Using the libraries

In this section you will find our strategy and reports.

Privacy policy notice for SWIMS

The South and West Information Management System library management system (SWIMS) is made available by the Library and Knowledge Service (LKS) at Frimley Health NHS Foundation Trust (Frimley Park, Heatherwood and Wexham Park Hospitals). SWIMS is used:

1. to record contact details for the purposes of loaning of library stock
2. to record loans of stock to users
3. to send notifications to users about their loans
4. to provide management information for library staff on usage and membership

This privacy policy explains:

1. what personal data we hold about you on SWIMS 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 loans

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

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

We store your contact data so that we can contact you if we need to about the library stock we loan to you. We store your name and work postal address, email address(es), phone number(s), employer’s name, employer’s location, job role, and course/academic institution where relevant.

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

You can log in to our library management system at www.swims.nhs.uk using the number on your library card to see limited data that we hold about you. To see full data, please contact us.

Who may have access to your data

Your data is accessible to NHS library staff in England who use the SWIMS system to manage library stock and loans. We may also share your information with another NHS library if you leave the organisation and have outstanding debts or loans.

In addition your data is accessible to the system supplier and system manager who provide and manage the SWIMS system.

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 by us, at your request and on your behalf. You complete a registration form, and then we input the data on the form into the SWIMS system. If you notify us of a change to your data, we update the SWIMS system 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 library loans, please contact us.

Feb 2025

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