Using the libraries

In this section you will find our strategy and reports.

Privacy policy notice for SWIMS NHS Knowledge and Library Services

By submitting personal data to us, you agree that we, your NHS Knowledge and Library Service, may collect, use and store any such personal information data in accordance with relevant data protection legislation and regulations, as described in this Privacy Notice.  

Further details on relevant data protection legislation and regulations can be found on the website of the Information Commissioner’s Office. 

This privacy notice explains:

1. 1. why we hold your personal data  

1. 2. how you can find out what data we hold, and have that data updated or deleted 

1. 3. who may have access to your data 

1. 4. how your data is processed and stored 

1. 5. how long your data is retained 

1. 6. how you can request that we stop contacting you 

If you have any concerns related to this Privacy Notice or have any queries about the use of your personal data, please contact us - your library service.   
 

1. Why we hold your personal data 

We store your personal data so that we can effectively deliver knowledge and library services and contact you if we need to about the services that we provide.  

2. How you can find out what data we have, and have that data updated 

For more information please contact us - your library service. 

3. Who may have access to your data 

Your data is accessible to knowledge and library service staff who use systems to deliver knowledge and library services to the NHS in England. 

In addition, your data is accessible to the system suppliers and system managers who provide and manage these systems. You may view the privacy policies of individual systems in the appendix. 

Staff at all organisations work in compliance with this Privacy Notice and any other appropriate confidentiality and security measures. 

We will share your data with others only if required to do so by law. We will never sell your data to anyone or share it in a way not described in this notice without your permission. 

4. How your data is processed and stored 

When you register to use an NHS Knowledge and Library Service, we input the data into our systems.   

If you notify us of a change to your data, we update the systems accordingly. 

Technical safeguards are in place to help ensure that your data is kept safe and only disclosed to people who are authorised to view it.  

5. How long your data is retained 

Your data is kept for as long as you wish to receive knowledge and library services.  If you cease to require the use of these services and have no outstanding items, we will delete your data on request.  

User records are created with an expiry date of 3 years. If you choose not to renew your membership, user records will be deleted 2 years after the expiry date, if there are no outstanding loans or fees. 

Records will be kept for a maximum of 5 years if there are outstanding loans or fees, or until the items are returned and/or the fees paid.  Records will be kept for 7 years if you have requested and been supplied with an article from a non-NHS library. 

We will securely destroy any personal data about you when it is no longer of use. 

6. How you can request that we stop contacting you  

If you wish to stop receiving communications about knowledge and library services, please contact us - your library service. 

7. Data security 

We have put in place reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 

8. Your rights in connection with personal data 

Under certain circumstances, by law you have the right to: 

• request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully. 

• request correction of the personal data that we hold about you. 

• request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. 

• request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example, if you want us to establish its accuracy or the reason for processing it. 

If you want to exercise any of these rights, please contact us - your library service. 

NHS England and NHS Knowledge and Library Services 

Last updated: 16 December 2025 

Appendix 

The Koha Library Management System, supplied by Open Fifth Ltd.: https://openfifth.co.uk/privacy-policy/ 

The KnowledgeShare system used for current awareness alerts, supplied by Brighton and Sussex University Hospitals NHS Trust: https://www.knowledgeshare.nhs.uk/index.php?PageID=help_privacy 

We aim to provide:

• An efficient, considerate and good quality service at all times.
• Staff available during all advertised opening times to assist with this provision.
• Defined library service standards (see below)
• Instant registration to enable books to be borrowed straightaway.
• Confidentiality of personal data, in accordance with the General Data Protection Regulation (GDPR).
• An enquiry service available to deal with all information requests, available via phone, email, library website, Knowledge and Library Hub and in person.
• 24-hour access to the library for reference and private study purposes, book loans, IT access, photocopying, scanning and printing.
• An up-to-date collection, and a wide range of resources, which are fully multi-disciplinary.
• User informed improvements to the service through annual surveys, website feedback forms, whiteboards, workshop / induction evaluation forms and social media postings.
• A safe and comfortable study and learning environment.
• One-to-one, and group training sessions on a range of electronic health databases and study skills.
• Access to the IT network for Trust staff, with free wi-fi access to the Internet for mobile devices.

We ask that you:

• Treat library staff with consideration.
• Respect other users of the library
• Do not remove any stock without permission.
• Do not deface or damage any library stock or property.
• Do not leave personal possessions unattended in the library.
• Update your personal details as they change.
• Keep noise to a minimum and do not disturb other library users through the use of mobile phones, Teams meetings and group discussions etc.
• Abide by LKS terms and conditions.
• Prioritise your ILL requests and allow sufficient time to obtain large amounts of information.

Library service provision standards:

• We will aim to process all requests within two working days.
• Requests will be processed on a first come first served basis, although urgent patient care requests take priority.
• When items have to be obtained from elsewhere, we will supply them to an agreed timescale as necessary and communicate any delays and waiting lists in a timely manner.
• Evidence searches will be undertaken by professional library staff, using a wide range of key health databases. We will endeavour to provide them to meet your deadlines.
• New books will be provided on a regular basis to meet the needs of all users.
• Our existing stock will be regularly checked, and old material weeded, in accordance with internal and regional policies.
• Our electronic subscriptions will be re-evaluated on a regular basis, and new titles will be bought to reflect all users’ needs whenever possible and as funding permits.
• We will consider and actively encourage all suggestions for new stock.
• Our website and social media sites will be regularly updated with service and resource information, and quality healthcare links.

Oct 2024

Your main library

For the duration of your course your university library is your main library, which will provide full services, including loans, inter-library loans, access to course reading materials and digital resources, information skills training and use of all facilities. You will be able to access digital resources remotely.

Whilst on placement you may also use your local NHS library

To find your nearest NHS knowledge and library service and opening hours, go to www.hlisd.org

The NHS Knowledge and Library Service will provide you with the following during your time on placement:

• Access during staffed open hours. For some libraries, access is 24/7, please enquire
• Loan and reference facilities (note that books that you borrow must always be returned to the library that lent them)
• Access to library computers or local Wi-Fi networks
• Information about the library services and facilities available. An induction session may be organised for you, but if not please ask
• Access to photocopying, printing, and scanning services (for which there may be a small charge)
• Access to NHS digital resources via the NHS Knowledge and Library Hub, including access to clinical decision support resources such as BMJ Best Practice. Free full access using your NHS Open Athens account

Please enquire about other services and support available and note that some different terms and conditions may apply, particularly for NHS knowledge and library services provided by a university. Always check with your local placement knowledge and library team.

Key links with QR codes

	Find your nearest NHS Knowledge and library service: https://www.hlisd.org/
	NHS Knowledge and Library Hub: https://library.nhs.uk/knowledgehub
	BMJ Best Practice: https://www.bmj.com/company/hee/
	NHS OpenAthens registration: https://openathens.nice.org.uk/

For further information about NHS Knowledge and Library Services visit https://library.nhs.uk/

Last updated July 2024