Our privacy statement is important to us at Marlborough District Libraries (the Library). Our privacy statement sets out how, and why we collect and store your personal information, what we will use it for and with whom we can share it.
We take our obligations under the Privacy Act 2020 (Privacy Act), and the information privacy principles in the Privacy Act, seriously. The privacy statement has been prepared in accordance with our obligations and your rights under the Privacy Act.
We recommend that you carefully read the terms and conditions and any specific privacy policy that applies to the particular products and services we offer.
To ensure we keep up with changes to our business, the Library may occasionally update this Privacy Statement.
We need to collect personal information for a number of reasons, however, this will only be necessary for a function or activity of the Library. The Sites can be viewed without the need to disclose any personal information to us.
The personal information we collect may include your name, date of birth, address, email address, and telephone numbers. It may also include information on your use of our services or facilities.
We may also collect any other information provided by you in connection with, or specifically related to, your communications with us or how you interact with us.
Personal information is collected when you, or someone acting on your behalf, becomes a member of the Library, either online or in-person.
For example, when you:
Communicate with us in person, by letter, phone or electronically.
Complete and submit forms or applications for memberships or surveys.
Use, or register for, the Library.
Apply for employment with us.
Appear in any images and audio from Closed Circuit Television (CCTV), as described below.
We only collect your personal information when it is necessary for a specific purpose connected with the services we provide. The purpose for collecting and using your information varies according to the services you are using. In general, we collect your personal information fairly with your consent.
When you visit one of our websites, we may use technology solutions such as “cookies” to provide you with better access to tailored information and services.
We may collect, hold, and use statistical information about your visits and in connection with your IP address to help us improve our website, for instance:
The search terms you used.
The pages accessed and the links you clicked.
The date and time you visited the site.
The referring website (if any) through which you clicked through to our website.
Your operating system (e.g. Windows XP, Mac OS X).
The type of web browser you use (e.g. Internet Explorer, Mozilla Firefox).
The make and model number of mobile device used to visit our site.
We use Closed Circuit Television (CCTV) in particular areas to monitor the Library to help reduce crime and anti-social behaviour and to promote community safety.
Signage advising of CCTV equipment will give notice of areas covered by such equipment. CCTV footage will only be viewed by authorised people in accordance with the purpose noted above or to regularly check the system is operational. No attempt is made to identify individuals from CCTV footage except in relation to a reported or suspected incident requiring investigation.
The personal information we collect from you, or someone acting on your behalf, may be used for any of the following purposes:
To provide you with services or facilities provided at the Library.
To positively confirm your identity, in order to avoid inappropriate release or use of your information.
To respond to correspondence or to provide you with information that you have requested.
To process your application to use or register for a membership of the Library.
To process payments received by or made by the Library.
To comply with relevant laws and regulations.
To carry out activities connected with the running of our business or operations.
For any specific purpose which we notify you of at the time your personal information is collected.
To carry out surveys to improve our business processes and operations, based upon your feedback.
For general administrative and business purposes.
Information will only be shared with your consent, or where there is statutory requirement to share it.
We may disclose personal information about you to:
Any person engaged by the Council to provide products or services to you on our behalf, where your personal information is necessary for the provision of those products or services.
Our related organisations, including third parties, in order to assist with the functions and services they provide.
A third party, if we are required to do so under laws or regulations, including to comply with our obligations under the Local Government Official Information and Meetings Act 1987, Building Act 2004 and Resource Management Act 1991.
A third party in the course of legal proceedings or other investigations. This may include sharing CCTV footage with the New Zealand Police or other public sector agencies where criminal activity is reported or suspected. The New Zealand Police may also access live feeds from certain CCTV cameras from time to time for law enforcement, investigation, and emergency response purposes.
Any person we may notify you of at the time we collect your information, and any person to whom you authorise us to disclose your personal information.
We take reasonable steps to make sure personal information is:
protected against loss, damage, misuse and unauthorised access – we give restricted access to individuals who need personal information to help us perform our duties and obligations; and
accurate, up to date, complete, and not misleading
We may retain personal information we collect (on both our active systems and our archives) for as long as administratively necessary or required by law. This is in accordance with the Marlborough District Council’s information retention and disposal schedule, or applicable statutory requirements.
The Public Records Act 2005 requires us to retain protected records indefinitely. In some circumstances, your personal information may be included within a protected record, including submissions you make in relation to bylaws, annual plans, and district or regional planning instruments.
If you do not provide us with all of the personal information about you that we request, we may not be able to adequately respond to your correspondence, process any membership you have registered for, provide the services or facilities you have requested, process payments or otherwise deal with any requests or enquiries you have submitted.
You have the right to know what information we hold about you, to request a copy and to request that we correct your information if inaccurate. Your rights of access to and correction of any personal information we hold about you are subject to the procedures set out in the Privacy Act.
Accessing your information or obtaining a copy of your information:
Updating and correcting your information
You may request confirmation of whether or not we hold any personal information about you and you may request access to your personal information that we hold. If you request to access your information, we take steps to confirm your identity. This might involve asking you some security questions and checking your identity documents. Once we have verified your identity, we will provide you with such confirmation and access unless one of the grounds for refusal to do so under the Privacy Act applies.
If you think the information, we hold about you is inaccurate, you may request changes to your personal information. If we agree that your personal information is to be corrected, we will provide you with an amended record of your personal information if requested. If we do not agree that the information needs to be corrected, we'll make note of your request on the disputed information as a "statement of correction".
You may request confirmation of whether or not we hold any personal information or if the information needs updating or correcting by emailing library@marlborough.govt.nz , phoning 03 520 7491, or by visiting the Libraries in person.
If you are unsatisfied with our response to any privacy-related concern you may have, you can contact the Privacy Commissioner:
