Terms, Conditions and Privacy
The Libraries Rewired website – librariesrewired.org.uk – is a product of CILIP, the Chartered Institute of Library & Information Professionals.
This page brings together information about CILIP’s Terms and Conditions and information relating to the privacy and security of your data.
These Terms and Conditions apply to all geographical territories and are governed by English law.
Information published on this website is provided for the use of its visitors and you are advised that, although care has been taken to ensure technical and factual accuracy, some errors may occur. Please be aware that CILIP may alter the information on its website from time to time. CILIP shall have no liability arising from the use by any party of the information on this web site. You are advised to make your own virus checks and to implement your own precautions in this respect. CILIP exclude all liability for contamination or damage caused by any virus or electronic transmission.
Privacy Notice
How do we use your information?
CILIP recognises that your privacy is important to you and is committed to protecting your privacy online. This privacy notice sets out what information we collect and why and how we use that information.
It applies to personal information we collect about:
Visitors to our website
CILIP use a third party service, WordPress, to publish the libraries rewired website and it is hosted by 20i. When someone visits https://www.librariesrewired.org.uk, a third party service, Burst Insights, is used to collect internet log information and to follow visitor patterns. By knowing the number of visitors to the various pages, we can improve the website and identify areas of particular interest. The information is processed in a way which does not identify individuals. If we are collecting personally identifiable information through our website, we will do so using forms that clearly explain what we intend to do with it.
Visitors to our event registration website
All registration buttons link through to the main CILIP website – https://www.cilip.org.uk. We use a third party service, Your Membership (owned by Community Brands), to publish and host the main CILIP website. When someone visits cilip.org.uk, a third party service, Google Analytics, is used to collect internet log information and to follow visitor patterns. By knowing the number of visitors to the various pages, we can improve the website and identify areas of particular interest. The information is processed in a way which does not identify individuals. If we are collecting personally identifiable information through our website, we will do so using forms that clearly explain what we intend to do with it.
Your Membership’s Privacy Notice is here.
Filling in forms: Most forms on www.cilip.org.uk (for example the Contact Us form, event registrations, training queries, applying for professional registration), are managed through Your Membership, our website third party service above. However, some forms still link to a different third party service, MS365 Forms or Formsite. We will only request the information needed to provide the service the form is being filled in for and CILIP deletes the forms after 6 months.
Formsite’s Privacy Notice is here.
Microsoft’s Privacy Notice is here.
Social buttons: Visitors may use these to bookmark or share our web pages. There are buttons for: Twitter Share, Facebook Share, Instagram, Flickr, and LinkedIn Share. These work using scripts from domains outside of CILIP and it is likely those sites will collect their own information about what you are doing. You should review the policies of each of these sites to see how they use your information and to find out how to opt out, or delete, such information.
Social Media Contact with CILIP: CILIP uses Twitter. If you intend to post a comment on our Twitter feed, Twitter will require you to set up your own account. Please review the Twitter privacy notice to see how it uses your information and to find out how to opt out, or delete, such information. Direct messages sent to CILIP’s Twitter account will be deleted after 1 year.
External web services. We use a number of external web services, mainly related to displaying content e.g. to display slideshows we sometimes use SlideShare; to show videos we use YouTube and Vimeo. This is not an exhaustive or complete list of the services we use, or might use in the future, when embedding content, but these are the ones we use most. As with social buttons we cannot prevent these sites, or external domains, from collecting information on your usage of this embedded content. If you are not logged in to these external services then they will not know who you are, but are likely to gather anonymous usage information e.g. number of views, plays, loads etc.
Other CILIP Websites: CILIP is responsible for several other websites that you can link to from our main website:
https://cilip.org.uk CILIP’s main website for membership, advocacy, news and training
https://archive.cilip.org.uk/ We are currently transitioning from our old website to our new website.
http://cilipconference.org.uk/ CILIP’s annual conference.
http://www.facetpublishing.co.uk/ The commercial publishing and bookselling arm of CILIP
http://www.carnegiegreenaway.org.uk/ The CILIP Carnegie and Kate Greenaway Medals are the UK’s oldest and most prestigious children’s book awards.
http://www.librariesweek.org.uk/ Libraries week is an annual event showcasing UK libraries.
https://www.informationprofessionaljobs.com/ The CILIP listing of the latest Library & Information jobs.
http://librariesdeliver.uk/ An advocacy campaign that connects people from across England in support of their libraries.
Links to other websites: Our website also contains links to other websites that may be of interest to our visitors. However, once you have used these links to leave our site, this privacy statement no longer applies and we cannot be responsible for the protection and privacy of any information which you provide whilst visiting those sites – such sites are not governed by this privacy statement. Again, please check the respective policies of any such sites that you chose to visit.
Our legal basis for processing the data described above is our legitimate interest in keeping our website and services relevant so that we can develop and grow our organisation; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those visiting our website and social media platforms.
Registrations for events or training (members or non-members)
If registering for an event or training, additional information such as dietary or access requirements may be collected, but will only be used for that particular event. If a member is signed in, relevant contact information from their member profile may be pre-filled to speed up the registration process for them.
We use a third party service, Your Membership (owned by Community Brands), to publish and host event details and tickets on the main CILIP website. When someone visits www.cilip.org.uk, a third party service, Google Analytics, is used to collect internet log information and to follow visitor patterns. By knowing the number of visitors to the various pages, we can improve the website and identify areas of particular interest. The information is processed in a way which does not identify individuals. If we are collecting personally identifiable information through our website, we will do so using forms that clearly explain what we intend to do with it.
Your Membership’s Privacy Notice is here.
Some event details may be published and hosted using an alternative to Your Membership, for example CILIP Member Network events using EventBrite. Please note that once you have used these links to leave our site, this privacy statement no longer applies and we cannot be responsible for the protection and privacy of any information which you provide whilst visiting those sites to register for events – such sites are not governed by this privacy statement. Again, please check the respective policies of any such sites that you choose to visit.
Webinars: Personal data during webinars – CILIP Webinars are recorded and shared with members and are sometimes made public, including any questions asked by participants during the webinar. When participating in a CILIP webinar the name you enter when you log in is displayed to other participants – you may just want to give your name as “Participant”. If you type any questions into the text chat your screen name will be displayed with the question.
Training: CILIP uses third parties to deliver training courses for organisations and CILIP members. Those trainers are under contract to CILIP and may be given the names and emails of the individuals attending the course they are delivering, so that they can create attendance registers, to facilitate learning and to gather feedback. Those personal details will only ever be used for the course being delivered and once the course has ended, trainers are instructed not to retain those details for any purpose.
Our legal basis for processing the data described above is our legitimate interest in facilitating the event or training for the attendees; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those attendees.
People who pay for CILIP products or services using credit or debit cards (members or non-members)
If a visitor to our website decides to use a credit or debit card to pay for products or services or donations, you will be redirected to a third party service, PaySafe, who collect payment on CILIP’s behalf.
They will request card number, expiry date and the contact details of the person and address that the card is registered to. Their privacy notice is here.
This could include payment for items like event tickets, membership, professional registration fees, donations, products such as books, but this list is not exhaustive.
Sometimes, payments are taken by the CILIP finance department, directly into our bank account using a PDQ machine. They will request card number, expiry date and the security code. They will also ask for a name and telephone number in case of any query.
Auditors: CILIP may share your personal data with our external auditor, haysmacintyre, who conduct an independent examination of CILIP’s financial statements in order to provide an audit opinion about whether they give a ‘true and fair’ view of the state of affairs of the organisation and operations for the period. It is a statutory requirement that CILIP’s accounts are audited. Their privacy statement can be found here.
CILIP may also share your personal data with a third-party auditing organisation (ABC) so they can verify aggregated statistics about circulation and usage of our products or review our policies, processes and procedures for compliance with relevant standards. You can view their privacy policy here.
How long is the information retained for? Once you cease to be a member, your membership profile and details of financial transactions made with CILIP, will be retained for 7 years. If you decide to rejoin, your original profile will be made active again, if still on record. We will stop all communications with you after one year, or as soon as you unsubscribe, whichever is sooner.
Our legal basis for processing the data described above is Contractual in terms of completing the financial transaction with our customer; as well as a legitimate interest in the administration of that service e.g. to recover a debt due to us or to study how our customers use our products and services, so we can develop and improve them.
People who complete polls or surveys (members or non-members)
We will periodically carry out anonymous polls and surveys on our website. However, we regularly conduct sector research through the use of online surveys. For sector research surveys, the identities of respondents and their answers will be treated as confidential and will only be used for research purposes, unless the correspondent expressly requests or permits otherwise. For surveys that are not anonymous we may cross-reference your responses with information that we already hold about you. This would be for research purposes only.
We may occasionally carry out market research with our members and non-members regarding the member services and benefits we currently offer or may wish to offer in future.
For mixed purpose projects, the purpose(s) will be stated on the questionnaire. For all online surveys participation is voluntary at all times. The information you provide will be processed at all times by CILIP in accordance with the General Data Protection Regulation 2016.
We will use either the survey functionality of Your Membership (see the section on Visitors to our website) or Survey Monkey. If Survey Monkey is used, this will be made clear to you and in setting up the survey we might include optional boxes for your name and email. However, it is likely the site will collect their own information e.g. anonymous usage information about what you are doing. Survey Monkey’s privacy notice is here.
Our legal basis for processing the data described above is legitimate interest in understanding and advocating for our sector and customers and so we can develop and improve our services.
Emails that we send (to members and non-members)
Emails that we send to members and non-members: CILIP uses a third party provider, DotDigital, to deliver the majority of our emails, although some standard notifications will come from Your Membership. DotDigital is also used to manage your email preferences, if you have stated on your member profile that you are happy for CILIP to contact you by email. You will see an option to manage your email preferences at the end of every email sent from DotDigital where you can subscribe/unsubscribe. This list is not exhaustive, but such emails may be about membership administration and benefits, newsletters, communications from member network groups that you have joined, events, sector & policy research, job alerts or products such as books.
Email tracking. Some emails that we send you have no tracking in at all, for example personal correspondence. Other emails we send are tracked so that we can tell if those emails send traffic to our website or we can tell, at an individual level, whether the user has opened and clicked on the email, to understand open and click rates to try and improve our emails. Sometimes we do use the personal information e.g. to re-email people who haven’t opened emails. If you want to be sure that none of your email activity is tracked, then you should unsubscribe from all CILIP email correspondence.
DotDigital’s Privacy Notice is here.
Our legal basis for sending emails is legitimate interest where it concerns the administration of correspondence or a financial or membership transaction. For marketing emails our basis is consent.
Security
CILIP complies with its obligations under the General Data Protection Regulation 2016/679 (the GDPR), by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
Only authorised employees and data processors (software suppliers and those working on behalf of CILIP e.g. Devolved Nations, Member Networks, Mentors, Assessors, Facet Publishing, to deliver our products and services) will have access to your data. All parties who have access to your data are required to process/use that data in accordance with the provisions of current data protection legislation and CILIP’s Data Protection Policy.
CILIP uses data processors who are third parties to provide elements of our services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. We have identified these data processors where relevant in the body of this privacy notice.
CILIP will never sell trade, rent, exchange or otherwise share your personal information with any other person, company or organization without gaining consent to do so.
The CILIP website uses sophisticated security and safeguard measures to protect users’ information (e.g. Secure Sockets Layer (SSL) encryption) to ensure that your data, debit/credit card will be protected against fraudulent use on our site.
Cookies
Cookies are small text files that are placed on your computer by websites that you visit. They allow the website to remember who you are. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
You have the ability to accept or decline cookies by modifying the settings in your browser. You can also manually remove cookies from your system. For more information on disabling and enabling cookies you should search for or lookup ‘Cookies’ in your Operating System Documentation or visit www.aboutcookies.org
Cookies set by CILIP:
Please see our site cookie policy to review cookies set by CILIP on this website:
Cookie Policy (UK) – Libraries Rewired
Controlling your personal information
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the GDPR).
You have rights as an individual which you can exercise in relation to the information CILIP holds about you – read more here. This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of CILIP’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below or using this contact form.
If any of your personal details are incorrect, please write to us or use the contact form, so that we can make any corrections promptly. Members are asked to review their data at least once a year on renewal.
If you want to make a complaint about the way CILIP has processed your personal information, you can contact the ICO in the UK as the statutory body which oversees data protection law – www.ico.org.uk/concerns.
Access to personal information
Members have an online login that will allow them to update their membership profile online at anytime – login or reset your password here.
You can review the email preferences that we hold for CILIP communications here and for Devolved Nations, Regional Member Networks and Special Interest Groups here and you can change them at any time.
If you are a member you can change your communication preferences for Social Link at any time – please see the instructions here and see the section on “Information and Settings”.
Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulation 2016/679 (the GDPR). If we do hold information about you, we will:
• give you a description of it;
• tell you why we are holding it;
• tell you who it could be disclosed to; and
• let you have a copy of the information in an intelligible form.
To make a request to CILIP for any personal information we may hold you need to put the request in writing addressing it to our Membership Administration department, at CILIP, c/o British Library | 96 Euston Road | London | NW1 2DB
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
Identity and contact details of controller: CILIP is the controller and processor of data for the purposes of the GDPR.
CILIP may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy was last updated 22nd October 2021.