made available by the Trust Library and Knowledge Service for use in the organisation and we are committed to protecting the privacy of people who use our systems. This statement lets you know what personal information we collect, how we use it and how we safeguard it.
The LMS, DSS, KnowledgeShare, enquiry database and training spreadsheet are used by the Library for the following:
1. to record contact details of registered Library and Knowledge Service members
2. to enable document supply to members
3. to send notifications about overdue books
4. to record training bookings, create training certificates and send reminders about training and feedback questionnaires
5. to record details of literature search requests so we can process and respond to requests and follow up enquirers to gather data on the impact of our services which is a requirement of Health Education England.
6. to report on usage and membership to TRFT, our contracting organisations and Health Education England.
7. to share knowledge and promote services and resources 8. to store user preferences in relation to alerting services 9. to respond to general enquiries.
The LMS, DSS, KnowledgeShare, enquiry database and training spreadsheet are used by the Library for the following:
1. to record contact details of registered Library and Knowledge Service members
2. to enable document supply to members
3. to send notifications about overdue books
4. to record training bookings, create training certificates and send reminders about training and feedback questionnaires
5. to record details of literature search requests so we can process and respond to requests and follow up enquirers to gather data on the impact of our services which is a requirement of Health Education England.
6. to report on usage and membership to TRFT, our contracting organisations and Health Education England.
7. to share knowledge and promote services and resources 8. to store user preferences in relation to alerting services 9. to respond to general enquiries.
KnowledgeShare
KnowledgeShare contains contact information for LKS members including, where preferred by the member, home contact information. This will be used by LKS teams to deliver three functions: literature searching, current awareness and to manage training attendance. Your name, organisation and job title will be visible to library staff administering KnowledgeShare in TRFT and other NHS affiliated health and care organisations. You can also choose to optin to networking functionality between members with similar interests in other organisations and share your interests and contact details.
The system is developed and hosted by external organisations. Email integration is provided by SendGrid, a company based in the US that complies with the EU-US Privacy Shield. More information is in the KnowledgeShare Privacy Policy.
The system is developed and hosted by external organisations. Email integration is provided by SendGrid, a company based in the US that complies with the EU-US Privacy Shield. More information is in the KnowledgeShare Privacy Policy.
Any information you share with us, including email address and other contact details, is deemed as ‘personal data’, under the General Data Protection Regulations (GDPR) and Data Protection Act 2018 and Records Management Code of Practice for Health and Social Care 2016. We must follow these principles set out in the regulations when processing your personal information.
As you use the LKS, we want you to be clear how we’re using information and the ways in which you can protect your privacy. Our Privacy Statement explains:
As you use the LKS, we want you to be clear how we’re using information and the ways in which you can protect your privacy. Our Privacy Statement explains:
- What information we collect and why we collect it.
- How we use that information and how we store it.
- The choices we offer, including how to access and update information.
Information that we collect
In order for you to become a library member we store your name, home address, email address(es), phone number(s), library membership number and PIN, organisation, department, work location, job role, educational establishment, university registration number (if a student member) and details of areas of interest.
This information is used to allow you to borrow books and resources, to request books and journal articles, to submit requests for literature searches and to book on training courses.
It also ensures we can contact you and easily identify you in the system.
This information will be added by us, at your request and on your behalf.
This information is used to allow you to borrow books and resources, to request books and journal articles, to submit requests for literature searches and to book on training courses.
It also ensures we can contact you and easily identify you in the system.
This information will be added by us, at your request and on your behalf.
Sharing your information with others
We work with external organisations to:
These organisations are provided with access to your information in order to process it for us, based on our instructions and in compliance with our Privacy Statement and any other appropriate confidentiality and security measures.
We will only share your information with others where required to do so by law. We will never sell your information to anyone, or share it in a way not described in this notice without your permission.
- store the information held on the LMS (ISOxford)
- Store the information held on KnowledgeShare
- develop the software and fix bugs.
These organisations are provided with access to your information in order to process it for us, based on our instructions and in compliance with our Privacy Statement and any other appropriate confidentiality and security measures.
We will only share your information with others where required to do so by law. We will never sell your information to anyone, or share it in a way not described in this notice without your permission.
What we do with your information
We will email you in order to communicate with you about services you have requested or where we consider sharing specific current awareness would be beneficial to you.
We may transfer your contact information from the LMS to KnowledgeShare or another electronic library management system in order to communicate with you about services that you request such as current awareness, literature searching and training.
We may transfer your contact information from the LMS to KnowledgeShare or another electronic library management system in order to communicate with you about services that you request such as current awareness, literature searching and training.
Accessing and updating your personal information
You have the right to ask for a copy of any personal data we hold about you, update your personal data or be removed from our systems by emailing [email protected]. You may log in to your NHS OpenAthens account to see the data we hold about you https://my.openathens.net/my/account. You can request changes by emailing [email protected].
Information security
Technical safeguards, such as firewalls and antivirus software are used to help ensure that your information is kept safe and only disclosed to people who are authorised to view it. We back-up your data daily and we review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to systems.
We restrict access to personal information to employees of TRFT Library and Knowledge Service and other partners who need to know that information in order to process it for us (as described above). Staff and our partners at these organisations are subject to strict contractual confidentiality obligations.
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. Information you submit online, or share with us by email, can never be 100% secure. Any information you share in this way is communicated at your own risk. Please see our website privacy policy and the WordPress privacy policy for our newsfeeds.
We restrict access to personal information to employees of TRFT Library and Knowledge Service and other partners who need to know that information in order to process it for us (as described above). Staff and our partners at these organisations are subject to strict contractual confidentiality obligations.
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. Information you submit online, or share with us by email, can never be 100% secure. Any information you share in this way is communicated at your own risk. Please see our website privacy policy and the WordPress privacy policy for our newsfeeds.
Deleting your information
For TRFT staff we will keep your information on our Library Management System for as long as you are employed by TRFT, unless you request that it is removed.
For NHS users not employed by TRFT and public health staff we will store your information for three years unless you cancel your membership. At the end of that time we will automatically check whether you want to continue your membership for another three years. Records on our enquiry and training database are deleted after three years.
Records relating to our document supply service are retained for seven years to comply with copyright.
For non NHS users we will store your information for two years unless you cancel your membership. At the end of that time we will automatically check whether you want to continue your membership for another two years. Y
our personal information will be retained on KnowledgeShare for as long as you are making use of NHS library and knowledge services.
You will be unassigned from the library and knowledge service when we know you have left or if you have not used any of our services for three years. Once unassigned your information will remain on KnowledgeShare for a further two years (in case you return to using the services after a break).
Our systems will only store as much information about you as is required, and will securely destroy any personal information about you when it is no longer of use.
For NHS users not employed by TRFT and public health staff we will store your information for three years unless you cancel your membership. At the end of that time we will automatically check whether you want to continue your membership for another three years. Records on our enquiry and training database are deleted after three years.
Records relating to our document supply service are retained for seven years to comply with copyright.
For non NHS users we will store your information for two years unless you cancel your membership. At the end of that time we will automatically check whether you want to continue your membership for another two years. Y
our personal information will be retained on KnowledgeShare for as long as you are making use of NHS library and knowledge services.
You will be unassigned from the library and knowledge service when we know you have left or if you have not used any of our services for three years. Once unassigned your information will remain on KnowledgeShare for a further two years (in case you return to using the services after a break).
Our systems will only store as much information about you as is required, and will securely destroy any personal information about you when it is no longer of use.
Compliance and cooperation with regulatory authorities
We regularly review our compliance with our Privacy Statement and adhere to the UK General Data Protection Regulations and the Data Protection Act 2018 and related national or local policies. If you have any concerns related to this privacy policy, or have queries about the use of your personal information, please contact us [email protected] LKS Privacy Policy GDPR 2018: May 2018 (amended September 2019).
Contact us
If you have any concerns related to this privacy policy, or have queries about the use of your personal information, please contact us: [email protected].
LKS Privacy Policy GDPR 2018: May 2018 (amended September 2019).
LKS Privacy Policy GDPR 2018: May 2018 (amended September 2019).