This privacy notice explains when and why we collect personal information about you when you register to and use the facilities provided by Buckinghamshire New University and how we will use this information including the ways we might share this with others.  It also explains how we keep your information secure and the rights you have in relation to the information we hold about you.  

Data collected will be used by Library and Learning Resources for the purpose of providing a range of services to support teaching and research by members of the university, and by local, national and international learners and researchers.  

These services include: 

• access to digital, printed, and archive collections 
• access to online resources 
• engagement with the collections for members of the public. 

We collect and use your information for the following purposes. 

Purpose 1: To set up and manage your library account so that you can use the library facilities. 

We collect and use your information to: 

• register you as a staff/student/visitor, within our library management system, 
• manage loans, reservations, holds, fines and borrowing status. 
• provide you with access to e-books, electronic journals and databases 
• allow legitimate use of the inter-loan service with external libraries. 

Purpose 2: To send you information relating to your account.

We collect and use your information to: 

• advise you about your loans, reservations, holds, fines and your borrowing status. 
• notify you about requested or overdue items. 

Purpose 3: To manage the acquisition and management of collections. 

We collect and use your information to: 

• manage data that is collected and retained in the course of acquiring, receiving on a temporary basis, lending out, cataloguing, disposal or withdrawal of our collections. This data is supplied by owners and former owners, by institutions to whom we loan books, archives and museum objects, from staff, students and volunteers cataloguing our collections or derived from information in the public domain and is retained in line with professional collections management standards. 

Purpose 4: To facilitate the deposit of publications.

We collect and use your information to: 

• facilitate the deposit of publication as required by the open access policies of Buckinghamshire New University 
• facilitate the deposit of publication as required by the open access policies of research funders
• facilitate the deposit of publication details in preparation for the Research Excellence Framework (REF). 

Purpose 5: To improve our library service. 

We collect and use your information to: 

• collect statistics (necessary to study how you use our products/services, to develop them, to grow our organisation and to inform our marketing strategy).

The legal bases that we use in order to legally process the information you provide to us is: 

Contract Article 6 (1)(b). The Purpose is necessary for the performance of a contract with you or to take steps, at your request, before entering into such a contract. This is the contract between the University and its students research staff and other parties to provide access to the facilities provided by the university library service. 

This legal basis will be used to achieve the following purposes: 

• Purpose 1: To set up your library account and manage your library user account so that you can use the library facilities. 
• Purpose 2: To send you information relating to your account. 
• Purpose 3: To manage the acquisition and management of collections. 

Legitimate Interest Article 6 (1)(c). The Purpose is as necessary for the purposes of the legitimate interests pursued by the controller. The legitimate interest is to ensure we are effectively managing publications that are deposited. 

 This legal basis will be used to achieve the following purposes: 

• Purpose 4: To facilitate the deposit of publications. 

 Consent Article 6 (1)(a). The Purpose is necessary for us to carry out surveys and questionnaires in order to gain feedback from users of our services and collections.  

 This legal basis will be used to achieve the following purpose: 

• Purpose 5: To gather feedback in order to improve our library services. 

Special Category Data 

The data being collected does not include any special category data. 

The personal information we collect may include (as applicable): 

• name 
• personal contact details including address and email and telephone numbers 
• date of birth
• home institution (visitors) 
• access arrangements relating to disability (but not data about the disability itself) 
• history of library usage e.g. items borrowed and requested, room and workshop bookings 
• feedback responses e.g. from surveys and user studies 

The above lists are not exhaustive but are indicative of the main types of personal information processed by the University about you should you use or access the library service. 

Most of the information above will have been provided by you and will have been collected through your original application to BNU, through the online enrolment process, or when you enquire about our library services in person. Other information may be added to your library record in the course of providing our services to you (e.g. history of library usage) or after we have provided services to you (e.g. feedback responses).

Your personal information will be shared with the organisations listed below. Any information will be disclosed in accordance with the provisions and obligations of the Data Protection Act. Please note this is not an exhaustive list and your data may also be shared in accordance with the wider university privacy notices which can be accessed at https://www.bucks.ac.uk/data-protection 

Your data will be retained in the university library records management systems in accordance with the Records Lifecycle Management Scheme; a summary of which can be accessed at https://bnu.ac.uk/policies.

The following rights apply to the personal data collected in this notice. Please contact dpofficer@bnu.ac.uk  if you wish to exercise your rights: 

• Right of access to confirmation of processing and copies of your personal data 
• Right to rectification if personal data we hold about you is incorrect 
• Right to restrict processing of your personal data 
• Right to complain to the Information Commissioner’s Office about how we handle your data. 

In some circumstances you also have the following rights: 

• Right to object to our processing of your personal data 
• Right to request erasure of your personal data (deletion) 
• Right to data portability

If you have any concerns with regards to the way your personal data is being processed or have a query about this Notice, you can contact the Data Protection Officer directly by email dpofficer@bnu.ac.uk or by post.

Data Protection Officer

Buckinghamshire New University

Queen Alexandra Road

High Wycombe

Buckinghamshire HP11 2JZ

If you remain unhappy with any aspect of the way your personal data is being processed then we ask that you discuss this with us first, however if you remain dissatisfied then you have the right to complain to the Information Commissioners Office:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

https://ico.org.uk

BNU is registered as a controller with the Information Commissioner’s Office. Our registration number is: Z772474X

This privacy notice will be reviewed on an annual basis or revised more frequently if necessary. 

This notice was last reviewed on 06 September 2023.