Updated February 2022
This notice outlines the personal information we (Health Libraries Midlands, HeLM) collect from you, why we do so and how we store it, in line with data protection legislation including the General Data Protection Regulation (2018). Download a copy of this information.
The type of personal information we collect
We currently collect and process: your name, home address, work address, email, phone number, job title and role, and the organisation you work for (or your university and course if you are studying). If you are on a fixed contract or placement, we ask you for the end date.
We collect this information from the library membership form you complete when you join the library so that you may borrow items and we can provide you with other library services as appropriate.
How we store your personal information and how long we keep it
Your information is securely stored in a database hosted in the UK. Technical safeguards are in place to ensure that your data is kept safe and only disclosed to people authorised to view it.
Your data is accessible to HeLM library staff in the Midlands who use the same, shared system. This enables you to access, via your home library, resources held in all these libraries. All library staff work in compliance with data protection legislation.
In addition, your data is accessible to the system supplier who is contractually required to maintain privacy and the systems manager who maintains and manages the HeLM system.
Unless you ask us to remove your record because you no longer wish to use NHS library services, we will retain your data for the length of your employment, placement or training.
After that, your membership record will be deleted from the system after six months, unless you have any outstanding loans or fines. If you have any outstanding loans or fines your membership record will be retained until retrieval of the outstanding items, or for six years, whichever is the earliest.
You may access your user record online or ask library staff to access it for you. If your details change, please let your home library know so that your record can be updated. If you no longer wish to use NHS library services (and do not have any outstanding loans or fines) then you may ask library staff to delete your record.
How to contact us
If you have any concerns related to this notice, or would like to access or update your details, please contact your home library.
Updated 17th February 2022