Data Protection Privacy Notice for Library Users
About this notice
This privacy notice explains how Queen Mary University of London (QMUL) collects and uses personal data of people who join and use its libraries. It is in addition to QMUL’s Data Protection Policy. QMUL is a data controller in terms of Article 4 of the General Data Protection Regulation.
In order to provide library services to you, it is necessary for us to collect and hold personal data about you in electronic and paper format. This information will include basic details such as name and contact details; records of items you have borrowed or requested and any charges incurred.
How we collect your personal data
We collect most of the personal information we hold about you:
* through automatic data feeds from other QMUL systems
* via our online forms
* in person in our libraries
* in the course of providing our services to you (e.g. usage history) or after we have provided services to you (e.g. feedback responses).
How we use your personal data
The information you provide when you register to use QMUL’s library facilities, we receive by other means or is generated during the course of your use of the services may be used to:
* allow us to set up and administer your account and provide library services
* respond to enquiries
* manage academic reading lists
* facilitate the deposit of publications and research data as required by QMUL’s and other funders’ open access policies
* to improve our services and facilities
If you use Inter-Library Loans at any time we may have to provide information to the external provider(s). We process other data to enable us to collect fines and improve your experience of using our services - for example by allowing you to see what you have borrowed - and monitoring use of our libraries for statistical purposes and to help us improve our services because this is in our legitimate interests. When you use certain of our services some data may be processed by third parties.
If you apply for library concessions through the Disability and Dyslexia Service, the library may process special category personal data about your health in order to apply the concessions with your agreement.
The basis for processing your personal data
We need your personal data to allow us to perform our contract with you. Processing may also be necessary for performance of a task carried out in the public interest, as set out in our Charter and Ordinances. We need some users’ home address and email address in order to be able to contact them about loans and other use of the library services. If you do not provide this information then we will not be able to process your membership and provide library services to you. Special category personal data is processed with your explicit consent.
How long your personal data is kept
We will hold your personal data for as long as it is still used for the purpose stated when originally requested and for 2 academic years after your membership ends or any issues over loans or fines have been resolved, whichever is latest.
Your rights and further information