University Library interlibrary loans management system – Privacy notice

This privacy notice applies to the University Library interlibrary loans management system of the Ģ��ֱ��.

Published

23.8.2023

What should you know about the processing of your personal data?

The Ģ��ֱ�� collects personal data about you to carry out its duties. You have rights to this data, such as the right to access the data and the right to be sure that it is stored securely and only for the necessary time. Above all, you have the right to know the following:

what information we collect about youand why,
for how long, and where we keep this information, and
to whom we share this information.

All of these points are explained in this privacy notice.

How to find the information you are looking for?

We have created this privacy notice to be as easy as possible to use and understand. That is why you will find the key points summarised under each section. If you are interested in knowing more, please follow the links in the sections or contact the data protection officer of the Ģ��ֱ��.

Contact the data protection officer

Why we process your personal data?

The interlibrary loans management system and the personal data it includes is used to manage the interlibrary loans of the library.

What data we process and how long?

Your personal data are kept for as long as your customership lasts. To get more information about what personal data we collect and how long we keep certain information, check the sections below.

Data about interlibrary loan customers: Name, home or university address, e-mail address, phone number, customer ID (library card number), note (a possible additional informal note).
Data about the interlibrary loan payer (if different than the orderer): Name and address of the department, cost centre, faculty, possible project number, note (a possible additional informal note).
Information about the interlibrary loans of the customer.
Information the customer has submitted via the electronic interlibrary loan form or by e-mail or phone
Public address and phone number services.
Digital and Population Data Services Agency.

What rights you have and how to exercise them?

You have the following rights:

Right to access your data.
Right to have any incorrect information corrected.
Right to have your data erased (right to be forgotten), in certain situations.
Right to restrict processing.
Right to have the responsible unit inform the party to which your data is disclosed of your data being corrected, erased, or the processing being restricted.
Right to object processing, e.g. direct marketing.
Right to have your data transferred from one system to another, when processing is based on an agreement or your consent.
Right to be notified of any information security breaches resulting in a high risk.
Right to file a complaint with the supervisory authority.
Right to withdraw consent

You can exercise your rights by sending a request to the university's Registry Office. You can use the form on the Registry Office's website or send your request informally. Keep in mind that withdrawing your consent doesn’t change the processing that happened before the withdrawal.

Get to know your rights

Use the form of the Registry Office

Send an informal request to the Registry Office

Who can access your personal data?

The interlibrary loans management system is used by the administrators and the people responsible for the system and the interlibrary loan service staff. The staff is bound to confidentiality.

Also, the service providers we use can access your personal data in their role as data processors. However, these providers do not actively process your personal data, but they have access to it for maintenance reasons.

Learn more about data processors

To whom we transfer your data?

Within the university, Personal data can be delivered to the University’s Financial Services and the service centre of the University (Certia).

We may transfer your personal details to outside the university, when a customer has made an interlibrary loan order, the customer’s name is delivered to the library that delivers the order.

Personal data can be delivered to a debt collection agency (Lowell) if the invoice sent for unreturned material has not been paid in due time and collection of the payment is transferred to be handled by the agency. The debt collection acts as an independent data controller.

Personal or address data are not delivered for any other external use..

Personal data is not transferred outside the EU/EEA area.

On what basis we process your personal data?

We process your personal data based on legal grounds, agreements, or your consent. If you want to dive deeper into our legal bases, such as the relevant legal provisions, you can find more information through the menu below.

How to contact us?

If you want more information about the processing of your personal data, do not hesitate to contact our data protection officer via email or phone (+358 40 805 3297).

Contact our data protection officer

Below you find the contact information of the responsible unit. If you wish, you can directly contact the unit (Open Science Centre / Jyväskylä University Library) instead of the data protection officer.

If you want to exercise your rights (withdraw your consent for example) you can contact the Registry Office by email:

Send a request to the Registry Office

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