Read the privacy policy for Gloucestershire Hospitals NHS Foundation Trust library and knowledge services membership and associated systems.

How we use your data

We may use your data on the following systems:

  • the South and West Information Management System (SWIMS) library membership and book issue system
  • KnowledgeShare, to create current awareness bulletins for you
  • CLIO, to order books and articles from other libraries for you (document supply)
  • we may also record your details on internally created spreadsheets and documents, to provide you with services you have requested

We use these systems to:

  • record your contact details
  • record your book loans
  • send you messages about your loans and documents
  • collect information about library usage
  • provide you current awareness services
  • provide you with other services such as bulletins and literature searches

If you have concerns or queries about this privacy policy or the user of your data email us at ghn-tr.libraryghnhsft@nhs.net.

Personal data

On SWIMS, KnowledgeShare and CLIO we store your:

  • name
  • work address
  • email address(es)
  • phone number(s)
  • employer’s name
  • employer’s location
  • job role
  • course and academic institution (where relevant)

We store this information so that we can contact you about the library stock we loan to you and the documents and information we supply to you.

We also securely store the paper membership form that you have completed, this is to record your consent to how we use your data and also so we have details of your home address.

Please note your home address would only be used should we need to contact you regarding non return of items borrowed from the library.

Find out what data we hold about you

To see the information we hold about you, please email us at ghn-tr.libraryghnhsft@nhs.net.

Who can access your data

SWIMS data is accessible to:

  • NHS library staff in the South of England who use the SWIMS system
  • the system supplier and manager

KnowledgeShare data is accessible to:

  • Gloucestershire Hospitals NHS Foundation Trust library staff
  • CLIO data is accessible to
  • NHS library staff in the South of England who use CLIO

The printed membership form:

  • Gloucestershire Hospitals NHS Foundation Trust library staff

We will share your data with our creditors department if necessary for recovery or reimbursement of non-returned items loaned to you. They in turn may share this with external agencies if required.

We will share your details with others where required to do so by law. We will never sell your data to anyone, or share it in a way not described in this notice without your permission.

How we process and store your data

The data you provide on the library membership form is added to SWIMS by Gloucestershire Hospitals NHS Foundation Trust library staff at your request and on your behalf.

If we need to order items for you from another library, we then add the data provided by you on the membership form to the CLIO system.

The data you provide on the KnowledgeShare form is added to the KnowledgeShare system by Gloucestershire Hospitals NHS Foundation Trust staff at your request and on your behalf.

If you notify us of a change to your data, we update the systems accordingly.

Your data on SWIMS is stored within the UK, on KnowledgeShare and CLIO it is stored within the EU. Technical safeguards are in place to help ensure that your data is kept safe and only disclosed to people who are authorised to view it.

How long do we keep your data

Your data is kept for as long as you are an active library member.

We will delete your data a maximum of 2 years after you have ceased to be active, or sooner if you inform us that you wish us to delete it.

We securely destroy any personal data about you when it is no longer of use.

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If you wish to stop receiving communications from us, please email us at ghn-tr.libraryghnhsft@nhs.net.

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