How We Use Your Information

Who We Are

Rothley Community Library is the data controller for the personal information we hold about you.

Our contact details are:

What Personal Information We Collect

We only collect information that is necessary for the purposes described in this policy. This may include:

Contact Form

When you use the contact form on our website, we collect your:

• Name
• Email address
• The subject and content of your message

Library Membership

If you become a library member (in person), we collect your:

• Full name
• Contact details (address, telephone number and/or email address)
• Records of items borrowed

Event Bookings

Where events require booking, we may collect your name and contact details in order to confirm your place and send you reminders.

Volunteering

If you apply to volunteer with us, we will collect your name, contact details, and any relevant experience or availability you share with us.

How We Use Your Information

We use your information only for the purpose for which it was provided:

• To respond to enquiries sent via our contact form.
• To manage your library membership and borrowing records.
• To administer event bookings and send relevant information about events you have registered for.
• To contact you about volunteering opportunities if you have expressed an interest.
• To send you our newsletter or updates, where you have given explicit consent.

We will never sell, rent or share your personal data with third parties for marketing purposes.

Legal Basis for Processing

Under UK GDPR, we rely on the following legal bases to process your personal data:

• Legitimate interests — for responding to contact form enquiries and administering library membership and events.
• Consent — for sending newsletters or marketing communications. You may withdraw consent at any time by contacting us.
• Legal obligation — where we are required to retain records to run the library.

How Long We Keep Your Information

• Contact form enquiries — retained for up to 12 months, then securely deleted.
• Membership records — retained while your membership is active and for up to 3 years after it lapses.
• Event booking records — retained for up to 12 months after the event.
• Volunteering records — retained for the duration of your volunteering and for up to 3 years afterwards.

Who We Share Your Information With

We do not share your personal data with third parties except where strictly necessary, such as:

• Our email service provider — to deliver emails you request (e.g. event confirmations).
• Leicestershire County Council — for library membership and catalogue records.

Any third parties we work with are required to handle your data in accordance with UK GDPR.

Cookies

Our website uses only essential cookies — small files stored on your device that are necessary for the site to function. We do not use tracking, advertising or analytics cookies.

The only cookie we set is a session cookie used to maintain the security of the contact form (CSRF protection). This cookie is temporary and is deleted when you close your browser.

You can control cookies through your browser settings. Disabling session cookies may affect the contact form.

Your Rights

Under UK GDPR you have the following rights regarding your personal data:

• Right of access — to request a copy of the information we hold about you.
• Right to rectification — to ask us to correct inaccurate or incomplete information.
• Right to erasure — to request that we delete your personal data (subject to legal obligations).
• Right to restrict processing — to ask us to limit how we use your data.
• Right to object — to object to us processing your data on the basis of legitimate interests.
• Right to withdraw consent — where processing is based on consent, to withdraw it at any time.

To exercise any of these rights, please contact us at info@rothleycommunitylibrary.co.uk. We will respond within one calendar month.

Complaints

If you have a concern about how we handle your personal data, please contact us in the first instance and we will do our best to resolve the matter.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

• Website: ico.org.uk
• Helpline: 0303 123 1113

Changes to This Policy

We may update this privacy policy from time to time. Any changes will be published on this page. We encourage you to review this policy periodically.

This policy was last reviewed in September 2026.