Data Privacy Notice

The Historic Libraries Forum

Data Privacy Notice

1.           Your personal data – what is it?

Personal data relates to a living individual who can be identified by 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 (the “GDPR”).

2.           Who are we?

We are The Historic Libraries Forum (“The HLF”, “The Forum”) and have an interest historic libraries as well as special, unique or distinctive collections of all kinds, but particularly those without a natural ‘home’ in the formal library world.  The work of the Forum is coordinated by a Committee.  For the purposes of this data privacy notice, the Membership Secretary, a Committee member, is the data controller for The HLF. 

3.           What data do we collect?  How do we collect that data?  What do we do with it?

We collect personal information (names; postal and email addresses; mobile, telephone and fax numbers; job titles and employer information) for the following purposes:

  • To enable The HLF to provide a voluntary service to the benefit of its members in the area of historic libraries and special, unique or distinctive collections.
  • To administer membership records.
  • To alert you to libraries and collections under threat or in severe need.
  • To inform you of news, events, activities and services provided by or promoted by The HLF.
  • To maintain our own accounts.
  • To send out the quarterly Bulletin.

The data are provided by you when you fill in a membership application form, or register online or in writing, for inclusion on the mailing list, for training or mentorship, or for attendance at an HLF event.

4.           What is the legal basis for processing your personal data?

  • Explicit consent of the data subject so that we can keep you informed about news, events, activities and services.
  • Processing is necessary for the purposes of the legitimate interests of The Forum.

5.           Sharing your personal data

Personal data you provide to The HLF will be treated as strictly confidential and are never shared with any other organization or business or person.

6.           How long do we keep your personal data?

We keep your personal data for the duration of your membership.  No personal data is         kept on former members.

7.           Your rights and your personal data 

 Unless subject to an exemption under the GDPR, you have the following rights with respect   to your personal data:

  • The right to request a copy of your personal data which The HLF holds about you
  • The right to request that The HLF corrects any personal data if it is found to be inaccurate or out of date
  • The right to request your personal data are erased where it is no longer necessary for The HLF to retain such data
  • The right to withdraw your consent to the processing at any time
  • The right to object to the processing of personal data, where processing is based on legitimate interests; direct marketing and processing for the purposes of scientific/historical research and statistics
  • The right to lodge a complaint with the Information Commissioners Office.

8.           Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9.           Contact details

To exercise all relevant rights, queries of complaints please in the first instance contact The Membership Secretary at

You can contact the Information Commissioners Office on 0303 123 1113 or via email   or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

This Policy has been reviewed by The Forum’s Committee and approved for immediate use, a note of the resolution has been made in the respective minutes of their meeting.

December 2020