Our Privacy Policy & Data Protection Statement explains what personal information is collected and kept in connection with the Inverness Tool Library (ITL) and how that information will be shared and used.

When is your personal data collected?

Personal data is collected:

• when you sign up to become a tool library member,
• when you borrow tools and use our database,
• when you register for a workshop or event.

Why is your personal data collected?

The personal data that is collected is used for various purposes, including being able to identify library members when borrowing items, to be able to retrieve items if not returned. 

What information is collected when you become a library member?

The personal data that is collected during the library membership sign up process includes:

• first name,
• last name,
• address (including the postcode),
• email address,
• phone number,
• and year of birth

You will be asked to provide this information directly to our library membership management system provided by a third party organisation called myTurn. 

You can view their Privacy Notice here: https://myturn.com/privacy/

We also ask for a proof of address and a proof of ID to check that the information you’ve already provided is accurate, but we don’t keep copies of these in our files.

What information is collected when you book a workshop?

The personal data that the Inverness Tool Library collects when you book a workshop is your first name, last name and email address. 

We will only process that information to send you information related to your participation in that event, class or workshop. For example, we may send reminders or further details about the event you’re going to attend, or an invitation to send us feedback about the class you’ve just attended.

How will your information be kept?

All personal information entered by you on myTurn or electronically is password protected. 

We keep an electronic record of Library members who have registered for an event for the purposes or arranging the event and sending reminders. 

We do not keep any hard copies of information about Library members.

How will your information be used?

The Inverness Tool Library may use the personal information you have provided in a number of ways. For example:

• for legal requirements like health & safety regulations,
• to contact you if we require further information regarding your sign up,
• to provide general advice on what constitutes good practice in borrowing and using tools or library membership benefits
• to contact you regarding renewing your library membership,to keep you up to date with developments and changes within the Inverness Tool Library,
• to inform you of the decision to approve or refuse your library membership or workshop registration,
• to inform you of the decision to deactivate your library membership
• to share updates about our programme of events and workshops,
• to enable us to make a decision about your participation in a workshop.

Information held on myTurn may be used for statistical purposes related to monitoring the effectiveness and impact of the Inverness Tool Library. For example, we may use this information to identify how many library members signed up recently or renewed their library membership, what our most borrowed tool of the year is or geographical information.

We may use this statistical or geographical information to support funding applications or to improve our services. Information would only be processed anonymously for these purposes.

Payment information

MyTurn offers Tool Library regular members the option to pay membership fees and late fees online or in person by debit or credit card. 

Payment details are stored with myTurn. Inverness Tool Library can only see the card type, last 4 digits and expiry date.

You can view their Privacy Notice here: https://stripe.com/gb/privacy

How will your information may be shared?

We won’t share any of your information with any third party organisations. Library members provide their information directly to myTurn when you become a library member as stated above.

How long will your information be kept for?

We can deactivate your account so that it is only visible to the administrator of our database, but we keep your personal information as long as is necessary for our library membership management system provider myTurn. Here is what is stated on their Privacy Policy about the retention of data:

“myTurn.com, pbc will retain and use your personal data to the extent necessary to comply with their legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

myTurn.com, pbc will also retain de-identified and aggregate Usage Data for internal analysis purposes. Usage Data is also used to strengthen the security or to improve the functionality of our Service, and when we are legally obligated to retain this data for longer time periods.”

Accuracy of Information held within our database

To make sure that any personal information we hold about you is accurate, you can update your information to reflect changes by logging into your myTurn account.

Your personal data rights

Under data protection law, you have rights including:

• Your right of access – You have the right to ask us for copies of your personal information. This can be done by logging in to your myTurn account to view your information, or by contacting us.
• Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate or incomplete. You can correct information by logging into your myTurn account, or by contacting us.
• Your right to erasure – You have the right to ask us to erase your personal information, for example, if you no longer wish to be a library member and there are no overriding legal reasons for us to continue processing your data.  
• Your right to restriction of processing – You have the right to ask us to restrict the processing, for example, if you are considering ending your library membership or want to check the accuracy of your data before your library membership continues. 
• Your right to object to processing – You have the right to object to the processing of your personal information if your personal data is being processed through legitimate interests. 
• Your right to data portability – You have a right to ask for a copy of your personal data in a common format (for example, a .csv file).
• Rights in relation to automated decision making and profiling – that is a right you have for us to be transparent about any profiling we do, or any automated decision making. 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. 

You have the right to make a complaint at any time to the Information  Commissioner’s Office (“ICO”), the UK supervisory authority for data protection issues (www.ico.org.uk). 

Changes to this privacy policy

This privacy policy will be updated as necessary to reflect any changes to the way in which your personal data is processed. We will let you know via email and/or a prominent notice on the database when changes are effective.

Questions & concerns

If you have any further questions or you wish to make a request, you can contact us at [email protected]. 

Last updated: November 2024