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Library Services

Privacy and data protection

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 U.K. 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 QM’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
  • correspond with you about information resources you request
  • manage academic reading lists
  • facilitate the deposit of publications and research data as required by QM’s and other funders’ open access policies
  • improve our services and facilities
  • correspond with you regarding your doctoral thesis (where appropriate)

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 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, Library Services 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 have been resolved, whichever is latest


Your rights and further information

For further information, including on your rights, please see and/or contact the Data Protection Officer.

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