Data protection statement: Library 2022/2023 - for external readers and visitors using the University of Portsmouth Library

Who is processing your personal data?

The University of Portsmouth Library processes data about you to give you access to the building and/or to provide services offered by the Library to you.

If you have any questions about how the University processes your data, then the following contact information may be useful.

The University’s correspondence address is:

The University of Portsmouth

Winston Churchill Avenue



Main switchboard: 023 9284 8484

The University’s Data Protection Officer is:

Samantha Hill – Information Disclosure and Complaints Manager


Direct telephone number: 023 9284 3462

To check and update your details with the Library, please contact:

023 9284 3228

What we use the data for

The University of Portsmouth Library processes your personal data, to allow you access to the building, to allow you to borrow loans where applicable, to use Library services where contact information is required (e.g. our online chat service). Your data will also be used to produce anonymous statistics to show Library usage trends.

The University of Portsmouth Library may contact you to keep you informed of events relevant to your use of the Library or to invite you to renew your membership, using the email address you have provided.

Your responsibilities

It is your responsibility to inform us as soon as possible if data we hold about you is incorrect or requires updating.

Our legal basis for processing your data

The University’s legal basis for processing your personal data is that the processing is necessary for the performance of a task carried out in the public interest.

Admission to the Library for the purpose of study or research is at the discretion of the University Librarian for users who are not members of staff or registered students of the University.  This data is collected to enable us to grant you entry to the Library to use our services in the absence of a Staff or Student contract, and to ensure that we can identify clients of our service, if required by resources suppliers or for security reasons (personal or IT-related). 

Who will have access to your data?

Only those members of staff within the University of Portsmouth Library who need to have access to the data you provide when you register, those members of staff who update information via the Library Management System or the University Card System in order to administer your access to the Library’s services, and those members of staff processing your service requests, will have that access.

Who will receive your data?

It is not possible to list all of the bodies with whom we might have to share your personal data, but the following are examples of when the University Library will release data about you to third parties where you ask us to, where we have a legitimate reason to use that data in connection with your use of Library services, or where the University is under a legal requirement to provide data.

All instances of data sharing/hosting is covered by contractual arrangements or an Operational Agreement with the party concerned.

If you wish the University of Portsmouth Library to provide data to third parties, you should provide written consent to release the data, stating the name and contact details of the individual to whom you wish the data to be sent and the particular data you agree can be released/discussed.

Will your data be sent or stored abroad?

The University uses Google Apps for Education, which may involve personal data being stored on servers based outside of the European Union. The Library’s chat service is based in the US and collects user information so that we can contact users with further details relating to your enquiry, if appropriate.

How long will your data be stored?

 Your rights

You are entitled to request a copy of the data you provide to us in an electronic format so that you may pass that data to another body (the right to data portability), as well as to request a copy of the data we hold about you (a Subject Access Request). You are also entitled to raise an objection to the processing where the processing of data we hold about you is likely to cause you damage or distress, and to request the rectification of any incorrect data, the restriction of any further processing of your data or the erasure of your data (right to be forgotten).

You should be aware that, as the University Library requires your data in order to grant you access to the building and its resources, should you exercise your right to the erasure of your personal data, it will not be possible for you to continue to use the Library’s services.

 If you require any further information on, or wish to object to any of the uses to which we put your data, you should contact Samantha Hill, the University’s Data Protection Officer (contact details above).

Finally, you have the right to complain about the processing of your data to the UK regulator, the Information Commissioner’s Office. For more information about this body and how to make a complaint, please see