Privacy Policy of the ZZF Library
1. General information
2. What data do we store?
3. Data sharing and data processing on behalf of third parties
4. Rights
1. General information
The protection of your personal data is important to us. We process only the personal data that is strictly necessary for the operation of the library and strictly adhere to the data protection provisions of the EU General Data Protection Regulation (GDPR) and the Brandenburg State Data Protection Act (BdgDSG). This privacy notice provides information about the most important aspects of the library’s internal processing of personal data and explains your rights as a data subject.
For any enquiries regarding this matter, please contact:
Head of the Library
Helen Thein-Peitsch
Tel.: 0331/74510132, -133
Email: thein [at] zzf-potsdam [dot] de
Please also note the ZZF’s privacy policy.
2. What data do we store?
Data collection
The library system uses an automated IT system for the ordering and lending of books and other materials, and for displaying the user’s account in the catalogue. To process library procedures such as loans, reservations, renewals, interlibrary loans, media orders and so on, we store and process (at most) the following personal data:
User number
User group
Surname and first name
Address (work address/home address)
Date of birth (for unique identification)
Gender
Department
OpacPin (encrypted)
Telephone number (optional)
Email addresses
Date of registration
User fee status
Your personal data will be deleted upon cancellation of your account or, at the latest, one year after your account has expired. If you still have items on loan or have outstanding charges (e.g. late return fees), your data will not be deleted immediately. Furthermore, borrowing and fee details are stored and processed in connection with such transactions. Loan records are deleted when the books are returned. The record of the last person to borrow a volume is deleted either when a new loan is made or after three months at the latest. Fees are deleted once they have been settled.
The above-mentioned data is also used to send users notifications via email regarding library procedures and messages.
Data logging
The ZZF’s library services provide access to numerous electronic resources stored on third-party platforms. These include, for example, EbookCentral (a service provided by ProQuest), various literature databases and publishers’ platforms offering access to electronic journals and books. All providers are subject to the GDPR. Please check carefully which data these third-party providers store and process.
3. Data exchange and data processing on behalf of others
The ZZF’s library system, which contains the recorded personal data, is hosted by the Joint Library Network (GBV). The GBV is subject to the GDPR. As part of its interlibrary loan service, the library also collaborates with other library networks. For the purposes of the necessary library data processing, only the library user’s initials are passed on in encrypted form as personal data. Once the library processes have been completed, this data is deleted automatically or, where necessary, manually.
4. Rights
Under the GDPR, you have the right to access, rectify and erase your data. Furthermore, you may at any time object to the processing of your personal data (which is collected and processed when there is a legitimate interest to do so).
Compliance with the applicable data protection regulations is monitored by the ZZF Data Protection Officer, namely:
Dr Ralf Ahrens
Am Neuen Markt 1, 14467 Potsdam
Tel.: 0331/74510-137
Email: datenschutz [at] zzf-potsdam [dot] de (datenschutz[at]zzf-potsdam[dot]de)
You also have the right to contact a data protection supervisory authority in the event of a dispute.
October 2020