Privacy Notice (SHL)
Information about data protection at Senate House Library.
Privacy and data protection
Senate House Library (SHL) is part of the University of London. We are registered as a data controller with the Information Commissioner’s Office (notification number is Z5419651) and have a Data Protection Officer, Suzie Mereweather who can be contacted via [email protected]. You can find out more on our data protection webpage.
One of our responsibilities is to tell you about the different ways we collect and use your personal data. This statement provides details about these uses. In addition to this statement, you may be given further information about the uses of your personal data when you use certain services offered by the University of London.
List of the categories of people whose personal data we collect/use
The personal data that we process about you consists of:
- Contact details – residential address and email address
- Name
- Photo identification
- Type of membership
- Library membership number
- Proof of graduation - which can include a degree certificate, academic transcript or alumni card from the University of London or one of the member institutions
- Feedback responses
- Category of student (Undergraduate, Postgraduate Taught or Research)
- Place of study or work
- Institute/University course details
- Student Number
- Username
The purposes for which we are collecting the data and the basis for processing
We collect and use your personal data for the following purposes:
- To process your library membership application
- To administer your membership to the library Managing library enquiries
- To respond to your feedback if requested
- Administering the booking of appointments to view library material, room bookings or general purpose
- Library services including document supply, digitisation requests, postal loans, missing book requests and claimed returns
- Administering SHL events
- Administering the User Advisory Forum
- Handling Visitor Research Fellowships
We process this data in the legitimate interests of the University of London as well as in your own legitimate interests. These purposes will never override your personal interests, fundamental rights and freedoms in relation to your personal data.
How we collect the data, source of data if obtained from third party or someone other than the data subject, how we store it, if we combine it with other data etc.
We collect your data directly from you when you fill in the various data collection forms on the SHL website, or on the feedback form on the screens in the SHL library area. Data is stored in various IT systems and other secure locations. The University has carried out due diligence to make sure these systems handle data in line with Data Protection expectations. The University processes personal data in accordance with data protection legislation and our own Data Protection Policy.
How long you will keep the data for, and what do you with it then?
We keep your personal data in accordance with the University’s retention schedules and is destroyed when appropriate.
Who you pass data to within the University?
Information collected may be shared with:
- IT Services
- Academic Staff (including supervisors, programme leaders etc).
Who you pass data to outside of the University?
We may need to pass certain information with external parties to fulfil our legal obligations. As a principle only minimal information will be shared as necessary. Third parties with whom information may need to be shared are:
- The Higher Education Statistics Agency (HESA)
- Legal advisors to the University
- Law enforcement agencies
- Federation Members
Information about the rights of individuals in regards to their data
As an individual whose data we process (a data subject), you have certain rights in relation to the processing. You can find detailed information about your rights as a data subject.
You have the right to:
- Withdraw your consent for us to process your personal data where we have relied on that consent as our basis for processing your data.
- Ask us to confirm that your personal data is being processed and to gain access (i.e. have a copy) of that data as well as to be provided with supplemental information about the processing.
- Request that we rectify any inaccuracies where the data we hold on you is inaccurate or incomplete.
- Have your data erased by us, although in certain circumstances we may not be able to do this. The circumstances where this applies can be found in the guide to data subject rights information.
- Restrict the processing of your personal data in certain ways.
- Obtain your personal data for reuse.
- Object to certain processing of your personal data.
If you would like to exercise any of your rights please look at the information available on the data subject rights webpage.
Make a complaint
If you have any concerns about the way that we have handled your personal data please email the Data Protection team as we would like to have the opportunity to resolve your concerns.
If you’re still unhappy, you have the right to complain to the Information Commissioner’s Office (an independent body set up to advise on information rights for the UK) about the way in which we process your personal data.