Can we design our own sign-up forms?

You can design your own forms or direct members to self-register on KnowledgeShare. 

A suggested template for paper forms can be downloaded below. 

Online forms can be used as long as the essential questions are included. 

You can also include a section for professional interests on library membership forms. 

All forms should include a brief privacy notice and a link to the full KnowledgeShare Privacy Policy. 

Privacy notice

We suggest including a shortened version of the KnowledgeShare privacy policy and a declaration that uses wording based on understanding rather than consent or agreement.

If you ask for consent on sign-up forms, you are legally obliged to keep them as proof of this consent for as long as the member is active.

Suggested wording

Using your personal information 

We are committed to safeguarding your information.  The information you supply will be used to contact you about services or resources you have requested from the Library and Knowledge Service (LKS). 

Sharing your personal information 

We will share your information with the organisations that supply and manage our library management systems. We may share your information with another LKS team if you move organisations (you will receive an email notification if this happens).  

Accessing your personal information 

You may log in to KnowledgeShare at www.knowledgeshare.nhs.uk (using your NHS OpenAthens account) to see the data we hold about you. You can request changes by emailing [your library email address]. 

Deleting your personal information 

We will delete the data we hold on you after a maximum 5-year period of inactivity (in case you return to use NHS library and knowledge services again within this time).   

Further information 

For further information on how your information is used, how we maintain its security, and your rights to access it, read the full KnowledgeShare privacy policy online at www.knowledgeshare.nhs.uk/index.php?PageID=help_privacy.

Your declaration 

I have read the privacy notice and understand that my data will be used in accordance with the General Data Protection Regulation (2018) in library systems used to deliver knowledge and library services to the NHS.