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Policies and documents

Library & Learning Services Privacy Notice

This privacy notice applies to York St John University students and staff and external members of Library & Learning Services at York St John University using our services.

Purpose of the processing and legal basis

Library and Learning Services uses your personal information:

  • to carry out our statutory functions supporting teaching, learning and research (e.g. answering enquiries)
  • in order to deliver our contractual obligations to you as a user of our services (e.g. responding to requests for digital scans)
  • to fulfil legal obligations (e.g. protecting copyright)
  • to improve on and keep in touch about our services (e.g. the availability of a book you requested)
  • To monitor use of services and for statistical analysis

Categories of data

The information we hold includes: your forename and surname; address; email address; mobile telephone number; other contact number if you have one; and information about your use of services.

Sources of personal data

The information will be provided by you or built up about you during your use of our services.

Sharing your personal data

The University will not share your information with any third party unless this is required to provide you with services or the University is required to do so by law. 

Third party databases and websites

Library & Learning Services provides access to resources via third party databases and websites. Please be aware that if you choose to use the added functionality of these third party sites, for example to create personalised lists of resources, they will have different privacy notices. The University advises that you read any privacy notice from third parties before engaging with their services.

Transfers outside the EEA

Should it be necessary to transfer your information to a country outside of the EEA the University will ensure that appropriate safeguards are taken.

Retention of your personal information

Library & Learning Services will retain your personal data only as long as necessary for its purposes as described. Please note, however, that even after termination of your relationship with the University, Library & Learning Services may still need to retain your personal data to satisfy its obligations to keep certain records for particular periods under applicable law.

Data Controller and Data Protection Officer

York St John University (YSJU) is a Data Controller in terms of Data Protection Legislation.

The University's Data Protection Officer is the University Secretary, who can be contacted by emailing or by post at: The University Secretary, York St John University, Lord Mayor’s Walk, York, YO31 7EX

Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information you can request information on the personal data we hold about you at any time by emailing or by post at: The University Secretary, York St John University, Lord Mayor’s Walk, York, YO31 7EX.

Your written request should include your full name, address, description of the information that you seek and the capacity in which you believe the University holds the information (e.g. employee, student, applicant).

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

Further information

View further information on how the University manages personal data and our Data Protection Statement on our Data Protection policies page.