Privacy notices: Library and resident services and museums

Who we are

Libraries and Resident Services
Museum, Arts and Local Studies Service
Communities Directorate.

Lawful basis for processing information

Article 6(1)(e) General Data Protection Regulation: processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
Asylum and Immigration Act 1996 and 1999.
Disability Discrimination Act 1995, 2005.
Education and Skills Act 2000.
Equality Act 2010.
Equal Opportunities and Equal Treatment Directive (2006/54/EC).
Gender Recognition Act 2004.
Human Rights Act 1998.
Immigration Act 2014.
Immigration, Asylum and Nationality Act 2006.
Local Government Finance Act 1992.
Libraries and Museum Act 1969.
Police Act 1997 (Criminal Records) Regulations 2002.
Protection of Children Act 1999.
Protection of Freedoms Act 2012.
Protection from Harassment Act 1997.
Public Interest Disclosure Act 1998.
Public Interest Disclosure (Prescribed Persons) Order 2014 (SI 2014/2418).
Prescribed Persons (Reports on Disclosures of Information) Regulations 2017.
Race Relations Act 1976.
Rehabilitation of Offenders Act 1974.
Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.
Safeguarding Vulnerable Groups Act 2006.

How we collect information

Personal information is collected using an online accessible volunteering application.

After an initial face to face meeting, further personal information is collected by the viewing and verification of personal identification documents. Supplementary information is also collected from applicant’s proposed referees.

Categories of information collected

Name, any previous surname/s, residential address, email address, telephone numbers, driving licence number where valid, national insurance number, next of kin name and contact number, referee names and contact emails, disclosure of any criminal records, cautions or notices.

How we use the information provided

We record the name, residential address, email address, contact telephone numbers and next of kin contact details in our password protected and computer generated RBWM system stored volunteers’ contact list file. We access it when we need to contact volunteers for volunteering slots and other Library and Museum business that the volunteer chooses to get involved with. We email reference requests to the provided referees. When completed references
are returned/emailed, they are viewed and kept for reference for six months. After six months they are deleted from the system.

We view and verify the identification documents for the Disclosure and Barring Service application which is done online and carried out with the consent of the volunteer. To facilitate the administration of this part of the process, copies are taken with the consent of the individual. The individual is also informed that any copies will be disposed in the borough confidential waste system once this administrative part is completed.

Who has access to the information about you

Volunteering and Resources Officer, Supervisors and the Library and Resident Outreach and Support Team Leader.

Access is necessary to ensure duty of care and volunteering slot allocations and mutual agreement.

Who we may share your information with

We do not share personal information collected with anyone else unless required to do so by law.

How long we store your information

As long as an individual continues to volunteer with the Service. When the individual ceases volunteering with the Service, the information is deleted with immediate effect.

Does your service utilise automated decision making? No.