Updated May 2026

The Learning Resource Centre (LRC) maintains certain user information for operational, administrative, security, and statistical purposes in accordance with University policies and applicable data protection requirements.

Access to user information is restricted to authorised LRC staff and relevant University personnel where necessary.

Electronically Held User Information

Information relating to LRC users and borrowing transactions is stored electronically within authorised University systems and library management platforms.

Such information is used for:

• Managing library services and access
• Processing borrowing and returns
• Providing user support
• Statistical reporting and service improvement
• Security, audit, and operational purposes

Access to this information is limited to authorised staff with appropriate responsibilities.

Student Records

Student records are normally imported automatically from the University student records system.

• Records are updated regularly through authorised institutional systems
• Expired student records are normally removed within one month of account expiry
• Records relating to withdrawn or non-enrolled students may be removed following official notification from the relevant University department

Staff Records

Staff membership records are maintained for the administration of LRC services and borrowing privileges.

• Staff records may be created manually or through authorised University systems
• Records are normally retained for up to six months after expiry of employment or membership access, unless a longer retention period is required for administrative purposes

Transaction Records

Borrowing and transaction records may be retained for operational, statistical, audit, security, and service management purposes.

This information assists the LRC in:

• Producing usage statistics
• Managing service operations
• Supporting investigations where necessary
• Maintaining appropriate audit trails

Retention periods may vary according to operational or legal requirements.

Paper-Based User Information

Paper records relating to staff, academic visitors, or external users may be retained for administrative and verification purposes.

Application forms and related documentation are normally retained for up to one year following the expiry of membership access, after which they are securely disposed of in accordance with University procedures.

Data Protection and Confidentiality

The LRC is committed to handling personal data responsibly and in accordance with applicable data protection legislation and University policies.

Personal information will only be used for legitimate University and LRC operational purposes and will not be disclosed to unauthorised individuals or external parties except where required by law or University regulations.