We cordially welcome you as a user of our services. Our data protection declaration is to inform you whether and for what purpose personal data is processed by us. You will learn how you can exercise related rights according to the EU General Data Protection Regulation (DSGVO/GDPR) and other existing legal regulations. It is possible to use the internet pages of the Hochschulbibliothekszentrum NRW (hbz) without any additional indication of personal data. However, if a person concerned wishes to make use of special services of our institution via our website, it may be necessary to process personal data. If the processing of personal data is necessary and there is no legal basis for such processing, we generally obtain the consent of the person concerned.
The processing of personal data, such as the name, address, e-mail address or telephone number of a person concerned, is always carried out in accordance with the General Data Protection Regulation and in accordance with the data protection regulations applicable to the NRW Library Service Centre. By means of this data protection declaration, our institution informs the public about the type, scope and purpose of the personal data collected, used and processed by us.
As a responsible organisation, we have implemented numerous technical and organisational measures to ensure the most complete protection of any personal data processed through this website. However, Internet-based data transmissions may in principle have security gaps, so absolute protection may not be guaranteed.
1. Name and Address of the Responsible Legal Person
The legal person responsible within the meaning of the General Data Protection Regulation and other national data protection laws of the member states as well as other provisions of data protection law isHochschulbibliothekszentrum NRW
Jülicher Straße 6
Tel.: +49 221 40075 213
2. Name and Address of the Data Protection Officer
The data protection officer of the responsible legal person is:Michael Nelißen
Jülicher Straße 6
Tel.: +49 221 40075 137
3. General Information on Data Processing
3.1 Scope of Processing Personal Data
We collect and use the personal data of our users only to the extent necessary to provide a functioning website and our content and services. The collection and use of personal data of our users takes place regularly and only with the consent of the user. An exception applies in those cases in which it is not possible to obtain prior consent for actual reasons and the processing of the data is permitted by statutory provisions.
3.2 Legal Basis for the Processing of Personal Data
Where we obtain the consent of the data subject for the processing of personal data, Article 6(1)(a) of the EU General Data Protection Regulation (GDPR/DSGVO) shall serve as the legal basis.
Art. 6 para. 1 lit. b GDPR (DSGVO) serves as the legal basis for the processing of personal data required for the performance of a contract to which the data subject is a party. This also applies to processing operations that are necessary for the implementation of pre-contractual measures.
As far as the processing of personal data is necessary to fulfil a legal obligation to which our company is subject, Art. 6 para. 1 lit. c GDPR (DSGVO) serves as the legal basis.
In the event that vital interests of the data subject or another natural person necessitate the processing of personal data, Art. 6 para. 1 lit. d GDPR (DSGVO) serves as the legal basis.
If the processing is necessary to safeguard a legitimate interest of our company or a third party and if the interests, fundamental rights and fundamental freedoms of the data subject do not outweigh the first-mentioned interest, Art. 6 para. 1 lit. f GDPR (DSGVO) serves as the legal basis for the processing.
3.3 Principles for Data Deletion and Duration of Storage
The personal data of the person concerned will be deleted or blocked as soon as the purpose of storage no longer applies. In addition, the data may be stored if the European or national legislator has provided for this in Union regulations, laws or other provisions to which the legal person responsible is subject. The data shall also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless it is necessary for further storage of the data for the conclusion or performance of a contract.
4. The Rights of Data Subjects
If personal data is processed by you, you are the data subject within the meaning of the GDPR (DSGVO) and you are entitled to the following rights towards the person responsible:
4.1 Right to Information
You can request confirmation from the legal person responsible as to whether personal data relating to you will be processed by us.
In the event of such processing, you may request the following information from the data controller:
- the purposes for which the personal data will be processed;
- the categories of personal data processed;
- the recipients or categories of recipients to whom the personal data relating to you has been or will be disclosed;
- the planned duration of the retention of the personal data relating to you or, if it is not possible to provide specific information in this regard, criteria for determining the retention period;
- the existence of a right to rectify or delete personal data concerning you, a right to limit the processing by the controller or a right to object to such processing;
- the existence of a right to lodge a complaint with a supervisory authority;
- all available information on the origin of the data, if the personal data are not collected from the data subject;
- the existence of automated decision-making including profiling in accordance with Art. 22 (1) and (4) GDPR (DSGVO) and - at least in those cases - meaningful information on the logic involved and the scope and intended effects of such processing for the data subject.
You have the right to request information as to whether the personal data concerning you will be transferred to a third country or to an international organisation. In this context, you may request to be informed of the appropriate guarantees pursuant to Art. 46 GDPR (DSGVO) in connection with the transfer.
4.2 Right to Rectification
You have the right to have your personal data corrected and/or completed by the data controller if the personal data processed concerning you is inaccurate or incomplete. The data controller must carry out the rectification immediately.
4.3 Right to Restrict Processing
Under the following conditions, you may request that the processing of your personal data be restricted:
- if you dispute the accuracy of the personal data concerning you for a period of time which allows the controller to verify the accuracy of the personal data;
- the processing is unlawful and you refuse to erase the personal data and instead request that the use of the personal data be restricted;
- the controller no longer needs the personal data for the purposes of the processing, but you need them for the assertion, exercise or defence of legal claims, or
- if you have objected to the processing pursuant to Art. 21 para. 1 GDPR (DSGVO) and it has not yet been established whether the legitimate reasons of the data controller outweigh your reasons.
If the processing of personal data concerning you has been restricted, such data - apart from their storage - may only be processed with your consent or for the assertion, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of an important public interest of the Union or a Member State.
If the processing restriction has been limited in accordance with the above conditions, you will be informed by the controller before the restriction is lifted.
4.4 Right to Erasure
You may request the controller to delete the personal data relating to you immediately and the controller is required to delete such data immediately for any of the following reasons:
- The personal data relating to you are no longer necessary for the purposes for which they were collected or otherwise processed.
- You revoke your consent on which the processing pursuant to Art. 6 para. 1 lit. a or Art. 9 para. 2 lit. a GDPR (DSGVO) was based and there is no other legal basis for the processing.
- You object to the processing pursuant to Art. 21 para. 1 GDPR (DSGVO) and there are no overriding legitimate reasons for the processing or you object to the processing pursuant to Art. 21 para. 2 GDPR (DSGVO).
- The personal data concerning you have been processed unlawfully.
- The deletion of personal data concerning you is necessary to fulfil a legal obligation under Union law or the law of the Member States to which the data controller is subject.
- The personal data relating to you have been collected in relation to information society services offered pursuant to Art. 8 para. 1 GDPR (DSGVO).
In the event that the data controller has made the personal data concerning you public and is obliged to delete them pursuant to Art. 17 para. 1 GDPR (DSGVO), he shall take appropriate action, including technical measures, taking into account the technology available and the implementation costs. The legal person responsible ist also obliged to inform the data controllers processing the personal data that you, as the data subject, have requested them to delete all links to this personal data or copies or replications of this personal data.
The right to erasure does not exist insofar as processing is necessary
- for the purpose of exercising the right to freedom of expression and information;
- for compliance with a legal obligation which requires processing by Union or Member State law to which the controller is subject or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
- for reasons of public interest in the field of public health in accordance with Art. 9 para. 2 lit. h and i as well as Art. 9 para. 3 GDPR (DSGVO);
- for archive purposes in the public interest, scientific or historical research purposes or for statistical purposes in accordance with Art. 89 para. 1 GDPR (DSGVO), insofar as the law referred to under a) is likely to make it impossible or seriously impair the attainment of the objectives of such processing, or
- to assert, exercise or defend legal claims.
4.5 Right to information
If you have exercised your right to rectify, cancel or limit the processing of your personal data against the controller, the controller is obliged to notify all recipients to whom the personal data concerning you have been disclosed of this rectification, cancellation or limitation of processing, unless this proves impossible or involves a disproportionate effort.
You have the right towards the controller to be informed of such recipients.
4.6 Right to data portability
You have the right to receive the personal data concerning you that you have provided to the responsible person in a structured, common and machine-readable format. In addition, you have the right to communicate such data to another controller without being hindered by the controller to whom the personal data was provided, provided that
- the processing is based on a consent pursuant to Art. 6 para. 1 lit. a GDPR (DSGVO) or Art. 9 para. 2 lit. a GDPR (DSGVO) or on a contract pursuant to Art. 6 para. 1 lit. b GDPR (DSGVO) and
- the processing is carried out by automated means.
In exercising this right, you also have the right to request that the personal data relating to you be transferred directly from one controller to another, where technically feasible. Freedoms and rights of other persons must not be affected by this.
The right to data portability does not apply to the processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
4.7 Right to object
You have the right, for reasons related to your particular situation, to object at any time to the processing of personal data concerning you carried out on the basis of Art. 6 para. 1 lit. e or f GDPR (DSGVO); this also applies to profiling based on these provisions.
The controller shall no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.
If the personal data relating to you are processed for the purpose of direct marketing, you have the right at any time to object to the processing of the personal data relating to you for the purpose of such advertising; this also applies to profiling in so far as it is connected with such direct marketing.
If you object to processing for direct marketing purposes, the personal data relating to you will no longer be processed for such purposes.
In connection with the use of Information Society services, and notwithstanding Directive 2002/58/EC, you may exercise your right of objection by means of automated procedures using technical specifications.
4.8 Right to revoke the declaration of consent under data protection law
You have the right to revoke your declaration of consent under data protection law at any time. The revocation of your consent does not affect the legality of the processing carried out on the basis of your consent until you revoke it.
4.9 Automated individual decision-making including profiling
You have the right not to be subject to a decision based solely on automated processing - including profiling - which has legal effect against you or which similarly significantly affects you. This does not apply if the decision
- is necessary for the conclusion or performance of a contract between you and the person responsible,
- is authorised by legislation of the Union or of the Member States to which the person responsible is subject and contains appropriate measures to safeguard your rights and freedoms and your legitimate interests; or
- is based on your explicit consent.
However, these decisions may not be based on special categories of personal data pursuant to Art. 9 para. 1 GDPR (DSGVO) unless Art. 9 para. 2 lit. a or g GDPR (DSGVO) applies and appropriate measures have been taken to protect the rights and freedoms as well as your legitimate interests.
With regard to the cases referred to in (1) and (3), the person responsible shall take appropriate measures to safeguard the rights and freedoms as well as your legitimate interests, including at least the right to obtain the intervention of a person on the part of the person responsible, to state his own position and to challenge the decision.
4.10 Right to appeal to a supervisory authority
Without prejudice to any other administrative or judicial remedy, you have the right to complain to a supervisory authority, in particular in the Member State where you reside, your place of work or the place where the alleged infringement is suspected, if you consider that the processing of your personal data is in breach of the GDPR (DSGVO). The supervisory authority can be reached at the following contact details:Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen
Tel.: +49 211 38424-0
The supervisory authority to which the complaint was submitted shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy under Article 78 GDPR (DSGVO).
5. Provision of the website and creation of log files
5.1 Description and scope of data processing
Each time our website is accessed, our system automatically collects data and information from the computer system of the accessing computer.
The following data is collected:
- Information about the browser type and the version used
- The user's operating system
- The user's Internet Service Provider
- The IP address of the user
- Date and time of access
- Websites from which the user's system accesses our Website
- Websites accessed by the user's system through our Website
The data is also stored in the log files of our system. These data are not stored together with other personal data of the user.
5.2 Legal basis for data processing
The legal basis for the temporary storage of data and log files is Art. 6 para. 1 lit. f GDPR (DSGVO).
5.3 Purpose of data processing
The data is stored in log files in order to ensure the functionality of the website. The data is also used to optimise the website and to ensure the security of our information technology systems. An evaluation of the data for marketing purposes does not take place in this context.
These purposes also include our legitimate interest in data processing pursuant to Art. 6 para. 1 lit. f GDPR (DSGVO).
5.4 Duration of storage
Personal data is stored in log files for a maximum of seven days and then deleted. A storage going beyond this is possible. In this case, the IP addresses of the users are deleted or alienated so that it is no longer possible to assign the calling client.
5.5 Objection and removal options
The collection of data for the provision of the website and the storage of data in log files is mandatory for the operation of the website. Consequently, there is no possibility for the user to object.
6.1 Description and scope of data processing
The user data collected in this way is anonymised by technical precautions. It is therefore no longer possible to assign the data to the calling user. The data are not stored together with other personal data of the users.
6.2 Legal basis for data processing
The legal basis for the processing of personal data using technically necessary cookies is Art. 6 para. 1 lit. f GDPR (DSGVO).
6.3 Purpose of data processing
Using cookies for the DigiBib portal application is technically required and is for the purpose of maintaining and resetting the context of usage (session, authentication).
Our legitimate interest in the processing of personal data pursuant to Art. 6 para. 1 lit. f GDPR (DSGVO) also lies in these purposes.
6.4 Duration of storage, objection and removal options
7. Contact form and e-mail contact
7.1 Description and scope of data processing
There is a contact form on our website which can be used for electronic contact. If a user makes use of this possibility, the data entered in the input mask will be transmitted to us and stored. These data are:
- E-mail address
- other information visible in the form that is actively selected
At the time the message is sent, the following data will also be stored:
- the IP address of the user
- date and time
Your consent will be obtained for the processing of the data as part of the sending process and reference will be made to this data protection declaration.
Alternatively, it is possible to contact us via the e-mail address provided. In this case, the personal data of the user transmitted with the e-mail will be stored.
No data will be passed on to third parties in this context. The data will be used exclusively for the processing of the conversation.
7.2 Legal basis for data processing
The legal basis for processing the data is Art. 6 para. 1 lit. a GDPR (DSGVO) if the user has given his consent.
The legal basis for the processing of data transmitted in the course of sending an e-mail is Art. 6 para. 1 lit. f GDPR (DSGVO). If the purpose of the e-mail contact is to conclude a contract, the additional legal basis for the processing is Art. 6 para. 1 lit. b GDPR (DSGVO).
7.3 Purpose of data processing
The processing of personal data from the input mask serves us solely to process the establishment of contact. In the case of contact by e-mail, this also constitutes the necessary legitimate interest in the processing of the data.
The other personal data processed during the sending process serve to prevent misuse of the contact form and to ensure the security of our information technology systems.
7.4 Duration of storage
The data shall be deleted as soon as they are no longer required for the purpose of their collection. For the personal data from the input mask of the contact form and those sent by e-mail, this is the case when the respective conversation with the user has ended. The conversation is terminated when it can be inferred from the circumstances that the relevant facts have been conclusively clarified.
The additional personal data collected during the sending process will be deleted after a period of seven days at the latest.
7.5 Possibility of objection and removal
The user has the possibility to revoke his consent to the processing of personal data at any time. If the user contacts us by e-mail, he can object to the storage of his personal data at any time. In such a case, the conversation via e-mail cannot be continued.
All personal data stored in the course of establishing contact will be deleted in this case.
8. Personal login for the DigiBib
8.1 Description and scope of data processing
On our portal page, we offer users the opportunity to register by providing personal data. The data is entered into an input mask and transmitted to us and stored. The data will only be passed on to third parties within the scope of online inter-library lending (see point 11). The following data is collected as part of the login process:
- User ID
- Surname, forename
- E-mail address
- User group
The following data will also be stored at the time of login:
- the IP address of the user
- date and time of login
8.2 Legal basis for data processing
The legal basis for the processing of the data is Art. 6 para. 1 lit. a GDPR (DSGVO) if the user has given his consent.
8.3 Purpose of data processing
User login is required for the provision and accessibility of certain content and services on our portal page, e.g. for the use of licensed electronic content or for the use of online inter-library loan.
Watch lists and stored search queries are functionalities that are provided in the context of literature research in order to enable the customer to conveniently manage the research results and search strategies that are essential for him or her and to use them for scientific activities. These are stored at the user's request and can also be deleted by the user.
The last search queries of a registered person are available for recalling the search query.
8.4 Duration of storage
The data will be deleted as soon as they are no longer necessary to achieve the purpose for which they were collected. The login data will be deleted after 7 days at the latest. An early deletion of the data at the request of the user is possible.
Entries in search histories and watch lists are deleted if the user has been inactive for more than 12 months. IP addresses are anonymized after 7 days.
8.5 Objection and removal options
You can have the data stored about you as a user changed at any time. In this case, please contact your library.
For a premature deletion of your data from DigiBib (see 8.4.), please contact email@example.com.
DigiLink is a cooperative link management system that your library provides in addition to the metasearch under the menu item named "Additional Sources" or "Electronic Resources" or "Databases and Web Links" in a browsing interface.
For information on data protection related information concerning DigiLink please go for http://hostedby.hbz-nrw.de/datenschutz/datenschutz_digilink.html
DigiAuskunft is a cooperative request management system with which your library processes the enquiries of library users. Where applicable DigiAuskunft is also linked under the menu item "Info/Contact" in the navigation column to the left.
Data protection issues relating to DigiAuskunft can be found at: http://hostedby.hbz-nrw.de/privacy_statement/privacy_statement_digiauskunft.html
11. Use of online inter-library lending
11.1 Description and scope of data processing
On our portal page, we offer users the opportunity to use online inter-library loan (ILL). This requires a login with personal data. The data is entered into an input mask and transmitted to us and stored. The data will only be passed on to third parties within the framework of online inter-library loan (to the lending libraries or library associations).
In the context of inter-library loan requests the following data is collected:
- User ID
- Surname, forename
- E-mail address
The following data will also be stored at the time of login:
- the IP address of the user
- date and time of login
11.2 Legal basis for data processing
The legal basis for the processing of the data is the Regulation for ILL in the Federal Republic of Germany, i.e. Leihverkehrsordnung (LVO) - Ordnung des Leihverkehrs in der Bundesrepublik Deutschland.
- Leihverkehrsordnung für das Land Nordrhein-Westfalen (PDF), i.e. Inter-Library Loan Regulation for North-Rhine Westphalia
- Leihverkehrsordnung für das Land Rheinland-Pfalz (PDF), i.e. Inter-Library Loan Regulation for Rhinland-Palatinate
11.3 Purpose of data processing
The user must register so that the inter-library loan order request can be assigned to the ordering party and the ordering party can be informed about the status of the inter-library loan.
11.4 Duration of storage
The data will be deleted as soon as they are no longer necessary to achieve the purpose for which they were collected. Data records for completed orders will be deleted after 2 years at the latest. Until then, the data records will be required for offsetting the inter-library loan requests with the libraries and the inter-library loan networks.
IP addresses will be anonymized after 7 days.
11.5 Objection and removal options
You can change the data stored about you as the user at any time. In this case, please contact your library.
For a premature deletion of your data from DigiBib (see 8.4.), please contact firstname.lastname@example.org.
12. Web analysis through Matomo
12.1 Scope of the processing of personal data
On our portal pages we use the open source web analysis service Matomo in order to analyse the web surfing behaviour of our users. No cookies are set on the user’s computer for analytics. Once individual pages of our website are called up, the following data is stored:
- The first 3 bytes of the user’s IP address
- The web page accessed (landing page)
- The referrer web page, i.e. the website from which the user has reached the accessed web page
- All subpages accessed from the landing page
- Outbound links
- The frequency of access to the website
- Login status
- Databases searched
- Browser, browser plugins, operating system
The software runs exclusively on the servers of the hbz Library Service Centre. The users‘ personal data is only stored there. Data will be irreversibly anonymised and only passed on to the DigiBib customers, i.e. the libraries using the Digital Library (DigiBib). The data will not be passed on to third parties.
The general software settings also ensure that for storing IP addresses one byte of the IP address is always masked (e.g.: 192.168.144.xxx). Thus, it is no longer possible to assign the abridged IP address to the user’s system.
12.2 Legal basis for the processing of personal data
The legal basis for the processing of users' personal data is Art. 6 para. 1 lit. f GDPR (DSGVO).
12.3 Purpose of data processing
The processing of anonymous user data enables us to analyse user behaviour. By evaluating the data obtained, we are able to compile information on the use of the individual components of our website. This helps us to constantly improve our website and its user-friendliness. In these purposes our legitimate interest also lies in the processing of data in accordance with Art. 6 Para. 1 lit. f GDPR (DSGVO). By anonymising the IP address, the interest of users in the protection of their personal data is sufficiently taken into account.
12.4 Duration of storage
The raw data will be deleted as soon as as they are no longer required for the purpose of their collection. In our case this is after 90 days.
12.5 Objection and removal options
On our portal site we offer the option of an opt-out from the analytical process. To do so, please select the box in the second section of the following form. Thus, a cookie (for cookies, please s.a.) is set on your system which signals our system not to save user data. Just in case the user deletes the respective cookie from his own system in the meantime, he must set the opt-out cookie again.
For more information about the privacy settings of the Matomo software, please go for https://matomo.org/docs/privacy/.
13. Access to Munzinger offers
If licensed offers of the publisher Munzinger (https://www.munzinger.de) are accessed within DigiBib, the user ID of the Customer will be transmitted to Munzinger for authentication.
14. Book cover
For books, the display of result list data is in many cases enriched with cover illustrations. The images (in this order of priority) come either from the Open Library, from buchhandel.de or from Amazon.
The images of Open Library are transferred via the API offered for this purpose and in accordance with the guidelines applicable.
The hbz has registered DigiBib with MVB Marketing- und Verlagsservice des Buchhandels GmbH for the transfer of images from buchhandel.de.
For the DigiBib portal, the Amazon partner program is used exclusively to display book covers. The covers are linked to the respective Amazon product page.
15. Use of Bibtip
When using the recommender service BibTip (http://www.bibtip.com/de), IP addresses are transmitted to BibTip.
16. Data security
We use the most widely used SSL (Secure Sockets Layer) technology in connection with the highest level of encryption supported by your browser. As a rule, this is 256-bit encryption. If your browser does not support 256-bit encryption, we use 128-bit v3 technology instead. You can tell whether an individual page of our website is transmitted in encrypted form by the closed representation of the key or lock symbol in the lower status bar of your browser.
We also make use of suitable technical and organisational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction or against unauthorised access by third parties. Our security measures are continuously improved in line with technological developments.
17. Update status and amendment of this data protection declaration
As a result of the further development of our portal website and offers on it or due to changed legal or official requirements, it may be necessary to amend the data protection declaration.