Privacy Notice
Information on data processing in ALMA and Primo VE
The policy described in this privacy notice supplements the privacy notice of Worms University of Applied Sciences. The general privacy notice of Worms University of Applied Sciences can be found here.
Worms University of Applied Sciences, in conjunction with its university library, has decided to use the ALMA library management system for the administration of the university library and the cataloguing of the media made available by the library, as well as to use the Primo VE resource discovery system as its library search system.
The ALMA library management system is the central administrative software used to manage key core processes in a modern academic library. These include, amongst other things, the management of user data in connection with media loans, renewals, reservations, the processing of fees and reminders, and communication with users.
Primo VE is a library search system (resource discovery system) that enables literature searches via various search interfaces.
Personal data is processed in ALMA. Consequently, the relevant data protection laws apply to ALMA.
1 Processing of personal data
By registering with the university library, library users consent to their data being stored for the purposes of library use.
The following personal data is processed:
1.1 Library Management System (Alma)
a) Personal details
- First name, surname, title, gender, date of birth
- Primary identifier, library user group, status, date of last user activity, preferred language, user role, other identifiers
- Contact details (email address, postal address, telephone numbers)
- Suspensions, fees
b) Usage data relating to the lending process
- Loans (title, due date, loan date, loan status, loan note)
- Returns (title, return date)
- Reservations (title, reservation date)
This data is processed in order to lend physical media and to collect any fees that may be due.
1.2 Primo VE
- Search queries
- User’s IP address
Search queries are stored temporarily to enable the ‘Search History’ feature. The IP address is stored temporarily to enable the detection of misuse of data by bots, crawlers, etc.
When using the ‘Login’ function to permanently save search queries and watchlists (favourites), the following data is also stored:
- First name, Surname
- Primary identifier
- Email address
2 Data transmission
2.1 Library Management System (Alma)
The data is transferred to the following recipients outside the university:
- as part of subcontracted processing (support and individual orders) to the University Library Centre (hbz) of the State of North Rhine-Westphalia; and
- as part of a data processing arrangement (provision, hosting & support) to Ex Libris (Deutschland) GmbH.
2.2 Primo VE
The data will not be passed on to third parties.
3 Duration of processing / Data erasure
3.1 Library Management System (Alma)
All personal data is stored for as long as it is necessary for the respective purpose or as long as there is a legal obligation to retain it.
This data is processed solely for the purpose of user administration. It is not processed for any other purposes.
Once the user relationship has ended, all personal data will be deleted.
3.2 Primo VE
Search queries (search history) and users’ IP addresses are stored in the database for 24 hours.
Saved search queries and watchlists (favourites) are retained until they are deleted by the user or until the user’s account is removed from Primo VE.
Responsibility
Data controller within the meaning of Article 4(7) of the General Data Protection Regulation (GDPR):
Worms University of Applied Sciences, a body governed by public law
Erenburgerstraße 19
67549 Worms
, represented by
Prof. Dr Hans Rück
, Vice-President
T: +49 (0) 6241 509-245
F: +49 (0) 6241 509-222
E: sekretariat-praesidium[at]hs-worms.de
Worms University of Applied Sciences is represented by the President, cf. Section 80(1), first sentence, of the Rhineland-Palatinate Higher Education Act (HochSchG). This position is currently vacant.
The Vice-Presidents of the University act on behalf of the President in their respective areas of responsibility, see Section 82(1), sentence 4 of the Rhineland-Palatinate Higher Education Act (HochSchG). These are Prof. Dr Zdravko Bozakov, Prof. Dr Hans Rück and Prof. Dr Sinewe.
Their duties are set out in the division of responsibilities plan (Section 79(4) of the Rhineland-Palatinate Higher Education Act).
You can contact our Data Protection Officer using the following details:
Worms
University of Applied Sciences Data Protection Officer
Erenburgerstraße 19
67549 Worms
Rights as a data subject, right to lodge a complaint (supervisory authority)
As a data subject, you have certain rights under the GDPR vis-à-vis the data controller or the responsible body in relation to the processing of your personal data:
- Right of access (Article 15(1) and (2) of the GDPR)
- Right to rectification (Article 16 of the GDPR) or erasure (Article 17 of the GDPR)
- Right to restriction of processing (Article 18 GDPR)
- Right to data portability (Article 20 of the GDPR)
- Right to object to processing (Article 21 GDPR)
Where processing is carried out on the basis of Article 6(1)(e) of the GDPR, you have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you.
In this case, your personal data will no longer be processed, unless compelling legitimate grounds for the processing can be demonstrated which override your interests, rights and freedoms, or the processing serves to establish, exercise or defend legal claims.
Right of withdrawal (Article 7(3) of the GDPR)
Where processing is carried out on the basis of your consent (Article 6(1)(a) of the GDPR), you have the right to withdraw your consent to the processing of your data without giving any reason.
Withdrawing your consent does not affect the lawfulness of any processing carried out on the basis of your consent up to the point of withdrawal.
However, withdrawal may mean that you will no longer have access to the portal and will therefore be unable to take part in courses.
It is not possible to delete data on the basis of a withdrawal of consent where the data processing is based on other legal grounds, e.g. where the data processing relates to teaching activities or the conduct of examinations.
Right to lodge a complaint with a supervisory authority (Article 77 of the GDPR)
Any data subject has the right to lodge a complaint with a supervisory authority, in particular in the Member State of their place of residence, their place of work or the place where the alleged infringement occurred, if the data subject considers that the processing of personal data relating to them infringes this GDPR.
The supervisory authority responsible for Worms University of Applied Sciences is:
The Rhineland-Palatinate State Commissioner for Data Protection and Freedom of Information (LfDI), PO Box 340, 55020 Mainz
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[Version dated 3 September 2024]