The London Library collects personal data in order to undertake various functions. In this policy we outline what information we collect, how we use that data and how you can contact us to change how we hold and manage your data.
We promise to respect any personal data you share with us and keep it safe. We aim to be clear when we collect your data and not do anything with it you would not reasonably expect.
What information do we collect?
If you become a member of the Library we will ask you to provide us with:
- Your name
- Telephone number(s)
- Email address(es)
- Occupation at time of joining, which you may update during your membership
- Date of birth
- Any orders or degrees you might have
- Name of spouse/partner (if Library member)
- What prompted you to join the Library
- Which part(s) of the collection interests you most
As you use the Library, whether in person, online or by telephone, we will also collect:
- Information about your use of the Library’s collections, services and facilities
- Events that you attend
- Your financial transactions with the Library, including payment method which could include your credit or debit card details, or a Direct Debit or Standing Order instruction.
If you make a donation to the Library we will also collect any information you make on a Gift Aid Declaration.
How we use personal information
Personal data collected and processed by us may be used for the following purposes:
- To administer your membership(s), which may be by letter, email, phone or in person
- To give you information, support, services, or products you ask for
- To communicate about Library news and membership
- To administer any donations and legacies you make
- To tell you about special offers from our handpicked partners who have an affinity with the Library and its mission
- To determine your interests, preferences and potential to support the Library (financially or otherwise) so that we can contact you in the most appropriate way and with the most relevant information. To help with this we may also use publicly available information such as listed directorships, geographical information, published works of reference and public website profiles
- To claim Gift Aid on your donations where we have valid declarations
- To ensure that all marketing communications you receive from us are relevant, such as tailoring messages for particular interests of which you have notified us
- For internal administrative purposes (such as our accounting and records), and to let you know about changes to our services or policies.
- To ask you take part in surveys related to the Library
- To research and statistically analyse how members use the Library
- For archival purposes
We may also use your personal information for other purposes which we specifically notify you about and, where appropriate, obtain your consent.
The London Library will never sell your data to third parties. We will only share personal data that is relevant and proportionate for the practical delivery of a service for the Library (such as mailing the magazine). Our partners are subject to contractual agreements which help to ensure compliance with Data Protection legislation. This will happen in the following circumstances:
- To send you a copy of our printed London Library magazine
- To canvas your opinion through surveys, in person or online, on matters relating to The London Library
- To update you on London Library news and events
- To invite you to events
- To send you direct mail relating to our fundraising appeals
- To meet regulatory requirements
When we share personal data as detailed above we ensure that security is maintained.
- Credit card payments are handled by our payment partner Secure Trading
Organisations and suppliers based inside the European Economic Area (EEA) will be subject to the same data protection laws as companies based in the UK. Where we engage with organisations and suppliers outside the EEA, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
If you wish to raise a concern about the Library’s handling of your data you should first contact Peter Hyde at the Library. If you are unhappy with the response you receive from the Library, you can contact the Information Commissioner’s Office at www.ico.org.uk or contact their helpline on 0303 123 1113.