Library and Learning Services

Data Protection Compliance

Personal data that you have supplied on registering with the University Library is held under the terms of the Data Protection Act 2018 and is processed based on the lawful basis of contract. It will be used to facilitate your library membership and to enable the provision of University Library services. As well as the provision of borrowing and/or reference facilities, these include the operation of security access systems, library surveys, providing access to electronic information and services, and the processing of management information.

Copyright and Licensing

In order for both you as a Library user and the Library itself to comply with the requirements of the Copyright, Designs and Patents Act 1988 and the terms and conditions of specific licensing agreements, you may be asked to provide the Library with personal data by completing a number of copyright declaration forms.

Usage of Data

In order for the University Library to carry out all its functions, data may be disclosed, as deemed necessary, to the Academic Colleges, Schools, Departments and Centres of the University of Leicester, the University's Administration and Services and in connection with the University governance.

Data supplied on copyright declaration forms may also be disclosed to copyright owners or a court of law in connection with any proceedings relating to copyright infringement.

NHS members, or those registering on behalf of an external organisation may also have their data disclosed to their employer, in cases where there are matters relating to breach of the University Library regulations.

Users registering under reciprocal access arrangements such as the SCONUL Access Scheme may have their data disclosed to the co-operating library.

Usage of Personal Data

Personal data on file will be reviewed periodically to ensure that it is accurate and up to date. We would urge users to inform us immediately of any changes, so that we can amend the data accordingly.

Data will be held for up to twelve months after your Library membership expires, unless there are any outstanding invoices or matters relating to a breach of the University Library regulations, in which case they may be held for up to six years after the expiry date.

Under the terms of the Copyright, Designs and Patents Act 1988, copyright data will be held for a period of six years and one day from either, the date on which the relevant form was signed, or the date on which a copy of copyright material was made on your behalf, or the date on which your course ends or membership of the Library expires.

Data about loans is not divulged to third parties. If an item already on loan is required by another user, the library will act as broker and recall the item anonymously on behalf of the requestor.

Further Information

If you wish to access information held about you by the University, which the staff are unable to provide in the normal course of their duties, you may, under the terms of the Data Protection Act 2018, make a subject access request by writing to the University's Data Protection Officer Elisabeth Taoudi, University of Leicester, University Road, Leicester, LE1 7RH +44 (0)116 229 7640

Privacy Notice

Data held on University Staff and Students is also subject to the student information privacy notice and the employment information privacy notice.

Information you need to know

  • The University Library is part of the University of Leicester. Further information on the institution can be found on the University's website.
  • The University of Leicester is the Data Controller for your information.
  • The Data Protection Officer is: Elisabeth Taoudi, University of Leicester, University Road, Leicester, LE1 7RH +44(0)116 229 7640

What information are we collecting?

We collect your contact details, your department and course information, where applicable.

Why are we collecting your data?

We are collecting your data to determine lending entitlements and support our internal security procedures.

How will we use this data?

The information from your registration form will be inputted to our Library Management System and will be used to support your use of the service.

What is the legal basis for processing the data?

The lawful basis for processing your data will be the contract between yourself and the Library as outlined in the Library Regulations.

If we are sharing with others who are we sharing it with?

We do not share your information with anyone other than University of Leicester staff on a need to know basis.

How long will we process your data for?

This information will be reviewed on an annual basis. If your membership expires we will only hold your data for one year from the previous review cycle.

What are your rights and how do we enforce them?

Your rights relating to this data processing activity are the following:

  • Right to be informed
  • Right of access
  • Right of rectification

How to complain to the Information Commissioner's Office

The Information Commissioner can be contacted at:
Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF +44(0)303 123 1113
Email contact information can be found on the Information Commissioner's Officer website.

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