Privacy Notice- Bodleian Library Booking

This policy describes how we collect and use your personal data during your use of this site, in accordance with the General Data Protection Regulation (GDPR) and associated data protection legislation.

Who is using your personal data?

The University of Oxford* is the “data controller" for the information that you provide to us when using this website. This means that we decide how to use it and are responsible for looking after it in accordance with the GDPR.

Access to your personal data within the University will be provided to those staff who need to view it as part of their work in connection with the operation of this website. It will also be shared with the third parties described below.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We may update this policy at any time.

Glossary

Where we refer in this policy to your ‘personal data’, we mean any recorded information that is about you and from which you can be identified. It does not include data where your identity has been removed (anonymous data).

Where we refer to the ‘processing’ of your personal data, we mean anything that we do with that information, including collection, use, storage, disclosure or retention.

Types of data we collect about you

We will collect, store, and use the following categories of data when you use our site:

Data you give us-  you may give us data about you including:

• Names, email address, University of Oxford card number, Bodleian Library card number.

Data we collect about you-  if you consent to our use of cookies

• If you visit our site, we will automatically collect certain technical information, for example, the type of device (and its unique device identifier) you use to access our site, the Internet protocol (IP) address used to connect your device to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system, mobile network information and platform.
• We will automatically collect information about your visit to our site including the full Uniform Resource Locators (URL), clickstream to, through and from the Website (including date and time), pages you viewed, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

When we collect your data

We will collect the vast majority of data about you when you make a booking. When you visit our site we may also automatically collect technical information about your visit from your computer.

How we use your data

We process your data for one or more of the following reasons:

To provide you with the services, products and/or information you have requested e.g. booking a time slot to come to the Libraries. This processing is necessary to meet our contractual obligations to you or to take steps requested by you prior to entering into a contract. Information processed for this purpose includes, but is not limited to name, email address, University of Bodleian card number.

For purposes arising from your use of this website, for example, to ensure that we understand who uses our site and how our site is used and to improve our site and ensure it is secure.  This processing occurs because it is necessary to meet our legitimate interests in operating this website. Information processed for this purpose includes, but is not limited to IP address, browser type, location settings.

We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.

Please note that we may process your data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Sharing your data with third parties

We may share your data with third parties who provide services on our behalf, such as for administrative purposes.  All our third-party service providers are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes and in accordance with our instructions.

We may also share your personal data with third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our site terms of use or to protect the rights, property or safety of our site, our users, and others.

Where your data is shared with third parties, we will seek to share the minimum amount necessary.

Where we store or use your data

We may store data collected manually or electronically. The data is stored on our secure servers and/or in our premises within the UK.

Retaining your data

We will only retain your data until one month after the end of the academic year in which you submitted it, so that we are able to fulfil our reporting requirements. 

Your rights

Information on your rights in relation to your personal data are explained here.

Changes to this policy

Any changes we may make to our privacy policy in the future will be posted on this page.  Please check back frequently to see any updates or changes to our privacy policy.

Contact

If you wish to raise any queries or concerns about our use of your data, please contact us at data.protection@glam.ox.ac.uk or Data Protection, Clarendon Building, Broad Street, Oxford OX1 3BG