The Library privacy notice

Information you need to know

The Library is part of Liverpool John Moores University. See further information on the institution.

Liverpool John Moores University is the Data Controller.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.

This privacy notice explains how we use your personal information and your rights regarding that information.

For information about how the wider university uses personal data, please see the Privacy Notice section of our website.

Information we are collecting

The Library collects limited personal information about users in order to provide library services and support. This may include your name, email address, home address and telephone number.

Source of the personal data

Most of the personal data processed by The Library is obtained directly from you, for example when you register with the university or make use of library services.

In some cases, personal data may also be provided to The Library by other internal university systems or teams where this is necessary to enable access to library services or manage your library account.

Why we are collecting your data and the legal basis for this

We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.

We process personal data for a range of purposes depending on how you interact with our services. This may include attending events, responding to enquiries and arranging access to library resources.

The lawful basis for processing personal data for these purposes will usually be one or more of the following:

• It is necessary for the university to carry out its public task in providing education and support services.
• It is necessary for the performance of a contract where you have requested a service.
• It is based on your consent, where this is required for a specific activity.

Where we rely on your consent, you will be informed at the point your personal data is collected and given clear information about how you can withdraw it.

The Library uses Halo, a Helpdesk system provided by IT Services, to deliver its online chat support. Appropriate safeguards are in place to protect personal data processed through Halo.

Who has access to this data

Your personal data will only be accessed by relevant LJMU staff (for example, Library staff) where this is necessary for them to carry out their designated role.

In some circumstances, personal data may also be shared with third‑party software providers who support the delivery of library services. These providers act on the university’s instructions and are required to protect personal data in line with data protection legislation.

How the university protects your data

We are committed to keeping your personal data safe in line with data protection legislation and our information security and data protection policies.

Personal data processed by The Library is stored in secure electronic systems with access restricted to authorised staff only.

The Library uses university‑approved systems to support service delivery. Information held on the university’s IT systems is subject to centrally managed information security controls provided by IT Services.

How long the university keeps your data

We retain personal data in accordance with LJMU’s Records Retention Schedule.

Personal data relating to individual students is normally retained for six years after the end of a student’s registered relationship with the university. At the end of the applicable retention period, personal data is securely deleted or anonymised.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request - this could be in a portable electronic format
• request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
• request that the university delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing

If your personal data has been provided by consent, you have a right to withdraw that consent at any time.

If you would like to exercise any of these rights, please contact the Data Protection Officer at DPO@ljmu.ac.uk.

If you do not provide data

We only ask for personal data that is necessary to provide library services to you. If you choose not to provide the information requested, we may not be able to provide certain services or respond fully to your request.

Transfers of data outside the UK

We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country - for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.

Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.

These safeguards might include model contractual clauses, formal data sharing or processing agreements, or binding corporate rules. In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.

Automated decision making

We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.

How to complain to the university

You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.

If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:

Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP

or by email via DPO@ljmu.ac.uk.

How to complain to the Information Commissioner’s Office

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted using the following details:

Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
Telephone: 0303 123 1113.
Email: contact can be made by accessing the ICO website.