Libshare Privacy Notice

Libshare – The partners of Libshare are Canterbury Christ Church University, University of Kent and the University of Greenwich.

This privacy notice aims to inform you about how the South East University Library Shared Services Partnership (Libshare) will use your personal data.

1.    Libshare, who are we and what do we do?

The partners of Libshare are Canterbury Christ Church University, University of Kent and the University of Greenwich.

We work together to provide advanced modern, joined-up, reliable and cost-effective Library-related and IT service. What are we doing is streamlining our library operations to deliver high quality library services. 

2.    Why does Libshare process your personal data?

The partnership facilitates shared working in our library operations and information management.

This supports improvement in all aspects of the library services across the universities, including searching for and ordering titles for the daily benefit of those using library services.

Your personal information will be held securely within the universities’ IT systems and the ULMS (Unified Library Management Systems). Your information will be used for the following purposes. Only:

  • To enable the Libraries to create your library record
  • To enable users to borrow items from the Libraries in the collaboration
  • To enable the Libraries to monitor and compile statistics on stock circulation, fines payments and borrower data. The Libraries may assist other organisations or individual researchers to compile such statistics, provided that no statistical information that would identify you as a person will be published
  • Inter-library loans and document supply
  • Electronic resource management (information about electronic items on hold or purchased)
  • Providing resources if marked as requiring assistance

3.    What personal data are we using?

To provide the service, we process the following types of personal data:

  • Full Name
  • Email addresses
  • Your Unique Identifier

We may also collect and process the following types of personal data and record it on      the shared database if you provide the information to us:

  • Marketing preferences
  • Individuals preferences regarding reading and related activities

We also collect and process some special category of ‘sensitive’ data relating to any disability you told your University about. This data will be processed by Libshare with the aim to help eliminate disparities in access Library services and to promote advance equality of opportunity between people who share a protected characteristic and those who do not in general. This data will be processed for this sole purpose and will only be retained for as long as those purposes require.

4.    What are the Conditions for processing and retaining data?

We process your data in accordance with the principles of the General Data Regulations Regulation and the Data Protection Act 2018. We process the data “in relation to a contract for the performance of a service which the individual has entered into; or because the individual has asked for something to be done so they can enter into a contract and / or they can use a service”. The provision of library services is part of what we do as part of our contract with you to provide your education. 

We follow the ILS record retention schedule already in place for retention of data: your personal data will be retained for one year after your course or leaving expiry date.

Once your record is purged, it will not be possible to associate you with the circulation information on the stock.

5.    With whom will my data be shared?

All the institutions are data controllers registered with the ICO, the regulatory body for the data protection in the UK.

In order to access the personal data stored on the ULMS database, staff are required to login to access any part of the system. There are different levels of access for users based on a need to know basis. Only a restricted number among the partners’ staff will be authorised to access all the database for administrative and security purposes.

6.    Data Processors

Your data will also be processed by a third party organisation: the Libshare’s data processor.

University of Greenwich, CCCU and University of Kent will use Sirsi’s BlueCloud suite of products in addition to Symphony and Enterprise. These all store data in the cloud.

Further information related to SirsiDynix can be found at:

7. The Data Controller and further information

CCCU is the Data Controller for this data.

Please click the link below to access further information regarding:

  • The Data Controller
  • The name and contact details of the University Data Protection Officer
  • Where to make a complaint
  • Your rights as a Data Subject
  • How to contact the Regulator

10) Version Control

Title: Privacy Notice - Libshare 
Applicable to: Students, Employees, General Public
Approved By: Library and Learning Resources
Date approved: 25 May 2018
Date of review: 25 May 2020
Date last amended: 30 March 2020




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Last edited: 28/07/2020 14:08:00