Privacy and cookies
1. Purpose of this notice
This Notice tells you how the University of Leeds (University) will collect and use your personal data when you access this website. The University is a “controller” of this personal data for the purposes of the data protection legislation.
It is important that you read this Notice, together with any other privacy notice we provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This Notice supplements the other notices and is not intended to override them.
2. Changes to this Notice
We keep the information provided in this Notice under review. This Notice may be updated from time to time. If we make any substantial updates, we will draw these to your attention.
We will not use your personal data in any manner that is incompatible with the purpose for which the data were collected originally, unless we have obtained your consent to that additional use.
3. Anything you are not clear about
If there is anything you are unclear about, please contact our Data Protection Officer, who shall be happy to answer any queries you may have concerning this Notice or the way in which we process your personal data. The Data Protection Officer's contact details are provided at the end of this Notice.
4. Purpose of processing your data
Where we request personal data from you on our website you will be informed at that time of the purpose for which the data will be processed and how it will be processed, its legal basis for processing as well as any transfers to third parties.
a. Leeds University Library Galleries newsletter
Your data will be held by Leeds University Library Galleries and used only to send you the monthly e-newsletter and contact you with news or information on events and activities taking place at the Galleries. You may contact us to remove your information from our mailing list at any time.
5. Purpose of processing – automated collection of personal information
When you access our web pages certain information your browser provides, including your IP address at the time, browser type, and potentially the address of the page you last visited, will be automatically recorded by the University. This data may be used to aid detection in the event of a security breach. The legal basis for this processing is necessity to pursue our legitimate interests to keep our website secure. The University retains this data in a form from which you may be identifiable for a period of up to one month.
6. Third party access
The personal data that you have provided will not routinely be sent to other third parties (unless notified – see section 4 above).
Your personal data will be forwarded to the following third parties in connection with services provided by the Library:
- WPM Education will retain information for the purposes of accepting payments for Library charges.
- Other external organisations to enable us to provide Library services to you, eg Document supply
Credit card details
Where credit or debit card details are requested as part of a transaction between you and us, these details will be encrypted and handled by a secure web server using SSL technology.
If you make a payment by credit or debit card the University is using a secure third party service from WPM Education.
WPM Education will automatically record certain information you provide. See WPM Education's privacy policy for further details.
7. Data retention
The University’s policies on retaining data for prospective and current students, staff and job applicants are detailed in our records retention schedule (DOCX).
In other cases, for example, if you subscribe to news or events, any retention of data will be made clear at the point of collection.
8. Cookies
Cookies are small text files that are placed on your device by websites that you visit.
We use cookies for the following purposes:
- Essential: To help our website function
- Performance tracking: Track how our website is used and help us make improvements
- Marketing: To inform targeted advertising.
Essential cookies
These cookies help our website function
Cookie |
Name |
Purpose |
Further information |
| Netscaler appliance | NSC* | These cookies are set by our Citrix NetScaler appliance and are used to ensure your browsing session remains on the same web server. It is deleted when you close your browser. | Citrix |
| PHP session | PHPSESSID | This cookie stores a unique ID assigned by the web server. It is used to enable some site functionality to work properly. It is deleted when you close your browser. | PHP information |
| CC_analytics, disallow_google | CC_analytics, disallow_google | Cookie assigned to remember your cookie preferences for performance and analytics compoments. Contains a simple yes or no. | Persistent cookie. Expires after 12 months. |
| cc_necessary | cc_necessary | Cookie assigned to remember your cookie preferences for necessary site functionality. Contains a simple yes or no. | Persistent cookie. Expires after 12 months. |
| cc_social, disallow_facebook | cc_social, disallow_facebook | Cookie assigned to remember your cookie preferences for third-party social media components. Contains a simple yes or no. | Persistent cookie. Expires after 12 months. |
| Cookie consent | cookieconsent_status | This cookie is used to determine whether a notice is shown informing users that cookies are being used on this site. | |
| Test cookie | TestCookie | This is set by our website content management system and is used to determine whether or not your browser allows cookies to be set |
Performance and advertising cookies
Cookie |
Name |
Purpose |
Further information |
| Google analytics, Google Tag Manager, AdWords and Facebook re-marketing |
Google__utma __gid |
These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the site. These cookies are also used to track users’ interests and then provide targeted advertising on other websites. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. |
Google analytics terms of service |
| YouTube | PREF* VSC* VISITOR_INFO1_LIVE remote_sid* |
We embed videos from our official YouTube channel using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode. | YouTube’s embedding videos |
| Hotjar | _hjIncludedInSample | This service helps us track use of the website and make improvements. | Hotjar. |
Library-related cookies
Cookie |
Name |
Purpose |
| Library catalogue session | III_SESSION_ID | This cookie stores a unique ID assigned by the web server. It is used to enable some site functionality to work properly when using the Library catalogue. |
| Library catalogue session | III_EXPT_FILE | This cookie is used to enable some site functionality to work properly when using the Library catalogue. |
| Library record session | PAT_LOGGED_IN | This cookie is used to enable some site functionality to work properly when a user is logged into their Library record. |
| Library catalogue session | SESSION_LANGUAGE | This cookie stores information on the language used when using the Library catalogue. |
| Library catalogue session | SESSION_SCOPE | This cookie stores a unique ID assigned by the web server. It is used to enable some site functionality to work properly when using the Library catalogue. |
| Search@Library | Summon-Two | This cookie stores information to enable some site functionality. |
| Search@Library | Magnum-UI-2.3.5-Session | This cookie stores information to enable some site functionality. |
| Search@Library session | JSESSIONID | This cookie is used to enable site functionality to work properly when using Search@Library. |
| Authentication to secure resources | lulibraryathens* | These cookies are used to enable some site functionality to work properly when using authenticated online resources. |
| Authentication to secure resources | lulibraryAuthentLast | This cookie is used to enable some site functionality to work properly when using authenticated online resources. |
| Authentication to Transcription desk | wikitrans* | These cookies are used to enable some site functionality to work properly when users log in to the Library's Transcription desk service. |
| Library announcements | JADU_ANNOUNCEMENTS | This cookie stores information to enable some site functionality relating to display of site-wide announcements. |
Third party cookies and tracking
If you share content from our website through other websites, for example Facebook or Twitter, cookies or a form of tracking may be used by these services and you need to manage your privacy via your account (and not through our site).
Manage your cookies and privacy
You can opt out of non-essential cookies.
You can also manage your privacy settings, including cookies, through your browser settings.
Further information about cookies can be found on the Information Commissioner's Office website.
9. Web Chat Service (Trial)
This information below describes what information is collected by the web chat service and how it is used.
What information is collected?
The Library uses software called Libraryh3lp.
The software keeps a transcript of every chat reference session, including the complete conversation between the librarian and the customer, as well as all the websites visited. A copy of the transcript can be emailed to the customer at the completion of the session, if requested, and a copy is stored in the database. We do not request your name but your anonymous ID will be stored with the transcript, which allows the librarians to see how patrons are using the service. If you disclose your name, department, library card number or other identifying information during the course of the chat session, this will also be stored in the transcript.
Libraries participating in the service can keep a copy of the transcripts of each session. These transcripts may be used to evaluate and improve the service. Data will be deleted after a twelve-month period.
What is the information used for?
The information is used to help analyse the amount and types of questions we are being asked. This helps determine appropriate staffing levels, and aids in training librarians for the service.
Who has access to this information?
The information collected by the Library is only accessible to librarians associated with the delivery of customer services to its members.
Who does the Library share the information with?
Individual chats are not shared with anyone outside of Leeds University Library. Statistics generated from chat logs, as well as excerpts, may be used for reports or publications. However, information about specific individuals (eg IP address, names, phone numbers) that might be included as part of a chat transcript will never be shared outside of Leeds University Library.
10. Your duty to inform us of changes
It is important that the personal data the University holds about you is accurate and current. Please keep us informed if the personal data you have provided to us needs to be updated.
Contact details for the University
11. Your rights as a data subject
Under the GDPR, in certain circumstances, you have the right to:
- withdraw your consent to our processing of your personal data where that is the legal basis for such processing
- access any of your personal data which we hold
- have your personal data which we hold corrected if it is inaccurate
- have any of your personal data which we hold erased
- restrict the ways in which we process your personal data
- object to our processing of your personal data
- receive a copy of any of your personal data which we hold in a structured and commonly used machine-readable format
- in certain cases not be subject to a decision based solely on automated decision making
- lodge a complaint with a supervisory authority.
12. Queries and complaints
If you have any queries or concerns relating to this privacy notice or the way your data is being processed through this website then please contact the University’s Data Protection Officer, Alice Temple.
- Phone: +44 (0) 113 2431751
- Email the Data Protection Officer: dpo@leeds.ac.uk
- Address: University of Leeds, 11.72 EC Stoner Building, Leeds LS2 9JT, UK.
The UK’s regulator for the DPA and GDPR is the Information Commissioner’s Office (ICO). The University is registered as a Data Controller with the ICO.
Should you be dissatisfied with our handling of your concerns you have the right to complain to a supervisory authority. In the case of the UK this is the Information Commissioner’s Office.