This page clarifies how we process your personal data when you register with us and when you use our collections and core services. It also explains your associated rights. Please read our general privacy information in addition to the specific information contained in this privacy notice.
| Purpose: User registration, using our collections, and using our core services | |
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Explanation of the purpose |
We need to process some of your personal data in order to allow you to access and use our collections and core services — for example, to use our reading rooms, use our online resources and access items from our collections. We process your personal data for this purpose so that we can keep our collections, buildings, users, staff, and services secure, comply with regulations, contracts, and licensing terms, and provide a library service in the public interest. |
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Legal basis |
Processing of this data is necessary for the performance of a task carried out in the public interest or for our official functions. |
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Recipients of the data |
This data will be processed by the National Library of Scotland for this purpose and certain data will be sent to third parties (see 'Will the data be transferred to third parties?'). |
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Retention period |
We have a detailed range of retention periods for different types of records, some of which may also apply to information processed for the purpose of user registration, using our collections and using our core services. Please see our retention schedules (811 KB; 77 pages) for details, in particular under business classification 05.02.00.00 'Admission and Registration' on page 34. While we are working to implement our retention schedules, some data may be retained longer than required under the schedules. |
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Your rights in relation to this data |
Your core rights as a data subject apply to this processing. Additionally, the right of objection applies to this processing. |
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A third party, Ex Libris, provides some of our systems, including our library management system. We use our library management system to track item requests and the way people use our items. The services Ex Libris provides are cloud-based, which means personal data on them is located on servers managed by Ex Libris. For more information see the Ex Libris privacy policy. We use a third party, the University of Edinburgh, to host some of our systems including our library management system. We use our library management system to track item requests and the way people use our items. Personal data on this system is therefore located on servers which are hosted by the University of Edinburgh. For more information see the University of Edinburgh's data protection policy. We transfer requests for certain collection items to the Advocates Library of the Faculty of Advocates. This is because some collection items, such as legal texts, are held in the collections of the Advocates Library. We transfer to the Faculty details of requests to access collection items held by the Advocates Library in order to facilitate access to these materials in the National Library of Scotland. For more details see the Advocates Library website. Occasionally, we may use a third party to send you communications that are relevant to your use of the Library, for example, if we make changes to the services we offer. For more details see the communications notice. We use LibCal, which is a third party resource maintained by Springshare, as a platform for enabling online bookings to our reading and access spaces. For more information, please see Springshare's privacy policy. |
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Will the data be transferred outside the UK or the European Economic Area (EEA)? |
No. |
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Is it obligatory to supply this data and what are the consequences of not supplying the data? |
If you wish to register as a user, use our collections, or use our core services you are obliged to supply this data for processing for these purposes. |
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Will the data be used in automated decision-making? |
No. |