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Libraries Room Bookings Privacy Notice

Who we are and what do we do 

Libraries, Arts and Heritage is part of Gateshead Council. We are based at Gateshead Central Library and across seven other core library branches. We provide the rooms for hire at Central and Blaydon libraries. 

This privacy notice provides specific information about how Libraries, Heritage & Arts processes your personal data and is an addition to the information contained in our Corporate Privacy Notice - Gateshead Council 

What type of information is collected about you  

We collect personal information to understand your needs and provide services. Information may include: 

  • name 
  • email address  
  • postal address 
  • phone number   
  • a record of any payments made 

How we collect information about you 

We will collect your information from you directly as part of the room booking process. This may be face to face or via phone calls or emails. 

Why we need your information  

Our purpose for collecting personal information is to enable us to: 

  • manage our room bookings 
  • provide a good service for anyone arranging or attending events in our libraries  

Our basis for processing your personal data is: 

  • performance of a contract to which data subject is party 

Who your information can be shared with  

Our Corporate Privacy notice sets out the general types of information sharing that the Council carries out to fulfil statutory obligations, legal requirements and service delivery.  

If we wish to share your information with other council services or third parties for purposes outside of those listed above we will ask your permission.   

How long we will keep your information  

We keep your information for as long as we need to provide services to you. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances. For more information please contact: 0191 433 8410 or email 

Where your information is held 

The data we collect is held digitally in our Corporate Room Booking System  on secure servers in the Civic Centre, and in hard copies in secure staff areas of Library, Arts & Heritage buildings. It is not sent outside of the UK. 

How you can update your information 

The accuracy of your information is important to us to be able to provide relevant services more quickly. If you change your address or email address, or if any of your circumstances change or any of the other information we hold is out of date, please contact 0191 433 8410 or email 

Your information rights  

Please see the relevant section of our Corporate privacy notice

Marketing and e-newsletters   

Please see our email marketing privacy notice.  

Business intelligence, profiling and automated-decision making  

Please see the relevant section of our Corporate privacy notice.  

Protecting your information  

Please see the relevant section of our Corporate privacy notice.   

Data Protection Officer  

Data Protection Officer  

Civic Centre  

Regent Street  


NE8 1HH  

0191 433 3000  

Information Commissioner's Office  

The Information Commissioner is the UK's independent body for upholding information rights. Visit their website to find out more about your rights under Data Protection law, and what to expect from us. 

For privacy practices or data protection rights concerns, contact the Information Commissioner's Office:  

Information Commissioner's Office 

Wycliffe House 

Water Lane 


Cheshire SK9 5AF  

0303 123 1113 or 01625 545 745