Essex Library Service Terms and Conditions

Essex Libraries have specific terms and conditions related to a range of services we offer. These relate to areas such as library membership, acceptable use policies for computer equipment, responsibilities for room hirers, and criteria for selecting stock. You can find more details about policies via the menu above. Key aspects include:

 

 Terminology

1.    ‘Library Authority’ means Essex County Council
2.    ‘Library/Libraries’ means any library for the time being maintained by the Library Authority for purposes of its functions under the Public Libraries & Museum Act 1964 and the library services provided therein
3.    ‘Library Staff’ means all persons appointed by the Library Authority to act on its behalf. This includes library volunteers
4.    ‘Library User’ means any person who enters the premises whether or not they are a member or have enrolled for the Library
5.    'Library Member’ means a library user who holds a library membership card 
6.    ‘Membership Card’ means both the physical card issued at the point of joining in a library and the electronic card accessed via the Essex Libraries app 
7.    ‘Item’ includes any and every article permanently or temporarily forming part of the lending section for the Library. Such articles are described specifically where the context requires
8.    ‘TLC’ means member authorities of The Libraries Consortium
9.    ‘Personal Data’ as defined in the Data Protection Act 2018

Library Membership

10.    By becoming a library member you are agreeing to abide by these Terms and Conditions, and other rules and regulations governing the service including:
    a.    Essex Library Service Byelaws 
    b.    Essex Library Service Fees and Charge Schedule 
    c.    Essex Library Service Stock Management Policy
11.    Library members may only hold one personal library account except in certain circumstances. Please refer to staff for more information
12.    All Library members will be issued with a physical membership card when they complete the joining process in a library branch. You can download the Essex Libraries app to obtain an electronic membership card
13.    Your membership card should be produced to access services in the library
14.    Library members are responsible for the appropriate use of their membership card.
15.    Upon issue of a membership card, library members will also be given a PIN. Library members are responsible for keeping this PIN code secure
16.    Applicants for a membership card aged 18+ are required to provide identification with proof of name and address. We may require additional proof of identification in some circumstances
17.    Under 18s do not require a proof of address
18.    Applicants for a membership card aged 0-15 require the consent of a parent or an official guardian
19.    Library Members are responsible to report a change of circumstances including change of personal details, the loss of a card or cancellation of the account
20.    Library cards may be used at any of the libraries within authorities belonging to TLC and items on loan can be returned to any library within the TLC
21.    Library membership accounts will expire following three years of inactivity unless there are outstanding charges
22.    Library Members who owe £10 or more on their account will be blocked from borrowing stock and accessing the public library computers
23.    The Library Authority reserves the right to update these Terms and Conditions at any time as necessary

 

Data Protection

24.    Your personal data will be handled in accordance with Essex County Council Data Protection Policies which are available on via the www.essex.gov.uk website

 

Conduct within the Libraries

25.    Library members must conduct themselves in accordance with the Essex Library Service Byelaws. Copies are available from each library

 

Loan Facilities

26.    Library members will be held responsible for any item borrowed or the use of any equipment using their card unless that card has been reported to library staff as lost or stolen
27.    To borrow items, library users must be library members and may not borrow stock from the library unless it has been issued
28.    Fourteen physical stock items can be issued to a library member’s account with an additional twenty items placed on order via the reservation system
29.    In addition to the above, ten e-books, ten e-audio books and ten e-press items may be issued to a library member’s account
30.    Some items are subject to a hire charge. These charges are displayed on the Essex Library Service Fees and Charges Schedule which are available in libraries and on the Essex Library Service website: www.libraries.essex.gov.uk
31.    DVDs are only loaned to Library members whose age is appropriate to the British Board of Film Classification
32.    Books must be returned by the end of the loan period
33.    If the book is not reserved by another reader, the loan period can be extended by renewing the item. Items can be renewed up to 10 times without being brought into the library. The renewal limit can be reset by returning the books to the library for staff to reissue
34.    Items not returned or renewed by the due date will be subject to a charge and in some instances an additional rehire charge
35.    All items, including children’s stock, issued on ‘adult’ borrower-type membership card will incur fines if returned late
36.    Items which are more than 49 days overdue are assumed to be lost. The cost of replacement overdue items will be automatically added to the borrower’s record. The Recommended Retail Price (RRP) at the time of purchase will be used or a default amount of £10 if no RRP is available
37.    Provided a valid email address or mobile phone number is supplied Library members will be sent notifications prior to any stock going overdue. If an item has been retained beyond the permitted time, reminders will also be sent
38.    In the unlikely event that the reminder service is unavailable library members remain responsible for ensuring that all items are returned by the date notified at the point of lending
39.    Library members are responsible for the loss of or damage to any items while in their possession or borrowed on their library cards. If a card is lost, Library Staff must be told immediately, as until such notification, the card holder remains responsible for whatever is borrowed on their cards
40.    Parents or official guardians act as guarantors for their children under the age of 16. They are responsible for:
a.    the content of the items their children borrow, and
b.    the care and return of items borrowed by their children
c.    There will be charges for lost or damaged items
41.    A ‘child’ borrower-type membership will automatically become a ‘young adult’ borrower-type membership on the child’s 12th birthday. This means they will be able to borrow and reserve both children and adult stock items, excluding age-restricted DVDs
42.    Library members are asked to check stock for damage and report any issues as soon as possible to library staff
43.    Library members may reserve stock from across the TLC using our catalogue. There will be a reservation charge for library members with an ‘adult’ borrower-type membership. Refunds will not be provided when library members cancel or fail to collect reservations. Reservations which cannot be supplied, known as Unfulfilled Holds, will be refunded

Use of Information Technology Services

44.    When using Information Technology services within the library, library members must adhere to the following acceptable use policies
    a.    People’s Network Acceptable Use Policy 
    b.    People’s Network Acceptable Use Policy for WiFi Users
45.    When using electronic subscription services, library members must adhere to the terms and conditions issued at the point of access

Non-compliance

46.    Failure to observe these terms and conditions will result in membership privileges being restricted

 

Essex Library Service Policies and Strategic Framework

Essex Library Service operates under a robust set of policies and strategic plans that ensure inclusive, accessible, and community-focused service delivery. These policies align with Essex County Council’s Everyone’s Essex priorities and guide both day-to-day operations and long-term development.

Core Strategic Plan: Everyone’s Library Service Plan 2022–2026

•    Sets out the vision for a modern, inclusive, and community-focused library network
•    Aligns with county-wide goals in literacy, digital inclusion, health, and wellbeing
•    Reinforces libraries as safe, welcoming spaces for learning, support, and connection

 

Stock Management Policy

•    Provides clear criteria for selecting, maintaining, and presenting library materials
•    Covers adult and children’s collections, donations, duplicates, and local studies stock
•    Supports accessibility through formats like audiobooks and e-books
•    Includes procedures for stock editing, circulation, and removal
•    Manages special collections such as the National Jazz Archive and Dorothy L. Sayers Collection

 

Accessibility Statement

•    Commits to inclusive access for all users, including those with disabilities
•    Ensures physical access to buildings and availability of assistive technologies
•    Offers materials in accessible formats
•    Staff are trained in RNIB Sight Loss, Dementia Friends, Autism Awareness, and Health Literacy

Digital Access Policies

• People’s Network Acceptable Use Policy
  o    Governs public use of library computers and internet
  o    Includes content filtering, user responsibilities, and behavioural expectations
•  Wi-Fi Acceptable Use Policy
  o    Outlines appropriate use of free public Wi-Fi
  o    Ensures safe, respectful, and productive digital engagement

Library Premises Terms and Conditions

•    Regulate the use of library spaces and groups
•    Ensure environments remain safe, inclusive, and welcoming
•    Apply to community events, private bookings, and co-working initiatives