These joint regulations for library use apply to the use of, and
the lending of items from the following library services:-
County Durham and Darlington NHS Foundation Trust
Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust
Gateshead Health NHS Foundation Trust
Newcastle Hospitals NHS Foundation Trust
North Tees and Hartlepool NHS Foundation Trust
Northumbria Health Care NHS Foundation Trust
Tees, Esk and Wear Valleys NHS Foundation Trust
2. Users eligibility
2.1 All NHS staff working for the above Trusts
are eligible to join the NHS Library & Knowledge Services, and
use any of the libraries in the Trusts listed above.
2.2 All NHS students on placement in the Trusts listed above are
eligible to join the NHS Library & Knowledge Services, and use
any of the libraries in those Trusts for the duration of their
course. Other students may be eligible to join for the
duration of their placement.
3. Admission and
3.1 Staff should register with one library at their Trust
library service listed above. Students should register at the
library nearest to their main placement. This is their home
3.2 Other local rules and regulations specific to the individual
library service may be given out at registration. Members who
infringe any regulation may have their borrowing privileges
suspended by all the libraries listed above, for a stated period.
Serious infringements may be reported to the appropriate
3.3 If the user wishes to use other libraries it is their
responsibility to ask for, and familiarise themselves with any
additional local rules and regulations on arrival at the new
4. Borrowing items from
4.1 Members must possess a current library ticket and produce
this ticket in order to borrow items.
4.2 Members are responsible for items borrowed in their name,
with their library ticket. Therefore members should not lend their
library ticket, or items borrowed with it, to any other party.
4.3 Members can use any of the libraries in the Trusts listed
above to borrow items. Members have an overall loan limit of 10
4.4 No item of stock may be removed from the library unless it
has been issued by a member of library staff or through a
4.5 Members should return all items by the due date in good
4.6 Members may be invoiced for the full cost of replacing
damaged and non-returned items, plus an additional administrative
and handling charge in some Trusts.
4.7 Items can be renewed by telephone, in person, or via the web
catalogue up to a maximum of two renewals, as long as the item has
not been requested by another user.
4.8 Some services, such as inter library loan requests and
reservation requests may only be available from the members home
5 Data Protection
Privacy Notice for NHS Knowledge and Library
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
Further details on relevant data protection legislation and
regulations can be found on the website of the Information Commissioner's
This privacy notice explains:
If you have any concerns related to this Privacy Notice or have
any queries about the use of your personal data, please contact
your library service.
1. Why we hold your personal
We store your personal data so that we can track your use of
knowledge and library services and contact you if we need to about
the services that we provide for you.
2. How you can find out what data we
have, and have that data updated
For more information please contact your library service.
3. Who may have access to your
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, which are included in
Staff at all organisations work in compliance with this Privacy
Notice and any other appropriate confidentiality and security
We will share your data with others only if required to do so by
law, or for the purpose of collecting overdue items or outstanding
fines. 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
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
Technical safeguards are in place to help ensure that your data
is kept safe and only disclosed to people who are authorised to
5. How long your data is
Your personal information will be held on the library system for
3 years, at which point you will be invited to re-register. If you
do not re-register your personal information will be securely
destroyed. You may re-register with the library service at any
point in the future should you change your mind.
6. How you can request that we stop
If you wish to stop receiving communications about knowledge and
library services, please contact your library service.
Health Education England and NHS Knowledge and Library
Last updated: 24 October 2022
The WMS Library Management System, supplied by OCLC: https://policies.oclc.org/en/privacy/privacy-statement.html
The KnowledgeShare system used for current awareness alerts,
supplied by Brighton and Sussex University Hospitals NHS Trust:
'Care received was fantastic and I was very well looked after
and very impressed.'
Patient, Day Surgery, Darlington Memorial Hospital