The State Library of Western Australia (the Library) is committed to protecting the privacy of our clients. The Library collects and stores personal information in order to undertake normal library activities and takes reasonable steps to protect personal information from unauthorised access, loss, disclosure, modification or misuse.
Becoming a member of the Library
You do not have to be a registered member to use the Library, but there are some services where it is required, for example if you want to book a public computer or borrow something from the Library’s collections (i.e. a book or a music score). Some form of identification is required when you become a member of the Library. If you are a child (under the age of 18) a parent or guardian must provide your personal information for registration.
The following personal information is collected and stored by the Library:
- email address; and
- telephone or mobile number.
The normal duration of your membership is five years. If you are not active for five years, for example you don’t book a public computer or loan a music score, your account may be deactivated but your information is retained on the library management system until you reactivate your membership.
You do not have to have an address to become a member of the Library, but some services, for example using online electronic databases, may not be available to you.
When you use one of our public computers
When you book and use a public computer in the Library building your personal information is collected in the booking system and when you go online on the public computer. The following personal information is collected when you book a public computer:
- Library membership number.
When you use a public computer, logs are generated that collect information about any websites that you visit and the date and time of your visit. This information is collected by the Department of Local Government, Sport and Cultural Industries that provides the Library with data services. Your personal information is not collected or stored by the Library, however the Library will work with the Department to provide this information upon a legitimate legal demand.
Asking an enquiry online – Ask a Librarian and Chat services
The Library offers an online reference service called Ask a Librarian and a Chat with us service is offered via the Library’s website. Any time you make an online enquiry to one of these services the following information may be requested so we can respond:
- email address;
- telephone or mobile number; and
- address including Suburb, State and Country.
Any personal information you include in the online form is retained by the Library as a corporate record. This record is retained for at least seven years before being destroyed.
Attending our programs, events, exhibitions and tours
The Library offers various programs, events, exhibitions and tours to any member of the public that chooses to attend.
If you attend in person, it is likely your image will be captured by the Library’s CCTV. You cannot opt out of being captured on CCTV.
For programs, events, exhibitions and tours that do not require registration or tickets no other personal information is collected or stored by the Library.
For ticketed events the Library uses third party software for the management of the ticketing. Personal information is collected by the third party to manage your registration. Your personal information is not collected or stored by the Library.
For functions where invitations are issued the Library uses third party software to manage RSVPs. Your personal information including your name and email address is stored by the Library as a record of attendance. This information is retained by the Library for at least five years as a corporate record before being destroyed.
If the Library wants to photograph you at one of our events you will be asked first. The following information is collected on our permission form:
- email address; and
This information is retained by the Library for at least five years as a corporate record before being destroyed.
If you prefer not to be photographed (other than CCTV), you may inform the photographer and they will ensure no identifiable image of you is taken.
Using our print, copy and scanning services
The Library uses third party software when you use our print, copy and scanning services. Personal and payment information is collected by the third party to enable your transaction to be processed. Your personal and payment information is not collected or stored by the Library.
When you purchase a copy of a collection item
The Library makes available for sale copies of some of our photographic images. When you place a Public Order, your personal information is collected to identify you, arrange the payment and deliver the image. Payments are made via third party software. Your payment information is not collected or stored by the Library. All other order information including invoices, payment receipts and email correspondence, is collected and stored by the Library as a corporate record for at least seven years before being destroyed.
Donating or pledging money online
The Library uses third party software when collecting monetary donations online. Your payment information is collected by the third party to enable the financial transaction to be processed. Your payment information is not collected or stored by the Library.
The Library collects your personal information including your name and email address so we might contact you for future fundraising initiatives. You can opt out of receiving these emails at any time. This information is retained by the Library as a corporate record for at least five years before being destroyed.
The Library occasionally uses third party crowdfunding software so you can pledge money for a specific Library initiative. Personal information, including your name and email address, is collected by the Library to identify you, the pledge you make and so we might contact you if the required pledge amount is not reached or for future fundraising initiatives. You can opt out of receiving these emails at any time. This information is retained by the Library as a corporate record for at least five years before being destroyed. Any payment information you provide as part of your pledge is not collected or stored by the Library.
When you hire one of our venues
Your personal information, and information about the company/organisation you represent, is collected when you hire a Library venue so that your booking can be managed:
- name and company name;
- postal address;
- email address; and
- telephone or mobile number.
Payments are made via third party software. Your payment information is not collected or stored by the Library. All other booking information, including invoices, payment receipts and email correspondence, is retained by the Library as a corporate record for at least seven years before being destroyed.
When you give us feedback
The Library collects your feedback via email, letter or printed feedback forms to help us improve our collections, services and facilities. Any personal information you include in your feedback is retained by the Library as a corporate record for at least seven years before being destroyed.
When there is an incident in the Library
In the event of a security or medical incident in the Library, an incident report is completed by staff that includes a description of the incident, and where possible, the names of the individuals involved. Designated Library staff may review CCTV footage of an incident and this footage may be made available upon legitimate legal demand.
Where someone is excluded from the Library because of an incident, information from the Library membership database may be used to inform that individual that they have been excluded. Incident reports, warnings and exclusions are retained by the Library as a corporate record for at least five years before being destroyed.
Camera surveillance of the Library is used to assist in the provision of a safe environment for all clients. Digital footage is kept for an average of 46 days before it is overwritten. CCTV footage will be provided upon legitimate legal demand to assist in the investigation of incidents. Security footage depicting serious incidents is retained by the Library and filed with incident reports. Serious incident reports are retained by the Library as a corporate record and archived.
Visiting our websites
Information is collected any time you visit a Library website including the following:
- your Internet Protocol address;
- webpages you access;
- the date and time you visited the website;
- files you download; and
- date and time of your visit.
No attempt is made to identify you or your browsing activities except in the event where the Library is lawfully directed to provide this information.
The Library uses third party software to aggregate website use data for the purpose of reporting and analysis of the use of our websites. The Library does not use this software to track individuals and you cannot be identified in these reports.
The Library’s websites contain links to third party websites that may collect your personal information. The Library is not responsible for the privacy practices on these websites, and it is recommended that you consider the privacy policies of third party websites before visiting them.
When you use our public wifi
The Library offers a public wifi service for in person visitors to the Library building and its surrounds. If you connect to this service you must read and agree to the Terms and Conditions provided when you connect. The Library’s public wifi service is managed by a third party who may collect information about you and the device you connect with. Your personal information is not collected or stored by the Library.
In a State of Emergency
If the State of Western Australia declares a State of Emergency under the Emergency Management Act 2005 the Government may direct businesses, including the Library, to collect your personal information. This may include your:
- email address;
- telephone or mobile number; and
- the date and time of your visit.
The Library will follow instruction from Government regarding the retention and release of this information. Failure to provide this information when required may mean you are denied entry to the Library building.
When will the Library disclose your personal information?
Personal information will only be used for the purpose in which it was collected, or for a reasonable purpose in undertaking the Library’s activities.
Personal information collected and stored by the Library will not be disclosed or shared with another organisation or individual except where your consent has been given or upon legitimate legal demand.
How can you access the information held about you?
You can request a copy of the personal information we hold about you. You will be required to identify yourself to ensure only you have access to your information.
If you find that the information held about you is incorrect, you can request that it is corrected.
To contact us:
Manager Policy and Research
State Library of Western Australia
25 Francis Street
Perth WA 6000
Phone: 08 9427 3111 Western Australian country callers 1800 198 107
If you are not happy with the Library’s response for access to your personal information, you can apply for access under the Freedom of Information Act 1992 (FOI). Information on how to apply under FOI can be found on the Library’s website.
Exclusions to this Statement
This statement does not apply to your personal information:
- contained in Library collections, including published (for example books, magazines and newspapers) and unpublished (for example oral history interviews, photographic images and archival collections) items;
- the Library collects from you when you donate or sell us items for our collections. The personal information collected forms part of the agreement you make to donate or sell items and is archived as a corporate record; or
- when you partner with us on a project or agree to use the Studio 001 creative co-working space, personal information collected and what we do with it form part of your agreement
The Library uses social media including Facebook, Twitter and YouTube to engage with you and provide information about our collections, services, programs and events. When you communicate with us using these services these third parties may collect your personal information. Where social media links are displayed on our webpages these third parties may track your use of these pages. If you are logged into one of these services while using our websites, their tracking may be associated with your social media account. You should refer to the relevant social media privacy policies for information about how they manage your personal information.