Privacy Policy

Privacy Policy

Dr Williams's Trust and Library

Friends of Dr Williams's Library

Congregational Library

1. Introduction

The Trustees and Staff of Dr Williams's Trust and Library ('DWT' and 'DWL') seek to protect and respect the privacy of all our users, be they Members, Friends of the Library ('FDWL'), or occasional users of our collections. Please note that the Congregational Library ('CL') is also managed by Dr Williams's Trust on behalf of the Congregational Memorial Hall Trust (1978) Limited, and access to the Congregational Library and its collections is only provided through Dr Williams's Library. For the purposes of this policy 'Library' means both DWL and CL.

In the policy we set out the data we collect, how we use and process that information, and how you may contact us. Where we employ partner organisations and institutions in this process we ensure that they provide a level of service and protection in accordance with UK data protection laws.

By visiting or you are accepting and consenting to the practices described in this document. The data controller is DWT. The nominated person for data protection is the Director of Dr Williams's Trust and Library (

2. Your consent

We need your formal consent to use and retain your personal information, principally to maintain your membership or use of the Library, or your membership of Friends. By actively accepting the Trust and Library's privacy policy, you consent to us processing your data in accordance with the purposes and provisions of this Privacy Policy. In particular:

• you consent to us keeping personal details and other information associated with your use of the Librarynecessary for the purposes of managing your membership of the Library or Friends of the Library, or for us to register you as a visitor using the Library;

• you consent to us contacting you to provide you with news about the Library or Friends' activities, for fundraisingpurposes or in connection with your membership or use of the Library;

• you consent to us sharing your data with mailing companies or publishing partners in order to provide you with publications, details of publications, membership communications to which you are entitled by your subscription (we shall not provide your data to such companies or partners for any other purpose). You may withdraw from this by contacting the Data Protection Officer;

• you consent to us retaining details about your use of the library for the purposes of maintaining Library statistics. Wherever possible such data will be aggregated or held anonymously;

• you consent, if acting as a guarantor for a member of the Library or as a referee for a user, for us to retain the guarantee form or reference with your personal details so long as the individual you are guaranteeing remains a member or uses the Library.

3. How we collect information

We obtain personal information from you when

• you join the Library or Friends;

• sign on as a visitor;

• use our website;

• enquire about our collections;

• register your details;

• send or receive an email;

• ask a question, or otherwise provide us with personal information.

4. What information we collect

The personal information we collect will include

• full name and title;

• email address;

• postal address;

• telephone number;

• your guarantor, referee, or academic institution, where appropriate.

As you use our collection, we may collect

• information on your research interests;

• which parts of the collection interest you;

• your financial transactions with the Library, including your payment method which could include your credit or debit card details, or a Standing Order instruction, or your details on your Gift Aid Declaration.

Over time, to enable us to provide you with an efficient and secure service, we will record information about:

• the manuscripts and rare books you consult;

• the books you borrow or reserve or use in the Library;

• your requests for information;

• any feedback we receive from you.

5. We will use your personal information:

• to create an account if you register with us to use the library or attend an event;

• to provide you with library services, publications, or information you have requested or subscribed to;

• to provide you with information about future events, publications, and services we think may be of interest to you, including third party events, products and services;

• to promote the Library or Trust;

• to notify you about changes to our services;

• to invite participation in our surveys.

Your activities may also be recorded in anonymised form to gather general information and technical site usage information from your use of our website, such as which pages are most visited, which services, events or facilities interest users most and which links are most followed. Such information enables us to improve security and to alter and improve our website for the benefit of our users.

6. How we protect your personal information

We use a secure service (such as PayPal) when you make a donation or purchase through our website. We will take appropriate measures to ensure that the information disclosed to us is kept secure and up to date, and kept only as long as necessary. Please note although we will make every effort to ensure your data is kept securely, the use of the internet is not entirely secure and any transmission must be at your own risk.

7. Your rights

You have the right to ask us:

• not to process your personal data for marketing purposes;

• to ask for a copy of the information we hold about you (for which we may charge a fee if permitted by law);

• to have any inaccuracies in your information corrected;

• to seek the erasure of your data ('the right to be forgotten’). You can exercise this right for any reason, for example where it is no longer necessary for us to continue holding or processing your personal data you maywithdraw your consent. You should note that we are entitled to and reserve the right to retain your data for statistical purposes.

If you wish to exercise any of these rights, please contact us

8. Cookies

Our website uses cookies which distinguish you from other users of our website. This helps us to provide you with faster and easier access. They also allow us to improve the website.

9. Changes to this policy

We reserve the right to any changes to our privacy policy in the future. They will be posted on this page and any significant changes in the way we treat your personal information we will make clear on the website or by contacting you directly, where appropriate. By continuing to use our website you will be deemed to have accepted such changes.

10. Contact

If you have any questions about this policy or how we use your personal information, please contact us by email to, by telephoning 020 73873727, or by post to the Director, Dr Williams's Trust and Library, 14 Gordon Square, London, WC1H 0AR.

This Privacy Policy was last amended in May 2018