Privacy

The purpose of this notice is to explain how Falmouth Exeter Plus (FX Plus) Library & Archives Service will collect and process your personal data. This notice also tells you which third parties we may share your personal data with. 

FX Plus is a data controller and will only process your personal data in accordance with the current data protection legislation.   We process your personal data in accordance with the UK Data Protection Legislation, including the Data Protection Act 2018, the UK General Data Protection Regulation (UK GDPR) and the European General Data Protection Regulation (GDPR) where applicable.

The Data Protection Officer for FX Plus is Jonathan Hocking, who can be contacted by email at: dataprotection@fxplus.ac.uk 

Or by writing to:  
   Data Protection Officer 
   Falmouth Exeter Plus 
   Penryn Campus 
   Treliever Road 
   Penryn 
   Cornwall 
   TR10 9FE 

This notice will be reviewed annually to ensure continued compliance with current data protection legislation and to reflect best practice. 

On registering with Falmouth University or The University of Exeter, Penryn Campus you agree to FX Plus processing your personal data (including sensitive personal data), for the purposes and in the manner set out in this notice and for other legitimate purposes connected with the provision of the Library & Archives Service.  

What information is being collected and processed about you 

The type of personal data and sensitive personal data we may process about you consists of: 

  • Your full name and your student number 

  • Student photograph 

  • Your home address and your contact details including email and telephone number 

  • Your course details 

  • Any disability or other medical information that has been provided to FX Plus 

How and why your information is processed 

Your personal data is processed by FX Plus for the purpose of managing your use of the Library & Archives services. 

Library & Archives collects your personal data from the following sources: 

  • Personal details from the Falmouth University or University of Exeter Student Record Systems.  

  • The information contained in forms used, for example, for requesting items, booking appointments with Library & Archives staff, or booking study spaces. 

How your personal data will be used 

Here are some of the ways we will use your personal data. This list is not exhaustive, but is intended to provide you with an idea of the things that we may need to do, to manage your library account and provide access to the services offered.   

We will not use your data for any purpose other than for maintaining your Library & Archives account and/or protecting your wellbeing. 

Using Library Management and Discovery Systems 

The Library manages transactions through the following external systems 

  • Alma (Ex Libris) library management system, 

  • Primo VE (Ex Libris) resource discovery system 

  • Talis Aspire resource lists 

  • OpenAthens (JISC) authentication system 

These are cloud-based online systems, which will require your data to function.  The privacy policies of these systems are listed below: 

Library interactions using the University of Exeter Innovative Millennium library system are governed by the privacy policy for this system: 

Using third party databases to access resources 

It is in the University’s and your legitimate interest to use databases provided by third parties and some may require personal log-ins to access the content.  However, please be aware that if you choose to use the added functionality of external sites, for example to create personalised lists of resources, they will have different privacy notices.  It is strongly advised that you read any privacy notice from such third parties before engaging with their services. 

In a some cases, FX Plus will share your University email address with third parties in order for them to create an account on your behalf.  Please contact the Library if you want a list of such resources. 

Contacting the Library & Archives Service using an online form. 

We use electronic forms to gather personal information for purposes directly related to a service for example, requesting resources or booking appointments.  Email enquiries to general Library & Archives email addresses or individual members of staff may also include personal information.  The information collected will only be used in relation to that service or purpose for which it was given. This processing is necessary for: 

  • Library & Archives to be able to deliver services to you such as providing inter-library loans, responding to enquiries, communicating with you regarding content recommendations 

  • Booking appointments with members of staff, or booking study spaces 

  • FX Plus’s compliance with any statutory obligations; and/or to protect the interests of the data subject or another person. 

Sensitive Personal Data 

Some of the personal data FX Plus processes about you will be “sensitive personal data”. This category of personal data will be subject to additional protections. Sensitive personal data for example is information about your racial or ethnic origin, religious or similar beliefs, physical or mental health or condition.  This information is processed for some of the reasons set out above. 

Who your personal data is shared with 

In a some cases, FX Plus will share your University email address with third parties in order for them to create an account on your behalf.  Please contact the Library if you want a list of such resources. 

What happens with your personal data  

On departure FX Plus will retain your personal details and Library account record for a period of no more than 15 months.  This data is retained in order to provide a record of your Library account and also to allow FX Plus to pursue debt recovery if required.  
Some anonymised information may be retained for statistical purposes. 

Our reasons for processing your data 

The lawful bases of processing your data are: 

  • Your consent, evidenced by completing a online form 

  • The contract between you, your University and FXplus to provide Library & Archives services 

  • The legitimate interests of you, your University, FXplus and third-party suppliers to provide Library & Archives services. 

Your Rights  

You are in complete control. You can object to the use of your personal data at any time, though in some cases we may not be able to provide your requested service where the information processing is an integral part of the service. We will tell you if this is likely to be the case. 

Subject to some legal exceptions, you have the right to:  

  • request a copy of the personal information FX Plus Library & Archives Service holds about you; 

  • to have any inaccuracies corrected; 

  • to have your personal data erased; 

  • to place a restriction on our processing of your data; 

  • to object to processing; and 

  • to request your data to be ported (data portability). 

To learn more about these rights please see the ICO website

Please address any such requests to the FX Plus Data Protection Officer.  

What can you do if you are unhappy with the way your data is being processed 

FX Plus is transparent about its processing of your personal data. However, should you have any queries about how FX Plus processes your personal data; you should contact our Data Protection Officer by emailing dataprotection@fxplus.ac.uk

If you think that any of your personal data held by FX Plus is incorrect (for example if you change your contact details), please let us know so that we can update our records accordingly.  

You have the right to complain to the Information Commissioner if you are not satisfied with the handling of your personal data by FX Plus. 

The Information Commissioner’s Office can be contacted at the following address: 
Information Commissioner's Office 
   Wycliffe House 
   Water Lane 
   Wilmslow 
   Cheshire 
   SK9 5AF 

Library & Archives – August 2021 

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