Privacy notices explain what personal information or “data” an organisation holds about you, and how that data is stored, used and kept safe. Personal data is any information, held in any form, that relates to you as an identifiable individual.
In this notice “we” means the University of Essex Library Services and “you” means users of Library Services.
The University of Essex is an exempt charity, and our registered address is Wivenhoe Park, Colchester, CO4 3SQ.
The University of Essex is registered as a Data Controller with the UK’s Information Commissioner’s Office (ICO). Registration Number: Z699129X
Why we use your data – and our legal basis for doing so
When we collect data we need both a purpose (i.e. a reason) and a legal basis. There are several legal bases allowed, and we rely on four of those when looking after your information.
We only use your personal information where it is necessary to perform our public tasks by providing and maintaining the library service under the Public Libraries and Museums Act 1964 (Art 6(1)(e) of the General Data Protection Regulation ‘GDPR’).
For example, to manage borrowing and use of materials owned by the Library.
As a library services provider we have various legal obligations that we need to comply with, and we may need to collect, use, or share your personal information as part of that.
For example, we are required to protect the copyright of the materials we hold.
From time to time, we may need to use your data to pursue our legitimate interests. For example, we may request additional data to process purchase requests or for document delivery.
Some personal data is considered to require particular care – this is known as “special category data”. We ask your consent to share some special category data with us. You do not need to declare any disability to us, or any health or sexuality issues that may affect your study, but we are unable to support you fully and to comply with our obligations under the Equality Act 2010 if you do not share this information with us.
We sometimes use data about individual's disability in order to ensure that we are supporting the specific needs of individual students and providing a fair and equal environment for all.
We also ask your consent for some types of communication with you.
The University collects data directly from you at the point of offering you a contract (Registration).
We continue to collect data about you, such as borrowing records, while you study with us.
Internally, access to information is restricted to those who need it in order to carry out their role. This will include your personal tutor and other staff who teach you, as well as the professional services staff who support related activity such as wellbeing advisors who may require information to be shared to assist equal access to library materials.
We share your data when an external company provides us with a software system that holds or uses your data. Such sharing will always be carried out under contract, as part of which we will specify that your data must be kept safely, used only under our instructions in accordance with data protection law, and not be used for the contracting company’s own purposes.
If you are based at Southend campus we share your name and contact details with Southend Borough Council for use of the shared library service at The Forum. The sharing of data is governed by a data sharing agreement (currently under review) between Southend Borough Council, South Essex College and the University of Essex.
We may share some information if required to do so by the police or other law enforcement authorities, including the Home Office.
We do not generally transfer your data outside of the UK.
We retain data for 90 days exceptions to this include:
The law gives you a right to:
You can see some of the data we keep about you, through your library record.
If you wish to exercise any of your rights, please speak to library services via our chat or enquiry point.
If you have questions about your rights, please contact the Data Protection Officer at firstname.lastname@example.org. This is also the contact for any complaints you may have about the way we use your personal data. You do have a right to complain to the Office of the Information Commissioner, but do please talk to us first as it is often the fastest way to fix things for you.
Data Protection Officer
Telephone: 01206 874853