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Data retention policy – University of Reading

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Data retention policy

membership data

We collect your data in order for us to provide you with library services. We do not collect more data than we require to provide you with those services. We will not contact you regarding matters other than those affecting your personal use of the Library without gaining your consent. We will dispose of your personal data when no longer required to supply you with Library services except where outstanding issues need to be resolved or there is a legal requirement for us to do so.

Students 

Your data

Your personal data is uploaded from the Student Database to the Library System once your registration with the University is completed.

Each night during your membership of the University your personal data is uploaded from the Student Database to the Library System to record any changes made to your data.

Records of the use of your account (transaction data) are recorded on the Library System.

How we keep your data

Your personal and transaction data is held electronically on the Library System. 

The data is only accessible by Library staff.

How long we keep your data for

Student personal data is deleted within one month of the expiry of the student registration.

Data for students who do not attend the beginning of their course is deleted after notification by the RISIS Office.

Transaction data for Students is kept indefinitely.

How can I have my data deleted?

Please email risis@reading.ac.uk to make your request to have your data deleted.

 

Staff 

Your data

Your personal data is uploaded from the Human Resources Database to the Library System when a username and password are created for a staff member. 

When changes are made to your data on the HR Database those changes will be uploaded to the Library System.

Records of the use of your account (transaction data) are recorded on the Library System.

How we keep your data

Your personal and transaction data is held electronically on the Library System. 

The data is only accessible by Library staff.

How long we keep your data for

Staff personal data is deleted within 90 days of the end of the contract of employment.

Transaction data for Staff is kept indefinitely.

How can I have my data deleted?

Please email imps@reading.ac.uk to make your request to have your data deleted.

 

Associate Members

Your data

Your personal data is entered onto the Library System from the information supplied on a paper application form.

Records of the use of your account (transaction data) are recorded on the Library System.

How we keep your data

Your personal and transaction data is held electronically on the Library System. 

The paper membership form is held securely in a back office location.

Your data is only accessible by Library staff.

How long we keep your data for

Associate Member personal data and application forms are deleted/securely disposed of within 90 days of the end of Library membership.

Transaction data for Associate Members is kept indefinitely.

How can I have my data deleted?

Please email library@reading.ac.uk to make your request to have your data deleted.

 

External Borrowers

Your data

Your personal data is entered onto the Library System from the information supplied on a paper application form.

Records of the use of your account (transaction data) are recorded on the Library System.

How we keep your data

Your personal and transaction data is held electronically on the Library System. 

The paper membership form is held securely in a back office location.

Your data is only accessible by Library staff.

How long we keep your data for

External borrower personal data and application forms are deleted/securely disposed of within 90 days of the end of Library membership.

Transaction data for External borrowers is kept indefinitely.

How can I have my data deleted?

Please email library@reading.ac.uk to make your request to have your data deleted.

Communication Data

 

Means of Communication

How we keep it

How long we keep it for

Emails sent to Library email account

Electronically on the library@reading.ac.uk email account Emails are deleted after one year

Paper comments form

Held securely in a back office location Indefinitely

Virtual enquiry service

Held securely on the QuestionPoint System access to which is password protected Personal information associated with the information request is deleted after 90 days
Web forms  Electronically in email accounts  Indefinitely

FAQs

What is personal data and why do you keep it?

Personal data is information that enables the Library to provide you with services e.g. your residential address, email, details of department you are a member of etc. We keep the data as long as necessary to manage your use of the Library.  In cases of unreturned Library materials or unpaid bills at the end of a member's registration we will keep their personal data until the issue is resolved.

What is transaction data and why do you keep it indefinitely?

Transactional data is information about the transactions made by users e.g. loans, holds etc. is held electronically on the Library System in anonymised form. This data is only accessible by Library staff.  It is used to:

  • Inform decisions about the Library collections e.g. purchase and relegation of stock.
  • Provide management information about the performance of the Library and inform decision making

Details of the Inter-library Loan requests I have made will be kept by the Library for 7 years. Why is this?

There is a legal requirement under the Copyright, Designs and Patents Act 1988 for us to hold records of the requests that you have made in your name for 7 years.  In cases where you have supplied a delivery address this too is stored.  After 7 years this data is deleted.

How can I have my data exported?

Please email library@reading.ac.uk to make your request.

How can I change my consent for use of my data?

Please email library@reading.ac.uk to make your request.

 

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