Information on Data Collection and Data Processing

University of Bonn
Bonn University and State Library

Adenauerallee 39–41
53113 Bonn
Germany

Email: webmaster[@]ulb.uni-bonn.de
Phone: +49 228 73-7525

Dr. Jörg Hartmann
Genscherallee 3
53113 Bonn
Germany

Email: joerg.hartmann[@]uni-bonn.de

Represented by: Eckhard Wesemann
Division 1, Section 1.0
Regina-Pacis-Weg 3
53113 Bonn
Germany

Email: wesemann[@]verwaltung.uni-bonn.de

The following personal data (personal master data) is collected during registration:

• First name, last name, salutation, gender, date of birth
• Address(es), telephone number(s), email address(es)
• University members: University ID (Uni-ID)
• University of Bonn employees and visiting scientists: Office address, contract term
• Students: Student ID number
• Cross-registered students, auditors, “FFF” students, students of the Bonn-Rhein-Sieg University of Applied Sciences: Appropriate supporting documents
• Minors: Consent and declaration of guarantee from their legal representatives

The following are also stored during registration:

• A unique persistent user number and a library card number
• An initial password to access the library account
• The date of registration
• The library location where registration takes place
• The preferred language
• The library card validity period
• Membership in a user group
• The date of last use
• Any balance of fees
• A borrowing block, if applicable, together with the reason for the block

The following are also stored if items are borrowed:

• Items ordered, reserved, borrowed and returned
• Outstanding and paid fees 

The following are stored for literature searches in bonnus:

• IP address from which the request is made
• Favorites lists and search histories, if these bonnus functions are used

If the USL acquires an item based on a suggestion for a new acquisition, the following is stored in the acquisition data:

• Name of the person making the suggestion
• Library card number (for reservation purposes)
• Email address (for notification when the book is available)

Your personal data is collected, stored and processed, including in cloud-based systems, in order to make the services of the Bonn University and State Library accessible to you. This essentially includes the following specific purposes:

• Allow users to view their own library accounts and make changes to their account information
• Allow users to borrow physical items by recording the borrowing, extension and return of items in the library system
• Allow users to order items from the closed stacks
• Allow users to reserve items borrowed by other users so they are available after the borrowing period has ended
• Provide users information from their viewable borrowing account about the items that are currently borrowed and when the borrowing period ends
• Allow users to use their borrowing account to extend the borrowing period of borrowed items themselves
• Provide slips to users (either a printout or by email) informing them of the items they borrow and return
• Allow users to submit interlibrary loan orders
• Allow users to create favorites lists and search histories in the bonnus search portal 
• Make workplaces and the technical infrastructure (booking system) provided there accessible to users
• Allow users to borrow from University of Bonn libraries that use the USL library management system for automated lending
• Allow users who are not members of the University of Bonn to use electronic media (e-books, e-journals, licensed databases) at USL workplaces
• Allow the library to set up different user groups with different borrowing conditions
• Allow the library to inform users by email that an item they have ordered/reserved is available for pickup
• Allow the library to inform users by email that an item ordered by interlibrary loan has arrived
• Provide the library information about which items have been borrowed by a user
• Provide the library information on when a borrower must return borrowed items
• Allow the library to inform borrowers by email that a borrowing period is about to end
• Allow the library to demand that a borrower return items that were not returned even though the borrowing period ended
• Provide the library information on whether a borrower has any overdue items
• Allow the library to record and collect overdue fines and other fees or expenses
• Allow the library to demand compensation from a user for items that were not returned
• Allow the library to demand compensation from a user if damaged items are returned
• Allow the library to set up special accounts for student (Tischapparate), lecturer (Handapparate) and course reserve (Semesterapparate) collections
• Allow the library to review user suggestions for new acquisitions and transfer them to the library system for acquisition
• Allow the library to inform users about the availability of the suggested items or reserve them for the user

Data processing is performed based on Art. 6, para. 1, sentence 1, lit. e of the General Data Protection Regulation (GDPR) in conjunction with § 3, para. 1 of the NRW Data Protection Act (Datenschutzgesetz NRW) and § 3 of the Usage Regulations of the Bonn University and State Library (Official Announcements of the University of Bonn, Year 52, No. 65).

Data processing is required for the purposes stated.

Data processing is partly cloud-based and performed by external service providers (based on data processing agreements).

The personal data collected from you will be deleted or blocked as soon as the purpose for which it was stored no longer applies. Storage can extend beyond this point if European or national legislatures have made provision for this in EU regulations, laws or other provisions to which the controller is subject. The data will also be blocked or erased if a storage period stipulated in the above-mentioned legal norms expires, unless further storage of the data is required for conclusion or performance of a contract.

Your personal data will only be transmitted to third parties in the following cases:

• For the purpose of performing interlibrary loans when interlibrary loan orders are submitted to the North Rhine-Westphalian Library Service Center (hbz), Jülicher Str. 6, 50674 Cologne
• For the purpose of recording and processing loans when using (ordering, reserving, borrowing and extending) items from the holdings of the Bonn site of the ZB MED (German National Library of Medicine) (the current library regulations of the German National Library of Medicine Foundation apply, https://www.zbmed.de/en/library/bonn-site/library-regulations-and-scale-of-fees

The third parties may only use the data disclosed to them for the purposes indicated.

You have the following rights: 

• The right to demand, in accordance with Art. 15 GDPR, information about your personal data that has been processed by the above-mentioned controller. In particular, you can demand information on the following:
  
  • The purposes of the processing 
  • The category of personal data
  • The categories of recipients to whom the personal data have been or will be disclosed
  • The planned storage period, or, if not possible, the criteria used to determine the storage period
  • The existence of the right to rectification, erasure, restriction of processing, or to object
  • The existence of the right to lodge a complaint
  • If the data was not collected by the above-mentioned controller, the source of your data
  • The existence of automated decision-making, including profiling, and meaningful detailed information in this regard

• With respect to your personal data stored by the above-mentioned controller, the right to demand, in accordance with Art. 16 GDPR, rectification of inaccurate personal data or the completion of incomplete personal data without delay
• The right to demand, in accordance with Art. 17 GDPR, erasure of your personal data stored by the above-mentioned controller. This does not apply if further storage of the data is required
  
  • To exercise the right to freedom of expression and information
  • For compliance with a legal obligation to which the controller is subject
  • For reasons of public interest
  • For the establishment, exercise or defense of legal claims, or
  • For archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Art. 89, para. 1 GDPR, insofar as the erasure of the data is likely to render impossible or seriously impair the achievement of the objectives of that processing
• The right to demand, in accordance with Art. 18 GDPR, under the conditions specified therein, restriction of the processing of your personal data
• The right to demand, in accordance with Art. 20 GDPR, under the conditions specified therein, receipt of the personal data you have provided us in a structured, commonly used and machine-readable format, or to demand transmission of that data to another controller, and
• Without prejudice to any other administrative or judicial remedy, the right to lodge a complaint with a supervisory authority in accordance with Art. 77 GDPR. The competent supervisory authority is: Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein‐Westfalen (State Commissioner for Data Protection and Freedom of Information in North Rhine-Westphalia), Postfach 20 04 44, 40102 Düsseldorf, Germany.

You have the right pursuant to Art. 21, para. 1 GDPR to object to the processing of your personal data based on your own specific situation.

An objection has the following consequences:

• Your personal data will no longer be processed, unless there are compelling legitimate grounds for the processing which outweigh your interests, rights and freedoms, or for the establishment, exercise or defense of legal claims.
• Any use of the library that requires user registration is no longer possible. This mainly concerns the following services:
  
  • Use of the library premises (library card required)
  • Borrowing items from the holdings of the USL and University of Bonn libraries that use the library management system for automated lending
  • Interlibrary loans
  • Suggestions for new acquisitions
  • Room reservations
  • Creating favorites lists in bonnus

To exercise your right to object, send an email to the above-mentioned controller.