Processing of personal data at the SLU University Library

Last changed: 11 September 2018

In order for you to utilize the University Library and our services, we often have to collect and process your personal data. On this page we explain how we handle personal data in our various systems and your rights as a registered individual.

The SLU University Library collects and processes personal data in several different systems. Some aspects of the processing are the same across systems, while others are specific for the respective system. Below we list all aspects of the personal data processing that are common to all systems. Further down you can find what is specific to each system, by using the expandable menu.

Your personal data will also be stored and processed by SLU as long as required by the regulations on public acts and authority archives.

Contact information

If you have any questions regarding the SLU University Library's processing of your personal data we welcome you to use the contact information listed below under each system. You can also contact the Integrity and Data Protection Function at the university by emailing dataskydd@slu.se or call 018-67 20 90.

Should you not be satisfied with the response from the university, and wish to file a complaint, please contact the Swedish Data Inspection Authority by emailing datainspektionen@datainspektionen.se or call 08-657 61 00.

Storage

The SLU University Library stores your personal data in different databases belonging to our various systems. You can use the expandable menu below to find out for how long that is in the respective systems.

Your personal data will also be stored as long as required by the regulations on public acts and authority archives.

Disclosure and transfer of data

If your personal data occurs in a public document it might be subject to disclosure, in accordance with regulations regarding public documents, provided these documents are without restrictions. Information about our patrons' loans, requests and reservations are classified according to the Public Access to Information and Secrecy Act and will never be disclosed.

When we transfer personal data to a third party we always have an agreement with them on how they can process that data.

Your rights

You have the right, under certain circumstances, to have your personal data erased, corrected or restricted, and to access the data being processed, as well as the right to raise objections to the processing. To exercise these rights, please contact the Privacy and Data Protection Function.

System specific information

The Library search and loan system

Contact information

Your contact person for data processing in this system is Anna Kågedal, anna.kagedal@slu.se , or call 018-67 28 42.

Why we collect and process your personal data

We register your personal data in the library loan system, in order to facilitate loans, reservations and requests, and to make it possible for you as a patron to manage your library account, and save searches in the library search engine Primo. The library might also need to contact you to regarding loans and requests.

Legal basis

When you choose to enter into agreement with the SLU University Library, to be able to borrow materials, we will process your personal data.

Transfer of personal data

Your personal data is transferred to Ex Libris, the provider of the library search- and loan system. They may also be transferred to Libris and other libraries in connection with interlibrary loan requests, or to collection agencies in case of claims.

Storage

We will store your personal data as long as you are an active patron. Your personal data will be stored for as long as two years after your latest activity in our system, to facilitate your use of our services when you need them.

Obligation to supply personal data

In order for the SLU University Library to provide you with loans and requests services, you must supply your personal data in accordance with the agreement, and to keep them up to date.

Email and chat service

Contact information

Your contact person for the processing in this system is Anna Kågedal, anna.kagedal@slu.se , or call 018-67 28 42.

Why we collect and process your personal data

The SLU University Library registers your personal data in the case management system Libanswers, to make it possible for you to contact the library via email and chat, and to ensure correct case management.

Legal basis

According to the regulation governing SLU, the university must provide an academic library. The library utilizes a case management system to ensure that we offer high quality library services. The processing of your data in the system is an essential prerequisite for the operation of the library and thus of public interest. The SLU University library therefore processes your personal data in accordance with the General Data Protection Regulation (GDPR).

Transfer of personal data

When you email or chat with the SLU University library, your personal data is transferred to Springshare, the company that provides the case management system LibAnswers.

Storage

The SLU University Library stores your personal case data for a time of three years maximum, regardless of whether or not you have been in contact with the library via the case management system any later than that.

Publication database SLUpub

Contact information

Your contact regarding the processing in this system is Peter Nilén, peter.nilen@slu.se, or call 070-865 52 27.

Why we collect and process your personal data

Your personal data as an employee are collected so that you will be able to register your publications in the SLU publication database SLUpub. The publication data is compiled and used within SLU for follow-up and allocation of means, for making SLU publications visible, and for delivering publication data to national library systems.

Personal data categories and their soruces

  • Name, email, social security number and workplace of SLU employees. This information is gathered from the SLU internal staff registry IDIS. Social security number is used for connecting publications to the correct individuals.
  • Author name, affilitation and other personal data might be collected from external publication databases.

Legal basis

According to the regulation governing SLU, the university must provide an academic library. Everything published at SLU must be registered in the SLU publication database, SLUpub. This type of research infrastructure is of public interest and your personal data is therefore processed in SLUpub according to the General Data Protection Regulation (GDPR).

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

Transfer of personal data

  • Clarivate Analytics (for publishing analysis)
  • Amazon AWS (provides cloud services)
  • Glesys (provides virtual servers)
  • SwePub (national research database at the National Library of Sweden)

International transfer

Should you, as a registered member, choose to use the ORCID service, we will transfer your personal data to that service.

Storage

Your personal data will be stored for the entirety of the lifetime of the publication database. Historical data are needed to meet the goals of the publication database, with regards to analysis, monitoring, and allocation of means.

Withdrawal of informed consent

If you choose to use the ORCID service, the legal basis for the personal data processing is your informed consent. You have the right to withdraw this consent. You can do this by logging in to SLUpub and click My Settings.

Epsilon Archive for student projects

Contact information

Your contact regarding the processing in this system is Peter Nilén, peter.nilen@slu.se , or call 070-865 52 27.

Why we collect and process your personal data

The SLU University Library will process your personal data as a student, supervisor, or examiner, in order to make student projects available through the Epsilon Archive for student projects.

Categories of personal data and their sources

The following categories of personal data are processed:

  • Author's/authors' name and date of birth.
  • Author's/authors' email address/addresses.
  • Department responsible for the course.
  • Program affiliation and course code.
  • Supervisor's name and email address.
  • Examiner's name and email address.
  • Visitors' IP-addresses are collected for user statistics.

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

Legal basis

According to the regulation governing SLU, the university must provide an academic library. Student projects (independent work) approved by SLU are registered and published in the Epsilon Archive for student projects. This process is part of the education at SLU and, as such, of public interest and therefore your personal data is processed in the Epsilon Archive for student projects in accordance with the General Data Protection Regulation (GDPR).

Transfer of personal data

Your personal data is transferred to Glesys, our provider of virtual servers. Personal data is also transferred to Ex Libris, the provider of the library search system.

Storage

In order to make student projects freely available in the Epsilon Archive for student projects, your personal data will be stored for the entirety of the lifetime of the database.

Epsilon Open Archive

Contact information

Your contact persoon for the processing in this system is Peter Nilén, peter.nilen@slu.se , or call 070-865 52 27.

Why we collect and process your personal data

Your personal data, as an employee, is used so that you can make your publications freely available through the Epsilon Open Archive.

Categories of personal data and their sources

The following categories of personal data are processed:

  • Author's/authors' name.
  • Author's/authors' affiliation.
  • Author's/authors' email address/addresses.
  • Visitors' IP-addresses are collected for user statistics.

The source of the personal data might be yourself as author, or any other peson registering the publication. It can also be information retrieved from the publication itself.

Legal basis

According to the regulation governing SLU, the university must provide an academic library. Dissertations, reports and fact sheets published at SLU must be registered in the Epsilon Open Archive. Researchers are also encouraged to deposit published articles in Epsilon. Since it is in the public interest that research is made freely available, your personal data in Epsilon is processed in accordance with the General Data Protection Regulation (GDPR).

Transfer of personal data

Your personal data is transferred to Glesys, our provider of virtual servers. Personal data is also transferred to Ex Libris, the provider of the library search system, and also to the national library catalogue Libris.

Storage

To meet the goal of Epsilon to make SLU research freely available, your personal data will be stored for the entirety of the lifetime of the database.

Page editor: bib-webbredaktionen@slu.se