Library Privacy Statement: Home
Privacy Statement
Coventry University Lanchester Library Privacy Notice
Who are we?
In this Privacy Notice, the terms "we", "our", and "us" refer to Coventry University Higher Education Corporation, Priory Street, Coventry, United Kingdom, CV1 5FB (ICO registration number Z6939585).
As a controller of your personal data, we are responsible for looking after it, and we will use it fairly, lawfully, and in a transparent manner. We are a controller of your information which means that we are responsible for looking after it. We will use your personal data fairly, lawfully, and in a transparent manner and in accordance with the Data Protection Laws.
Purpose
We are committed to protecting your privacy. This notice will help you understand how we look after, use, store and share your personal data and how we meet our obligations under data protection laws. It supplements any other notices or statements we may provide to you.
What personal data do we collect?
"Personal data" is any information from which you can be identified, e.g. name, date of birth, contact details, identification numbers, photographs, and expressions of opinion about you.
The type of personal data we collect and how we process it can vary depending on your interactions with us. We have grouped it together as follows:
- Identity Data - includes first name, maiden name, last name, username or similar identifier, title, date of birth, gender, university ID number.
- Contact Data - includes address (home, postal or other physical address), email address and telephone numbers.
- Financial Data - includes fines, payments made to the University, invoices issued and outstanding sums.
- Borrowing Data – history of books borrowed, access to Library services.
- Technical Data - includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, operating system and platform and other technology on the devices you use to access this website.
- Usage Data - includes information about how you use our websites, products and services, and whatever particular information you are interested in.
Special Category Data
We may process your 'special category data' such as:
- Health and disabilities data for the purpose of reasonable adjustments, fine remissions, or waivers for late book returns can be considered.
We will process this data where you have given your explicit consent for us to do so; where you have manifestly made the personal data public; or when that processing is legally required except that:
Information about health and disabilities may be processed in order to monitor compliance with:
- Coventry University's legal obligations,
- Other equal opportunities legislation.
Processing of your personal data
"Processing" means doing anything with the personal data, such as collecting, recording, organising, structuring, storing, adapting or altering, retrieving, accessing, consulting, disclosing, disseminating, aligning or combining, restricting, erasing or destroying or using the data in any way.
We will process your personal data for the purposes set out below or as we otherwise notify you.
The information you provide will be subject to security measures and procedures to minimise the risk of unauthorised access, loss, theft or disclosure.
Your personal data will not be used for the purposes of automated decision making.
Where do we get your personal data from?
We collect some of your information directly from you, either through information that you give to us or information that we collect during your visits to our website or through any other communications you might have with us.
| Information that you give us |
You may share personal data about yourself and your circumstances by:
We need you to provide the personal data in the situations listed above so we can support you or give you information that you need and so that we can comply with our contractual obligations to you, our legal obligations and our public interest tasks. If you do not provide this data, it may mean that we will be unable to provide access to the Library services or provide you with the level of support and assistance that we usually provide. |
| Information that we collect about you |
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| Information that we receive from other sources |
We may receive personal data about you from other third parties, including:
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Please note that we may combine all personal data that we collect about you, i.e. data we receive from other sources, data you give to us and data we collect.
Why do we need personal data and how do we use it?
- To administer and manage the Library Service;
- To administer and manage borrowing of resources such as books, Library study rooms, booking appointments with Sigma and CAW staff, record charges and allow reservations and renewals of loaned items;
- To manage access to the Library by issuing ID Cards;
- To enable users to search for and use print and electronic resources to support teaching, learning and research;
- To enable us to respond to demand for particular texts and improve student experience;
- To monitor attendance to the library.
- To ensure only authorised individuals can access Library resources.
- To enable 6th form and college students to use the Library resources.
- To enable the library to examine usage patterns for resources and inform purchasing decisions
Basis for using your personal data
We need a legal basis for any processing of personal data. This means that our processing must be for one of a limited number of reasons set out in the data protection laws. The legal bases that we rely on are:
The processing is necessary for the entry into or performance of a contract
When you register for the Library membership you enter into a contract with us. For us to fulfil our obligations under this contract (e.g. allowing you to use our service for a fee), we will need to collect, process and share (as further detailed below) your personal data. Please note that it is likely that neither of us will be able to perform our obligations to each other under the membership contract if you: do not provide us with the personal data required or object to the type of processing we need to do.
Legitimate interests
We may use your personal data (excluding special categories of personal data) as set out in this privacy notice where this is necessary for the purposes of the legitimate interests of our business including:
- improving the quality and functionality of our website;
- keeping adequate records;
- enabling us to engage with you so that we can provide you with our services; and
- reviewing CCTV and/or bodycam footage to ensure we fulfil our legitimate interests in providing a safe and secure environment.
As explained further below, we may share your personal data with other members of the Coventry University Group, as well as other third parties where this is necessary for the purposes of our legitimate interests.
We are required to carry out a balancing test of our legitimate interests in using your personal data outlined above against your interests and rights under the Data Protection Laws. As a result of our balancing test, which is detailed below, we have determined, acting reasonably and considering the circumstances, that we are able to process your personal data in accordance with the Data Protection Laws on the basis that this is necessary for our legitimate interests.
| Legitimate interest |
We have a legitimate interest in processing your information as:
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| Necessity | We consider that it is reasonable for us to process your personal data as it is necessary for the purposes of our legitimate interests outlined above as we process your personal data only so far as is necessary to achieve the purposes outlined in this Privacy Notice. |
| Impact of processing | We consider that it is reasonable for us to process your personal data for the purposes of our legitimate interests outlined above, as the processing of your personal data does not unreasonably intrude on your privacy. |
We will only use your personal data for the purposes for which we collected it.
Consent
Where we rely on consent as a legal basis for processing your personal data. You have the right to withdraw consent at any time by contacting us at customerservices.lib@coventry.ac.uk
How long do we keep your personal data for?
We will only keep your personal data for as long as we need to in order to fulfil the purposes for collecting it, including satisfying any legal, accounting, or reporting requirements.
We consider a number of factors in deciding how long to keep your data: the amount, its nature and sensitivity, the potential risk of harm from unauthorised use or disclosure; the purposes for processing it, and whether we can achieve those purposes through other means; and the applicable legal requirements.
In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this data indefinitely without further notice to you.
Who do we provide your data to?
Personal data about you may be disclosed to other organisations within the Coventry University Group to enable it to carry out its day to day activities (in relation to the provision of Library access and services), as well as to third parties, including to:
- the police and other crime and fraud prevention and detection agencies for crime prevention or detection purposes;
- third parties we have engaged to provide processing activities on our behalf, where such processing is to be conducted under a formal data sharing/processing agreement that provides appropriate safeguards for your personal data and where it is necessary for our public interest functions and/or our legitimate interests to do so (including processing for administrative and practical purposes such as open days);
- third parties who initially provided us with personal data relating to you such as school or college where it is necessary for our public interest functions and/or our legitimate interests.
- Parent, guardian or another third party where you have given us your consent to share data.
Keeping your personal data secure
We are committed to the protection and security of your personal data. We will ensure that appropriate measures are taken against its unlawful or unauthorised processing, and against its accidental loss or damage. We are certified to Cyber Essentials.
We have procedures and technologies to maintain the security of personal data from the point of collection to the point of destruction. We will only transfer personal data to third parties if they agree to comply with those procedures and policies, or if they put in place adequate measures themselves.
How we may contact you
Please note that we may contact you in connection with the purposes set out above, by post or by electronic means (including telephone, text messages, email, social media messaging, or any other suitable electronic method).
Data Protection Rights
You have the right to:
Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data that we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data that we hold about you corrected, although we may need to verify the accuracy of the new personal data.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data if:
- there is no good reason for us to continue processing it;
- you have successfully exercised your right to object to processing (see below);
- you believe we may have processed your personal data unlawfully; or
- we are required to erase your personal data to comply with the law.
Please note that we may not be able to comply with your request for specific legal reasons which, if applicable, will be notified to you.
Object to processing of your personal data when we are relying on public task or a legitimate interest (or those of a third party), and you feel that this processing impacts on your fundamental rights and freedoms. However, these may be overridden by the public interest or our legitimate interest grounds.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- if you want us to establish the accuracy of the data;
- where our use of the data is unlawful but you do not want us to erase it;
- where you need us to hold the data even if we no longer require it (for example if you need it to establish, exercise or defend legal claims); or
- If you have objected to our use of your data, but we need to verify whether we have overriding public interest or legitimate interest grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide your personal data in a structured, commonly used, machine-readable format. Please note that this right only applies to automated data that you initially provided consent for us to use, or where we used the data to perform a contract with you.
Withdraw consent at any time when we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent.
Exercising your rights
If you wish to exercise any of your above rights, please send a written request to the Information Governance Unit, Coventry University, Portal House, 163 New Union Street, COVENTRY, CV1 2PL or email dsar@coventry.ac.uk
You will not have to pay a fee to exercise any of your rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to confirm your identity. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information, in order to speed up our response.
We try to respond to all legitimate requests within one month, although it may take us longer if your request is particularly complex, or if you have made a number of requests. In this case, we will notify you and keep you updated.
Complaints and questions
We have appointed a Data Protection Officer to oversee compliance with this Privacy Notice. If you have any concerns or complaints about it, please contact the Data Protection Officer at Coventry University, Priory Street, Coventry CV1 5FB or email dpo@coventry.ac.uk.
If you are not satisfied with the proposed resolution of your complaint, you have the right to contact the Information Commissioner's Office. Further information can be found on the Information Commissioner's website at www.ico.org.uk or via their helpline on 0303 123 1113.
We reserve the right to update this Privacy Notice at any time, and we will provide you with a new Privacy Notice when we make any substantial updates. From time to time, we may also notify you in other ways, about the processing of your personal data.
Coventry University
Frederick Lanchester Building
Gosford Street
Coventry, United Kingdom
CV1 5DD
Telephone:+44 (0) 24 7765 7575
Email: ask-a-librarian.lib@coventry.ac.uk
