Privacy Policy of Upper Norwood Library Trust
Name: The Upper Norwood Library Trust
Address: 39 Westow Hill, London, SE19 1TQ
Phone Number: 020 8670 4321
E-mail: info@unlt.org
At Upper Norwood Library Trust, (operating as Upper Norwood Library Hub), ensuring the privacy and security of your personal information is extremely important to us. This Privacy Policy outlines the information we collect about you, how we use, disclose and otherwise manage this information and the choices you have to restrict our use of this information.
Collected information
There are some instances where we might collect personal information from you, which are further outlined below. The information is relevant to our community business and includes, for example, your name, date of birth, email address, postal address, telephone number and your particular service interests & preferences. Most of the information that we receive is provided directly by you for one of the reasons set out below.
Our email list
When you sign-up to be on our eNewsletter, we collect your name and email address. You will then be on the list of recipients for our email newsletter held by Mailchimp and we may contact you from time to time about other information that may interest you about Upper Norwood Library Hub. Names and email addresses provided to us are only stored internally and for the purpose of sending you a communication from Upper Norwood Library Trust about events and activities taking place or due to take place at the Hub. We respect your privacy rights and will not disclose your email address to third parties. We will only retain your information that you have provided to us in signing up for the newsletter for as long as you permit us to hold it.
You can sign up to our eNewsletter here.
If you would like to unsubscribe from our email list, you can email us at info@unlt.org. You can also unsubscribe by clicking on the unsubscribe link at the bottom of our newsletters. We will remove your name from our email list as soon as possible when we receive your request. Please recognise that you may receive another final confirmation email before we remove you.
Activity and event attendance and service use
If you attend certain classes and activities, or access certain services such as energy advice sessions or events, we will collect information such as your name, email address and phone number. We do this so that we can contact you with information about the event or activity that you have signed up for and we will also use your information to make you aware of other activities and events at Upper Norwood Library Hub that are likely to be of interest to you.
When you attend a programme where we provide you with assistance and support, we may collect financial and sensitive data and we may, depending on your need, provide data to a third party such as a food bank in order to provide you with assistance in accordance with the objectives of the project with your consent.
We run programmes for children where we will collect data relating to the children that attend the programmes. This includes their personal information and data that relates to any special needs or requirements that they may have which can include health information. This data is retained for the purposes of delivering an effective service and to comply with our legal and regulatory responsibilities.
Sometimes we will film or take pictures during events and projects. We will always ask for signed consent from you to take your picture before we do this.
We may ask for demographic data when you sign up to a class or activity to help us ensure we are meeting our funded commitments and complying with our Equality, Equity, Diversity & Inclusion Policy, the completion of which is optional. We retain anonymised data for this purpose.
CCTV
If you attend the Library Hub, you will be recorded on our CCTV system which is used for security reasons. The footage from the CCTV system will be retained for 2 weeks before being permanently deleted.
Hiring space at UNLH
If you hire a space with us in order to provide your own activities or events, then we will request your information on our venue enquiry form. This information includes your personal details, such as your name and contact details. We will retain this information for as long as necessary to ensure that we can provide you with information and updates about your room hire, and in order to comply with our legal, contractual and regulatory obligations.
Donations
If you make an individual donation to the UNLT then we will receive your name from the banking transaction and we will retain it so that we have a record of who has made a donation to the charity in order to comply with our regulatory and legal obligations.
If you make a donation via the online giving platform Justgiving we can access your name, email address and address via the online portal if you have given consent to share this.
Customer service
When you contact us with a query, complaint, feedback or other comments, you may be asked for information that identifies you, such as your name, email address and telephone number. We collect this information to verify your identity and to help us promptly answer your question or respond to your comment or feedback. We may retain information about complaints in order to assist us in making improvements to our services, or if the nature of the complaint means that we have to retain it to comply with our legal obligations. We also may use your feedback, suggestions and comments to monitor and/or improve our products or website.
If you have given us permission to use a quote for marketing purposes we may use this online and printed marketing materials.
Volunteering with us
Should you register your interest in volunteering with us, you may be asked for information that identifies you, such as your name, address and telephone number. We collect this information to verify your identity and to help us promptly answer your question or respond to your comment or feedback. We will retain your personal information so that we can contact you about any volunteering opportunities that arise regarding specific events or general tasks around the library hub and so that we can comply with our legal and regulatory obligations. We will only pass your details to third parties if we are legally obliged to do so or in order to comply with contractual or regulatory obligations. We retain financial information provided by you to pay volunteer expenses and this information is retained to ensure we fulfil our legal obligations.
Working with us
If you are applying for a job with UNLT, you will be required to download an application form from our website and then asked to email your completed application to the address specified in the job description. We may obtain your details from an employment agency. We may also hold information about you that we have obtained from referees, from health providers, from pensions and other government departments and from CCTV images taken by our own CCTV system.
The information you provide within the application will be used for the purposes of considering your suitability to the position for which you have applied.
We are legally obliged to hold some information in order to fulfil our statutory obligations – this includes information relating to our recruitment process. We hold your personal information for as long as is necessary to complete the relevant recruitment processes, usually 12 months after notifying the outcome of the process, and if your application is successful, we will retain your personal information for as long as it is required to fulfil our legal and contractual obligations, to manage our human resources processes and provide you with access to business services required for your role and to comply with our regulatory requirements. We will only share your data with third parties if we are required to do so by law, in order to manage our human resources processes and in order to comply with our regulatory requirements. Where we do share your data with third parties, it is shared on the basis that strict confidentiality will be observed.
The details of the information that we collect from our employees, casual workers and freelancers is contained in the staff privacy notice.
Information we share
We may use service providers to process data, host our website, and send emails, in order to help us better understand your use of our website and refine and improve the website. These companies may store and process this information. All of our service providers are required to maintain the confidentiality and security of your personal information and to use it only in compliance with applicable privacy laws. These companies are not authorised to use your information in any manner, other than in helping us to provide you with products and services or as otherwise required by applicable law.
We may also disclose specific personal information about you if required by law, governmental request or court order if, based on our good faith belief, it is necessary to conform or comply with such law, request or court order. To safeguard people who visit us, use our services and third parties there are certain circumstances where we cannot guarantee confidentiality, for example, where we are made aware of a child or vulnerable adult at risk. In these circumstances we may be required to share the information we hold with other services including the police and emergency services.
Retention of personal information
We only keep your personal information as long as necessary for the purposes we collected it, or as otherwise set out in our retention policy.
Security of personal information
Your privacy is important to us. We maintain reasonable administrative, technical and physical safeguards in an effort to protect against the loss, theft, unauthorised access, use, modification and disclosure of personal information in our custody and control. We have implemented measures in an effort to safeguard the personal information in our custody and control, including only providing access to personal information on our systems to employees and authorised service providers who require such information for the purposes described in this Privacy Policy. To provide you with an increased level of security, online access to certain personal information may be protected with a password you select. We strongly recommend that you do not disclose your password to anyone. We will never ask you for your password in any unsolicited communication.
Opting out
If you would like your information to be removed from any/all of our systems, please contact us on info@unlt.org or 020 8670 4321. We will consider your request and securely delete your data as soon as possible unless we need your data to comply with a legal obligation or to exercise the right of freedom of expression and information. If you receive emails from us, and would like to unsubscribe, you can do so by contacting us on info@unlt.org or 020 8670 4321, or by clicking on the unsubscribe link at the bottom of our emails. We will remove your name from our email list as soon as possible. Please recognize that you may receive another email before we are able to remove you.
Policy changes
We may periodically update this Privacy Policy for new, unanticipated uses not previously disclosed. Any changes made will be posted here and the date of modification will be recorded. We will treat your personal information in accordance with the Privacy Policy in place at the time your information was collected. This Privacy Policy was updated on 20/09/2023
Contact us
Please do contact us with any questions about our Privacy Policy or the manner in which we treat your personal information or to withdraw your name from an email or other marketing lists. If you wish to access or update the personal information we have about you or to correct factual errors in our records, please contact us as set out below. To protect your privacy, we will take reasonable steps to help verify your identity before granting access or making corrections.
Email us at info@unlt.org
Call us on 0208 670 4321
Write to us or visit us at:
Upper Norwood Library Hub,
39 Westow Hill,
London,
SE19 1TQ.