Privacy policy

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Privacy policy notice for Hampshire Healthcare Library Service

The library management system (SWIMS) and the document supply system (CLIO) are made available by Hampshire Healthcare Library Service (HHLS) for use in the organisation and we are committed to protecting the privacy of people who use our systems.  This privacy policy notice lets you know what personal information we collect, how we use it, and how we safeguard it.


SWIMS and CLIO are used by the library for the following:

  1. to record contact details of registered HHLS members
  2. to enable document supply
  3. to send notifications about overdue books
  4. to provide management information for library staff on usage and membership
  5. to share knowledge and promote services and resources

This privacy policy explains:

  1. what personal data we hold about you on SWIMS and CLIO and why we hold it
  2. how you can find out what data we have, and have that data updated or deleted
  3. who may have access to your data
  4. how your data is processed and stored
  5. how long your data is retained
  6. how you can request that we stop contacting you about your library registration and associated information 

If you have any concerns related to this privacy policy, or have any queries about the use of your personal data, please contact us via email –


What personal data we hold about you on SWIMS and CLIO and why we hold it

We store your contact data so that we can contact you if we need to about the document that we have provided to you.

We store your name, work and/or home postal address, email address(es), phone number(s), employer’s name, employer’s location, job role, and course and academic institution where relevant.   


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

You can log in to SWIMS at   and also into CLIO at  using the number on your library card and your password to see limited data that we hold about you.  To see full data, please contact us via email –


Who may have access to your data

Your data is accessible to only to NHS Library staff in  Hampshire Healthcare Library Service who use SWIMS and CLIO to manage our document supply. 

In addition your data is accessible to the system suppliers and system managers who provide and manage both the SWIMS and CLIO systems.

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

 We will share your data with others where 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.


How your data is processed and stored

Your data is added to SWIMS and CLIO by us on your behalf.  You complete a library registration form, and then we input the data on the form into the SWIMS and CLIO as required.  If you notify us of a change to your data, we update both systems accordingly.

Your data is stored within the UK. 

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.


How long your data is retained

Your data is kept for as long as you are an active library member, i.e. borrowing books.  If you cease to be an active member we will delete your data a maximum of two years after you have ceased to be active, or sooner if you inform us that you wish us to delete it.

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


How you can request that we stop contacting you about your library loans

If you wish to stop receiving communications from us about your document supply, please contact us via email –


Hampshire Healthcare Library Service

May 2018


Website privacy policy

This policy covers the treatment of personally identifiable information that Hampshire Healthcare Library Service collects when you are in the domain. Links within this web site to other web sites are not covered by this policy.

Information collection

You can visit our site without telling us who you are or giving us any personally identifiable information.

We do not use cookies for collecting information during general use of the site. Cookies may be used on some 'interactive' pages to provide additional functionality or when it is totally necessary to keep a unique 'id.' on your browser whilst you use those pages. Where cookies are used, their purpose will be made clear.

Only when you complete a form that requests personal information or email Hampshire Healthcare Library Service will you be identified. When completing forms you may be asked for a variety of personal information such as name, address, post code etc.

Hampshire Healthcare Library Service automatically receives and records information on server logs from your browser. We only monitor the IP addresses of visitors to see which pages are the most popular. These IP addresses are not linked to any personal data so all visitors to our site stay anonymous.

Information use

Where you voluntarily choose to give us your personal details they will be used exclusively to provide you with the information or service you have requested.

Information Sharing and Disclosure

Hampshire Healthcare Library Service will not sell or rent your personally identifiable information to anyone.

We will only send personally identifiable information about you to other organisations when we have your consent. This is only necessary when we need to share your information in order to provide the information or service requested.

We also use the information in response to subpoenas, court orders or other legal process.


While we aim to keep the information that you supply secure. Please be aware that the Internet is not a fully secure medium. We use secure servers for collecting sensitive information.

Policy changes:

By using our site you agree to accept this privacy policy and are aware that our policy may change with time. Any changes to this policy will appear on this web page.

Summary of terms


Software used to locate and display Web pages. The most popular ones are Firefox, Mozilla and Microsoft Internet Explorer.


Message given to a web browser by a web server. The message is stored by the browser in a text file called cookie.txt. Each time the browser requests a page from the server, this message is sent back. A cookie's main task is to identify users and personalise their visit by customising web pages for them, e.g. by welcoming them by name next time they visit the same site. A site using cookies will usually ask you to provide personal information such as your name, e-mail address and interests.

IP (Internet Protocol)

All networks connected to the internet speak IP, the technical standard which allows data to be transmitted between two devices. TCP/IP (Transmission Control Protocol/Internet Protocol) is responsible for making sure messages get from one host to another and that the messages are understood.

IP address

If you are connected to the Internet you have one, for example it may look something like this

Secure Server

This allows information to be sent 'securely' by encrypting the information you send. HTTPS (Hypertext Transfer Protocol over Secure Socket Layer, or HTTP over SSL) is a facility built into a browser that encrypts and decrypts user page requests as well as the pages that are returned by the Web server.

Web Server

Delivers (serves up) web pages to your computer.