Privacy Notice for Cultural Services

This Privacy Notice sets out how Powys County Council collects, uses and shares your personal information for the purposes of Archives, Libraries, and Museums services.

Who are we & how are we contacted?

Powys Archives
Unit 29
Ddole Road Enterprise Park
Llandrindod Wells
Powys
LD1 6DF

Email: archive@powys.gov.uk

Tel: 01597 826088

Data Protection Officer (DPO):

The DPO for PCC can be contacted via email at information.compliance@powys.gov.uk.

What personal information do we process about you?

In order to provide Archives, Libraries, and Museums services to you we may process the following information about you:

• Name, address, contact details including phone number and email address, and date of birth
• Usernames and ticket numbers unique to you
• Library items that you have borrowed and requested
• Your subject of research and any research that we have carried out for you
• Items that we have copied for you, items that you have photographed, and items that have been licensed for your use
• Payment and transaction information
• Images in video and/or photographic form, where you have given us your consent to do so
• Your image captured through CCTV footage (signage will indicate when this is applicable)
• Information about visits to our website, including your IP address, browser type, pages visited, and location.
• Information you share with us via our social media channels and website.
• Records of your attendance at events delivered by us, whether solely or in collaboration with partner organisations.
• Information you share with us via emails and letters
• Signed consent forms for equipment loans
• Records of public computer use and printing
• Records of data usage and app usage when borrowing iPads

Your personal information will be processed to:

• Ensure library services are delivered in line with statutory requirements
• Provide you with access to extra services like using the internet in libraries and borrowing e-books online, if you've asked for them
• Acquire items that you have deposited or gifted to us
• Monitor and evaluate the quality of service we provide
• Produce statistics and reports to research and plan new services
• Respond to queries and complaints
• Review the impact of programmes delivered
• Share marketing information about our services and to promote our activity programmes, with your consent.
• Inform you about changes to our services, where you have consented to receive that information.
• Manage your interactions with our website or our public wi-fi
• Ensure compliance with health and safety regulations, including documenting incidents and conducting risk assessments for volunteers.

To help us compile anonymised statistics, we may ask for voluntary information about gender, ethnic background, and disability. This data is not used to identify individuals, and you are free to choose whether to provide it.

Automated decision-making (including profiling) isn't being used.

Who might we share your personal information with?

The data we hold about library members is held on a secured shared database with other Welsh local authority library services, but your information will only be used to provide library services to you within Powys Libraries.

The supplier of our Library Management software system may also have access to your data, but this will only ever be used in the context of administering and supporting the system.

We will not normally share information from our Library Management System with other organisations without your consent, unless another lawful basis exists or we are required to do so by law, for public safety, or to prevent the risk of harm.

The Legal Basis (What allows us to process your personal data):

We will process your personal information in line with the UK General Data Protection Regulation (GDPR), which requires us to indicate which legal basis it is relying on to process your personal data.

To process your personal data here, we are relying on:

• Your consent in certain circumstances. When this does apply, you are able to remove your consent at any time. You can do this by contacting us via the details provided above.
• A contractual obligation.
• Our obligation to perform a public task.

How long will we retain your personal information for?

Details of how long personal information about you will be retained can be viewed in Powys County Council's Retention Schedule. You can access this information here: Retention and destruction of records  At the end of the retention period, information will be deleted.

Further Information:

For further information about how we process your personal data, the rights you are entitled to exercise such as the right of access, and the commissioner's contact details, please visit our overarching privacy notice here: Data Protection and Privacy

This Privacy Notice was updated on: 19/02/2026