Processing of personal data at the SLU University Library

Page reviewed:  12/03/2025

In order for you to use our library services, we often need to collect and process your personal data. This page explains how we process personal data in our systems and what your rights are as a data subject.

The SLU University Library collects and processes personal data in several different systems. Some aspects of the processing are common to all systems, while others are specific to each system. Below we list what is common to the processing of personal data, regardless of system. Further down the page you can find what applies to the different systems, in the drop-down menu.

SLU will also process your personal data in the ways required for SLU to comply with the rules on public documents and government archives.

Contact us

If you have any questions about SLU University Library's processing of your personal data, please contact the contact person you will find under each system below. You can also contact dataskydd@slu.se or call 018-67 20 90.

If you are not satisfied with SLU's response to your contact, you can complain about SLU's processing of your personal data to the Swedish Authority for Privacy Protection,imy@imy.se or call 08-657 61 00.

Storage

We store your personal data in various databases belonging to our systems. You can see in the drop-down menu how long the storage period is for the different systems. Your personal data is also stored for as long as required by legislation on public documents and government archives.

Disclosure and transfer

If your personal data are contained in a public document, they may be disclosed if someone requests it, unless the document is subject to confidentiality. This is in accordance with the rules on public documents. Information on loans, requests and reservations is subject to confidentiality under the Public Access and Secrecy Act and is therefore not disclosed.

When we transfer personal data outside SLU, we make sure that we have an agreement with the other party on how they may use the personal data.

Your rights

You have the right, under certain circumstances, to have your data erased, rectified, restricted and to access the personal data being processed, as well as the right to object to the processing. To exercise your rights, please contact SLU's data protection department.

Contact person

Your contact person for this system is: Love Strandberg, love.strandberg@slu.se or call 018-67 15 66.

Why we collect and process your personal data

We collect or register your personal data in the SLU University Library's loan system in order to enable loans, reservations and orders, and to enable you to manage your loan account and save searches in the library's search tool Primo, for example. We may also need to contact you regarding your loans and orders.

Legal basis

According to the SLU Ordinance, there must be a scientific library at SLU. In order to offer access to information resources, we use a library system for loan management. The processing of your personal data in this system is necessary for library operations and thus in the public interest. We therefore process your personal data in the library system in accordance with the General Data Protection Regulation.

Transfer of personal data

Your personal data is processed by the company Ex Libris, which provides the library's loan and search system. It may also be transferred to Libris and other libraries in connection with orders for interlibrary loans, and to debt collection companies in connection with claims for overdue material.

International transfer

Personal data may be accessed from countries outside the EU in connection with support cases for the system.

Categories of personal data and their source

For employees at SLU, the following personal data is retrieved from the internal system IDIS:

  • Name
  • E-mail address
  • Personal identification number
  • Place of employment
  • Postal address, if available

For students at SLU, the following personal data is retrieved from IDIS and LADOK:

  • Name
  • E-mail address
  • Personal identity number
  • Telephone number
  • Postal address, if available

Social security numbers are used to ensure correct identity.

For any external borrower, their name, email address, social security number, postal address and telephone number are provided by the borrower at the time of registration.

Storage

We store your personal data as long as you are active as a borrower, i.e. have active loans or are active at SLU. For employees, the account is removed from the library system 30 days after termination of employment at SLU. For students, the account is removed 18 months after the last course registration. If you have active loans, the account remains until you have returned the books.

For those who are not connected to SLU, personal data is stored as long as you are active as a borrower, at most 2 years after the last activity to make it easier for you to borrow and request when you need it.

Obligation to provide personal data

In order for SLU University Library to be able to provide loans and orders of materials to you, you must provide your personal data to us, or authorise the transfer of data, and keep it up to date.

Contact person

Your contact person for this system is: Love Strandberg, love.strandberg@slu.se or call 018-67 15 66.

Why we collect and process your personal data

At the library, we process your personal data in the LibAnswers case management system so that you can contact us via e-mail and chat, and so that we can ensure that your case is handled correctly.

Legal basis

According to the regulation governing SLU, there must be a scientific library at SLU. In order to be able to offer a good quality library service, we use a case management system. The processing of your personal data in this system is necessary for library operations and thus in the public interest. We therefore process your personal data in LibAnswers in accordance with the General Data Protection Regulation.

Transfer of personal data

When you send an e-mail or chat with the SLU University Library, your personal data is transferred to Springshare, which provides the LibAnswers case management system.

Storage

We store your personal data about a case for a maximum of three years, regardless of whether you have had active contact with the library via the case management system later or not.

Contact person

Your contact person for this system is: Peter Nilén, peter.nilen@slu.se or 070-865 52 27.

Why we collect and process your personal data

We use your personal data as an employee to enable you to register your publications in the SLU publication database (SLUpub). Publication data is compiled and used within SLU for follow-up and allocation of funds, for visualisation of SLU's scientific publications and for delivery to national systems.

Categories of personal data and their source

  • Name of SLU employees
  • e-mail address
  • social security number
  • place of employment.

This information comes from SLU's internal system IDIS. Social security numbers are used to link publications to the right person.

Author names, affiliations and other personal data may be retrieved from external publication databases.

Legal basis

According to the SLU Ordinance, there must be a scientific library at SLU. Everything published at SLU must be registered in the SLU publication database (SLUpub). This type of research infrastructure is in the public interest and we therefore process your personal data in SLUpub in accordance with the General Data Protection Regulation.

If you as a data subject choose to use the ORCID service, consent is the legal basis.

Transfer of personal data

  • Clarivate Analytics (for analysing publishing).
  • Amazon AWS (cloud service provider).
  • Glesys (provider of virtual servers).
  • SwePub (the National Library's national research database).

International transfer

  • ORCID - if you as a registrant choose to use the ORCID service, we will transfer personal data there.
  • Crossref - for the provision of DOIs (persistent identifiers).

Storage

Your personal data will be stored for as long as the publication database exists. Historical data is required to fulfil the purpose of the publication database in terms of analysis, monitoring and funding allocation.

Withdrawal of consent

If you as a data subject choose to use the ORCID service, the processing of personal data is based on your consent. You have the right to withdraw this consent. You do this by logging into SLUpub and going to My Settings.

Contact person

Your contact person for this system is: Peter Nilén, peter.nilen@slu.se or 070-865 52 27.

Why we collect and process your personal data

We use your personal data as a student, supervisor or examiner in order to make student theses freely available in Epsilon's repository for student theses.

Categories of personal data and their source

  • Name and year of birth of the author(s).
  • Email of the author(s).
  • Department responsible for the course.
  • Programme link and course code.
  • Name and e-mail of the supervisor.
  • Examiner's name and e-mail.
  • IP numbers from visitors are saved for visitor statistics.

The source of the personal data is the person registering the publication, or information taken from the publication itself.

Legal basis

According to the SLU Ordinance, there must be a scientific library at the university. Student theses (independent projects) that are approved at SLU are registered and published in Epsilon's repository for student theses. This is part of the education at SLU and therefore of public interest and we therefore process your personal data in Epsilon's repository for student theses in accordance with the General Data Protection Regulation.

Transfer of personal data

We transfer your personal data to Glesys, the virtual server provider. Personal data is also transferred to Ex Libris, which provides the library's search system.

Storage

In order to make student theses freely available in Epsilon, your personal data will be stored for as long as the database exists.

Contact person

Your contact person for this system is: Peter Nilén, peter.nilen@slu.se or 070-865 52 27.

Why we collect and process your personal data

We use your personal data as an employee to enable you to make your publications freely available in the open repository.

Categories of personal data and their source

  • Name of the author(s).
  • Institution of the author(s).
  • Email of the author(s).
  • IP numbers of visitors are stored for visitor statistics.

The source of the personal data can be yourself or someone else who registers the publication, but it can also be information taken from the publication itself.

Legal basis

According to the SLU Ordinance, there must be a scientific library at the university. Theses, reports and fact sheets published at SLU must be made available in SLU's open repository. Researchers are also encouraged to deposit published articles in the repository. Making research available is in the public interest and we therefore process your personal data in the repository in accordance with the General Data Protection Regulation.

Transfer of personal data

We transfer your personal data to Glesys, the virtual server provider. Personal data is also transferred to Ex Libris, which provides the library's search system and to the national library catalogue Libris.

Storage

In order to fulfil the repository's purpose of making research from SLU available, your personal data will be stored for as long as the database exists.

Contact person

Your contact person for this processing is Kitte Dahrén, email kitte.dahren@slu.se or call 018-67 35 08.

Why we collect and process your personal data

In order to develop the library's activities based on your needs as a user, we invite and collect library users in a user panel. In order to administer the user panel and recruit relevant test persons, we need to collect and process personal data.

Legal basis

As a data subject, you choose to join the panel and it is therefore consent that is the legal basis for the processing of your personal data.

Storage

We store your personal data as long as you are an active panel member. We will delete your personal data one year after the date of registration to the panel or the last contact/survey.

Withdrawal of consent

If you have signed up for the panel, you can withdraw your consent to us processing your personal data in the library's user panel at any time.

Contact