Library Services privacy notice - Library visitors

This privacy notice sets out what personal data we collect from you when you register with Library Services to use the Library and / or Archive.

From 25 May 2018, your data will be held in accordance with the General Data Protection Regulation (GDPR) and all data is held and processed in line with the University’s Data Protection Policy

UWL is registered as a Data Controller with the Information Commissioner.  The University Secretary and Chief Compliance Officer is the Data Protection Officer.  If you wish to obtain further information about the University's registration, it can be viewed on the Information Commissioners office website.  (University registration number: Z4666761).

What personal data does the University collect and why?

UWL Library Services collects your personal data to provide a service and to monitor the use of the Libraries and Archive, for the following purposes:

• Administration and provision of library services including lending of materials, access to rooms and study spaces, and enquiry and support services
• Access to, and security, of library materials and resources
• Maintaining records of external visitors and Alumni use of the UWL Library and University Archive
• Keeping a record of complaints and comments about our service.

In order to do this, the University will collect your:

•     Name
•     Addresses
•     Email address
•     Phone number

For Archive visitors, we will also collect your written signature.

For SCONUL Access members:

•     Home institution
•     Level of study
•     Course
•     Home institution card number
•     Mode of study (full-time / part-time)

During your routine use of our service we collect the following personal data:

• IP address, when using our Library Chat service for online support
• History of borrowing library materials (if you have a borrowing account)
• History of charges or fines applying to your account (if you have a borrowing account)
• Records of email or other correspondence (including any notes made on your record with Library Services) following requesting support / advice from Library Service staff

All data which we receive from you or which is created while you are a member of the library is kept securely and only used for legitimate purposes in connection with your use of the library.

Where can I get information on general library services policies and strategies?

• General policies and regulations
• Customer engagement strategy
• Archives policy
• Content strategy
• Information literacy policy

Where can I access general information on data protection and practices at UWL?

To access useful general information on data protection and our practices visit our privacy and data protection page.

Legal basis for processing

The data we collect is required to administer your access to the library as set out below:

Data: Personal details

• How it is collected: Collected by Library Services staff when joining the Library or using the Archive
• What is it used for?: Provision of Library Services
• Legal basis for processing: Public task

Data: History of borrowing library materials

• How it is collected: Generated by your interactions with our systems
• What is it used for?: Provision of Library Services
• Legal basis for processing: Public task

Data: History of charges / fines

• How it is collected: Generated by your interactions with our systems
• What is it used for?: Provision of Library Services
• Legal basis for processing: Public task

Data: Records of email or other correspondence with library staff

• How it is collected: Collected by email or online chat.
• What is it used for?: Provision of Library Services
• Legal basis for processing: Public task

Data: IP address

• How it is collected: Collected during use of online chat
• What is it used for?: Provision of Library Services
• Legal basis for processing: Public task

Disclosure to third parties

We share data with the following third parties:

• Capita plc, who supply hosting of our library management system on a software-as-a-service basis.
   
• Springshare LLC, who supply hosting of our online chat on a software-as-a-service basis.

What are the data retention periods?

Your data are retained for the following periods of time:

Data: Personal details: name, email address, address, phone number, home institution, level of study, course, home institution card number, mode of study (full-time/part-time).
Retention period: Following the expiry of your library record.

Data: For Archive visitors: name, email address, address, written signature.
Retention period: 10 years.

Data: History of borrowing library materials.
Retention period: Following the expiry of your library record.

Data: History of charges / fines.
Retention period: Following the expiry of your library record.

Data: Records of email or other correspondence following requesting support / advice from Library Service staff.
Retention period: The academic semester of the enquiry.

Data: IP Address.
Retention period: Two months.

What are my rights?

Under the GDPR you have a right to request a copy of your personal data held by the University. The University is required to fulfil this request within 20 working days.

You also have the right to:

• withdraw consent where that is the legal basis of our processing;
• rectify inaccuracies in personal data that we hold about you;
• request to remove some personal data we hold about you restrict the processing in certain ways;
• object to certain processing of your personal data by us.

Please see the information Commissioners office for further information on the above rights.
You may also contact the Data Protection Officer for further information

You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data.

Unwanted communication

We will from time to time communicate with you by email, post and telephone. If, at any stage, you are concerned about the content of these communications, e.g. unwanted marketing information, or wish to change the method of communication that we use please unsubscribe to general email communications.

If you are unsuccessful in unsubscribing from our communications and/or remain concerned, please contact our Data Protection Officer.

Your responsibilities

You have a responsibility to keep your personal details accurate and up to date and should notify Library Services staff of any changes.