Privacy Policy

Data protection information in accordance with Article 13 General Data Protection Regulation (GDPR) (Information to be provided where personal data are collected from the data subject) on the processing of personal data of library users at Helmut Schmidt University/Bundeswehr University Hamburg (HSU/UniBw H).

The HSU/UniBw H library uses a local library system to fulfil its tasks. The operation of the local library system (LBS) is a network-based application service provided by the head office of the GBV Common Library Network (LBS application service provider (ASP)). In the interest of transparency regarding data processing by the library and your rights, and in order to meet our obligations in accordance with Article 13 of the GDPR, we would like to provide you with the following information:

1. Name and contact details of the controller:

President of Helmut Schmidt University / Bundeswehr  University Hamburg
Holstenhofweg 85, 22043 Hamburg,
Email: [email protected] phone: 040 6541- 2700

2. Contact information of the Data Protection Officer in accordance with Article 37(1a) GDPR:

Bundeswehr Commissioner for Data Protection
Bundesministerium der Verteidigung, Fontainengraben 150, 53123 Bonn
Email: [email protected] phone: 01888 12 – 13940 or 01888 12 – 13942

You can also contact:
Administrative Data Protection Officer of Helmut Schmidt University/Bundeswehr University Hamburg
Zentrale Verwaltung, Holstenhofweg 85, 22043 Hamburg
Email: [email protected] phone: 040 6541 – 2131

3. Personal data processed

• user number
• Form of address
• First name, last name, name suffixes
• Date of birth
• Semester address
• Email adress, phone number
• for international users: confirmation of registration in Germany
• Operational data required for processes when using the services of the HSU/UniBw H library (e.g. loan period, reminder level, start and expiry of rights of use, etc.)

4. Purposes of personal data processing:

See Section 2 of the rules of operation of the HSU/UniBw H library:
The HSU/UniBw H library (including the branch libraries) is a publicly accessible academic library whose purpose is to provide support to science and academic education. The library’s primary task is to enable academic staff and students to obtain as much information as possible about the most up-to-date knowledge in a discipline as well as the historical development of that knowledge.

The operational processes at the HSU / UniBw H library include the following:

• Reserving media
• Reminders if return obligations are not met
• Administrative enforcement if return reminders are unsuccessful
• Threat of exclusion and exclusion of persons from use
• Loans of reference items to HSU / UniBw H professors
• Settlement of accounts in the event of exmatriculation or termination of employment
• Conduct of interlibrary loans (including billing)
• Copying
• Conduct and billing for the repair or replacement of damaged library property
• Booking of workstations in the library
  
  

5. Legal basis for processing:

Article 2 (personal freedoms) of the Basic Law for the Federal Republic of Germany ensures that “every person shall have the right to free development of his personality”. The following Articles of the Basic Law, in particular Article 5 (freedom of expression, arts and sciences), are related to this. The right to “freely express and disseminate his opinions in speech, writing and pictures” is directly linked to the right “to inform himself without hindrance from generally accessible sources” (Article 5 (1) Basic Law). The library’s tasks are thus safeguarded by the Basic Law.

The legal basis for the processing of personal data in the library is Article 6 (1) (e) GDPR (processing necessary for the performance of a task carried out in the exercise of official authority vested in HSU/UniBw H) in conjunction with Section 111 (1) and (4) of the Hamburg Higher Education Act (personal data):

(1) The universities may process the personal data of (…) users of university institutions which are required for (…) the use of those institutions (…).

(…)

(4) The universities (…) may process the personal data of members and users in an automated procedure to the extent necessary to create a uniform user identification for automated procedures operated by them, to update communication and status information and to establish an email account. (…)

In conjunction with Section 16 of the library user regulations of HSU/UniBw H: “These library user regulations govern the relationship between all users and the library under public law.”

6. Recipients or categories of recipients of personal data:

Recipients or categories of recipients of personal data.

Recipients or categories of recipients of personal data.

No user data will be passed on except to the processor.

7. Transfer of personal data to third countries or international organisations:

Personal data are not transferred to third countries or international organisations, and there are no plans to do so in future.

8. Storage period:

Applications for user access from non-members of HSU/UniBw H will be stored for three years (duration of (first) library membership).

Data from students and employees of HSU/UniBw H will be stored for the duration of their studies or employment. Upon leaving HSU/UniBw H, their library account will be deleted.

Processing data pertaining to library operations will be deleted within half a year as soon as they are no longer required for the purpose for which they were collected, i.e. if you cease using the services of the HSU/UniBw H library and no longer have any open processes such as borrowing, damages or administrative enforcement.

9. Data subject rights:

With regard to personal data relating to you, you may exercise the following rights against the controller:

• Right of access by the data subject pursuant to Article 15 GDPR,
• Right to rectification pursuant to Article 16 GDPR,
• Right to erasure pursuant to Article 17 GDPR,
• Right to restriction of processing pursuant to Article 18 GDPR,
• Right to restriction of processing pursuant to Article 18 GDPR

In addition, you have the right to lodge a complaint with a supervisory authority (Article 77 GDPR). The supervisory authority in Germany is the Federal Commissioner for Data Protection and Freedom of Information (Bundesbeauftragter für den Datenschutz und die Informationsfreiheit), Graurheindorfer Straße 153, 53117 Bonn.

10. Right to withdraw consent:

Not applicable, as the processing of your data is not based on consent.

11. Obligation to provide personal data and consequences of failure to provide them:

There is no legal obligation to make your data available to the HSU/UniBw H library, but without these data you will not be able to use the library’s services.

12. Automated decision-making:

Automated decision-making will not take place.