Information about processing the data of users of Sebina Open Library

This purpose of this information is to provide certain indications about the personal data processed by the libraries belonging to the Bologna Hub of the National Library Service (SBN) via the Sebina Open Library application.

Pursuant to art. 13 of Decree no. 196/03 (hereinafter referred to as the “Code”), users of the Hub are provided the following information:

  • The data of users who authenticate their access to or register with this website is collected and subsequently updated for the sole purpose of performing the institutional activities of the libraries belonging to the Bologna Hub of the National Library Service (SBN). The data may also be processed for record-keeping and statistical purposes.
  • Provision of the data is compulsory, as it is needed in order to provide the Hub’s services and protect the documentary materials. Refusal to provide personal data will make it impossible to use the web services provided by the Hub e.g. reservations, saving of bibliographies, research etc.
  • Data is processed (manually and/or using IT equipment) solely by personnel authorised by the Libraries of the Bologna Hub of the National Library Service (hereinafter referred to as the UBO SBN Hub) in a manner that guarantees its security and privacy.
  • If users access the space using a federated account (http://www.lepida.it/cosa-facciamo/servizi/federa) or a Sebina Open Library account, all Hub libraries will be able to view their details, including but not limited to the following data: name, surname, tax code, residential address and telephone number.
  • The library may process data for the compilation and dissemination of statistics, in an absolutely anonymous form, that profile the persons who use the website and its library services (e.g. access to the documentary materials held by the Libraries).
  • The following signatories of the Agreement for the management of the Bologna Hub are the joint Data Owners of the personal data provided by data subjects: IBACN–Istituto per i beni artistici culturali e naturali, Emilia-Romagna Region; MiBACN–Ministero per i beni e le attività culturali, Alma Mater Studiorum–University of Bologna, Municipality of Bologna, Metropolitan City of Bologna
  • The managers of the Hub's libraries are responsible for the processing of personal data. A list of these data processors is available, on request, from: polosbnubo@lists.unibo.it.
  • In order to enable users to be identified and use the services offered by other Hubs, their data may be communicated to the other Hubs of the National Library Service active in the Region.
  • Data subjects may exercise the rights specified in art. 7 of Decree no. 196/03 by contacting ASDD at: polosbnubo@lists.unibo.it

Specifications about the processing of data related to the loan service

1.   Use of contact details (including telephone numbers and e-mail addresses) for the loan service

The University Libraries intend to streamline and optimise certain procedures relating to the book loan service, in particular with regard to communications to users about the services requested by them (local or inter-library loans, document delivery, purchase of books).

In addition to the postal address, land line or e-mail, the libraries also use the mobile telephone numbers provided by users when registering for the lending service. Mobile telephone numbers are used for verbal communications and to send short text messages that are strictly relevant to the proper provision of the services offered by the Library.

Given the above, this information informs users that the messages and communications sent by the Library using the above tools will relate to:

  • notifications about the availability of items (books) reserved by the user
  • notifications about the availability of items (books or articles) requested on inter-library loan or on a document delivery basis
  • notifications about the availability of books that the user has decided to purchase
  • notifications about book loan due-dates

Current regulations on the protection of personal data and its processing in electronic form and, more particularly, recent indications from the Privacy Guarantor about the use of short text messages by public bodies, allow the latter to send text messages for institutional communications in the performance of their duties, without first obtaining consent and solely in response to a specific request or indication from the data subject concerned.

In particular, text messages will be sent to users as a first reminder to return items following expiry of the loan period, as part of the configuration of the University loan subsystem, in preparation for application of the University Regulation on the duration of loans of bibliographic assets and consequences. The text messages will be sent by the individual University Libraries, which are independent data owners. 
The messages will be sent using a software platform supplied by a specialist telecommunications company, designated for this purpose as a “Data Processor” and whose name will be supplied to the data subject on written request to privacy@unibo.it. The Library does not supply the identification details of users or their postal addresses or telephone numbers to the above company, or to other public or private parties, for purposes other than those described in the information provided.

Users are kindly requested to inform loan service personnel on a timely basis about: transfers to third parties; changes in mobile telephone number; changes in other address details supplied when registering for the service.

2.   Circulation of data related to loans

In order to safeguard the University's library assets, certain offices in contact with the public may hold information about the number of books or magazines on loan to a user, with a view to requesting their return. This processing is carried out by the University, as an independent data owner. The list of Data Processors may be obtained by writing to privacy@unibo.it. The data will not be disseminated.