Library events policy

We will collect the following data from you in order to facilitate your attendance:

• contact details
• special dietary or access arrangements
• affiliation to the Library and University of London

We will not collect your payment details. Any payments required will be made via a 3rd party payment solution.

We would like to ensure that you are aware of other events at the Library that you may be interested in attending. Therefore we would also like to store your preferences and interests and hold your details on a mailing list. You may unsubscribe any time you like.

Where you have other relationships with the University (such as an alumni membership), the University may make a note of this on your Library events record.  Your data will also be added to the University's Development Office database for the purposes of identifying what our friends and event attendees are interested in, to ensure the accuracy of our data and to build on any existing relationship we may already have with you. Please see this link for further information. If you would like to be removed from this database, please contact the Development Office at the University of London, Malet Street, London WC1E 7HU UK or development@london.ac.uk

The University may create statistical information - such as attendance figures - from its customer data in order to plan and improve its services. This data will not identify individuals.

Your data will be stored for as long as you wish to receive updates and further information about the Library and the University. If you would prefer to discontinue your membership and remove your details from our database, simply email shl.whatson@london.ac.uk - the University will retain your name on a 'suppression list' to ensure you are not contacted again.

The University may use an external contractor or 'data processor' to store or manage its data. They will process this data only for purposes specified by the University and will be bound by contract to meeting the University's obligations under the Data Protection Act 1998. Your personal data will not be passed to any other third party without your consent, except where the University is required to do so by law.

Places for paid events must be booked online in advance via our website. Attendees can book for themselves, on behalf of individuals or as a group, as along as details are provided for all members of multiple bookings and groups. If you have no access to the internet please contact the Library on 020 7862 8417 to make special arrangements to book and pay.

To cancel a place on any Senate House Library paid event, notice must be given by telephone or email to the event organiser, specifying attendee name, number of places to be cancelled and the name, date and time of the event concerned. This applies to partial cancellations of group bookings as well as individual bookings.

• If an attendee cancels up to 7 days in advance of the event then a full refund will be issued.
• If an attendee cancels within 7 days of the event no refund will be given.
• No refunds will be given for non-attendance.
• If an attendee wishes to cancel part of a booking, for example, 2 members out of a party of 4, the same restrictions as above apply.

Refunds apply to partial cancellations. Attendee substitutions are permitted as long as these are notified to the event organiser with replacement attendee details.

Attendees can expect to receive refunds up to 28 working days from receipt of notification of cancellation. All refunds will be issued to the account which made the initial payment.

To make sure you always have the highest level of security, your payment details are not held by the University once payment has been made. We will store details of you and your event request on our system so that we can efficiently process your order.

Full payment is required for all events at the time of booking. Payment is preferred by debit/credit card. Refunds will only be made onto the card used for the original purchase.

Please allow up to 28 days for a refund.

It is advised that all those wishing to attend a free event at Senate House Library book a place online.

If you are unable to book via the internet, please contact the Library directly, specifying your name and the title date and time of the event you would like to attend along with a contact telephone number and the number of places you would like to book.

Senate House Library will always try to accommodate those arriving at the event who have not booked in advance, however we cannot guarantee admittance if capacity of filled by those who have booked in advance. You will also be required to sign in to the library by registering with the exhibition that is associated with the event you are attending and by leaving your name on the door of the event.

Empty seats will be made available to those who have not booked in advance on a first come first serve basis.

All Senate House Library events have a waiting list if the event is fully booked/sold out. Cancelled seats will be made available to the waiting list in advance of the event. Those on the waiting list are welcome to come to the event and queue for unclaimed seats, although the Library cannot guarantee a place.

To cancel a place on a free Senate House Library event notice must be given by email or telephone to the event organiser, specifying attendee name, number of places to be cancelled and the name, date and time of the event concerned. Please cancel with as much notice as possible to make your place available to others.

This applies to partial cancellations of group bookings as well as individual bookings.

Attendee substitutions are permitted as long as these are notified to the event organiser with replacement attendee details.

When you supply any personal information to Senate House Library, University of London, we have legal obligations towards you in the way we deal with that data. We must collect the information fairly -- that is, we must explain how we will use it and tell you if we want to pass the information on to anyone else. In general, any information you provide to the Library will only be used within the Library and by its service providers. It will never be supplied to anyone outside the Library without first obtaining your consent, unless we are obliged or permitted by law to disclose it. This applies to your name, email address(es), personal information, and any email correspondence. Also, if you post or send offensive or inappropriate content anywhere on the site or to the Library, or otherwise engage in any disruptive behaviour on the site, and the Library considers such behaviour to be serious and/or repeated, the Library can use whatever information is available to it about you to stop such behaviour. This may include informing relevant third parties such as your employer, college, or email provider about the content and your behaviour.

We will hold your personal information on our systems for as long as you use the service you have requested, and remove it in the event that the purpose has been met. Where personal information is held for people who are not yet registered but have taken part in other services (for example, competitions), that information will be held only as long as necessary to ensure that the service is run smoothly. We will ensure that all personal information supplied is held securely in accordance with the Data Protection Act 1998.

If you are notified on the Library’s website that your information may be used to allow the Library to contact you, this means that the Library may contact you for a number of purposes related to the service you have signed up for. For example, we may wish to provide you with password reminders or notify you that the particular service has been suspended for maintenance. We will not contact you for promotional purposes, such as notifying you of improvements to the service or new services on the Library's website unless you specifically agree to be contacted for such purposes at the time you submit your information on the website, or at a later time if you sign up specifically to receive such information.

Senate House Library is part of the University of London, which is a registered data controller. The University's data protection policy is available at the following link: Data Protection at the University of London.

What are cookies?

Cookies are small text files used by a website to 'request' information from your computer or mobile device browser, to return this information to the website, and then to store the information. Cookies can be requested by any website and are placed on your device’s hard drive. Cookies allow the web application to tailor its operations to your needs, likes, and dislikes by gathering and remembering information about your preferences.

You can control cookies through your browser settings. Find out more about cookies and how to manage them on the Directgov website. 

How we use cookies

We only collect personally non-identifiable information for reporting and analysis purposes from two sources:

Google Analytics: we use Google Analytics, a web analytics service provided by Google, Inc., to collect information in an anonymous form on how visitors use our site. You can opt out from being tracked by Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

YouTube: we embed videos from YouTube using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode. To learn more, please visit YouTube’s embedding videos information page .

We may collect the following information using Google Analytics or YouTube:

• number of visitors, including unique visitors to the site
• number of page views
• time spent viewing pages
• types of browsers used to view the site
• number of video downloads
• age, gender, and location of people viewing our videos

We collect and analyse this information to understand your needs and to provide you with a better service by making improvements to our website. We also use these statistics in reporting on our activities to our funder, the Higher Education Funding Council for England. We will not disclose this information to third parties except as specified above.

Our website may contain links to other websites. Please remember that once you have followed these links to leave our site our privacy policy no longer applies. By continuing your navigation of this site, you are consenting to Senate House Library collecting and using your information for the purposes stated above.

All rights, including copyright, to the content of these webpages are owned or controlled by Senate House Library, University of London ('the Library').

You are permitted to view, copy, and print documents within this website subject to your agreement that:

• You will not modify the documents or graphics in any form or manner.
• You will not copy or distribute graphics separately from their accompanying text or quote materials out of their contexts. 
• Your use of the material is for your own personal information and for non-commercial purposes only.
• Any copies of the material made for a permitted purpose will include an acknowledgement that copyright belongs to the Senate House Library, University of London.
• You are not permitted to copy the design elements, look and feel, or layout of this website.

No part of the Library's website, or any material appearing on the site, may be reproduced, stored in, or transmitted on any other website or medium without the prior written permission of the Library. Requests to republish any material may be emailed to senatehouselibrary@london.ac.uk

Although every effort is taken to ensure the accuracy of the information contained on the Library's website, we cannot guarantee that the content or 'facilities' of the website will always be current, accurate, or complete.

While the Library will use reasonable endeavours to ensure that this site is normally available 24 hours a day, the Library will not be liable if for any reason the site is unavailable at any time or for any period. Access to this site may be suspended temporarily and without notice in circumstances of system failure, maintenance, or repair or for reasons beyond the control of the Library. 

The Library shall not be liable for any loss or damage arising in contract, tort, or otherwise from the use of this site or from the inability to use this site, or from the use of any information contained in it, or from any action or decision taken as a result of using this site or any such information.

The Library reserves the right to remove, vary, or amend any of the content of its website at any time and without prior notice.

The Library is not responsible for the content or operation of external websites. References and links to any such sites shall not be taken as an endorsement by the University of opinions expressed or services provided at those sites.

The Library reserves the right to change these terms and conditions at any time at its sole discretion.