Data protection and privacy

  • This policy from the Directorate of Learning Resources will be updated in line with the Information Commissioner’s Office guidelines and advice from the Information Management team at Oxford Brookes University

    The Directorate of Learning Resources (LR) will be the Data Controller of any personal data that you supply. This means that they will make the decisions on how your data is used and for what reasons. You can contact the Director of Learning Resources ( or OBU’s Information Management Team on 01865 485420 or email

    Why do we need your data?

    If you are a current student or member of staff, the Learning Resources Directorate needs your data in order to perform many of its established library operations, including issuing, reserving and ordering books and other printed and online resources.

    If you are a registered external borrower, the Learning Resources Directorate needs your data in order to perform many of its established library operations, including issuing and reserving books.

    If you are an external user of our services, we need to keep records for matters relating to health and safety (onsite visitors) and statistical purposes.

    OBUs legal basis for collecting this data is:

    Your contract with the university as a student or member of staff.

    If you are visiting as part of the SCONUL scheme, the legal basis is that of the contract agreed between its members.

    For registered external borrowers, the basis is your consent on your registration form.

    For external visitors to our Special Collections area, the basis is your consent to providing it to us.

    What types of personal data will Oxford Brookes University use?

    LR will use the following types of personal data:

    • Name, address, email address, contact number, student/staff ID number, disability status.
    • The faculty or directorate you are linked to as either a student or current member of staff at the university.

    Who will LR share your data with?

    OCLC: the provider of our library services platform  and PSI IPV Ltd (providers of cybersecurity services)

    Will you transfer my data outside of the EEA?

    OCLC have their headquarters in Dublin, Ohio,  USA. Any international transactions are compliant with data processing legislation.

    What rights do I have regarding my personal data that OBU holds?

    • You have the right to be informed
    • You have the right of access to your data
    • You have the right to correct data if it is wrong
    • You have the right to ask for your data to be deleted
    • You have the right to restrict use of the data we hold
    • You have the right to data portability
    • The right to object to OBU using your data
    • You have rights in relation to using your data automated decision making and profiling.

    Where did LR source my data from?

    As a student, your data is provided to us by the university’s student registration system or, if a member of staff, by its HR system.

    If you are visiting the university from another UK academic institution, your data will have been obtained from your parent institution.

    If you are a registered external borrower, your data will be as provided by you on your registration form.

    Are there any consequences of not providing the requested data?

    LR will not be able to provide you with a comprehensive library service if we are not in receipt of the requested data.

    Will there be any automated decision making using my data?


    How long will you keep your data?

    If you have outstanding fines against your borrower record, the data in relation to this is currently held indefinitely. Otherwise, it will be removed after a period of six years.

    Who can I contact if I have concerns?

    You can contact LR’s senior management team. Alternatively, the University’s Information Management contact details are:
    Postal Address: GDPR Queries, Information Management Team, IT Services, Room 2.12, Gibbs Building, Headington Campus, Gipsy Lane, Oxford, OX3 0BP.
    Tel: 01865 485420