Privacy and data protection

Privacy statement

This privacy notice is for the users of the White Rose Libraries website. It sets out the ways in which White Rose Libraries gathers, uses, stores and shares your data. It also sets out how long your data is kept and what rights you have in relation to your data under the UK General Data Protection Regulation (GDPR) and Data Protection Act 2018.

White Rose Libraries is the formal collaboration between the libraries of the Universities of Leeds, Sheffield and York. White Rose Libraries uses WordPress to power its website.The Universities recognise the importance of personal privacy and ensure that all personal data is held in accordance with UK GDPR. Compliance is managed by Data Protection colleagues across the sites. 

For the purposes of this privacy notice and website operations, the University of York is the Data Controller as defined in the UK GDPR. We are registered with the Information Commissioner’s Office. Our registration number is: Z4855807. 

Where do we get your data from, what data do we have and how do we use your data?

Emails

If you email the libraries@whiterose.ac.uk email address, your email will be seen and acted on by a member of White Rose Libraries staff. The contents of your email may be shared with others on a need to know basis. Cookies

The White Rose Libraries website uses cookies. A cookie is a small text file which helps your web browser navigate through a particular website. The cookie can then be read back later by the web browser as required. The use of cookies is a convenient way of allowing a computer to remember specific information relating to a website which has been visited. For further information about cookies including a detailed definition, please consult All About Cookies.

Managing / deleting cookies from this site

You can manage cookies from this site, including blocking or deleting them, by changing the settings in your web browser. However, please note that deleting cookies may result in parts of this site and its online services not working as expected.

Cookie usage

Cookies are used to help with the planning, operation and development of the website. They are also used to target information at specific audiences. The site sets cookies including, but not limited to:

Google Analytics

White Rose Libraries and WordPress use Google Analytics which generates cookies to produce statistics on website usage. The information about pages accessed is stored purely for statistical purposes. Google Analytics Demographics and Interest Reporting has also been enabled, but this does not contain personally identifiable information. For further information, please see Google’s statement on Analytics and cookies.

You can opt out of being tracked by Google Analytics which will prevent Google Analytics from gathering data across all websites.

What is our legal basis for processing your data?

White Rose Libraries and the Universities need to collect and retain certain types of data, in various formats, about the users of our services in order to fulfil its functions.

Typically, data will be processed:

• because it is necessary for the performance of a task carried out in the public interest (for information on the University of York’s public task, see their function set out in their charter);

Who do we share your data with?

• employees and agents of White Rose Libraries and the Universities;
• third parties that process data on behalf of White Rose Libraries and the Universities to support them in fulfilling their obligations and responsibilities to and relationship with you;

White Rose Libraries and the Universities may also disclose your data to other 3rd parties not listed above on a case-by-case basis. Disclosures will be made in full accordance with the data protection legislation and only where necessary. Consent will be sought from you where appropriate and you will be told about such disclosures unless exceptional circumstances apply.

How do we keep your data secure?

White Rose Libraries and the Universities who manage their services take information security extremely seriously and have implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. 

In particular please see:

• The University of York’s Information Security
• The University of Leeds’ Information Security Policies
• The University of Sheffield’s Information Security

In addition, White Rose operates this website under contract with WordPress. For information on how WordPress uses and protects any information, see the WordPress Privacy Policy.

How do we transfer your data internationally?

In certain circumstances, it is necessary to transfer your Personal Data (including Special Category Data) outside the European Economic Area. In respect of such transfers, White Rose Libraries and the universities who manage their services will comply with their obligations under Data Protection Law and ensure an adequate level of protection for all transferred data.  

How long will we keep your data?

White Rose Libraries will retain your data in line with legal requirements or where there is a business need. Retention timeframes will be determined in line with the White Rose Libraries Records Retention Schedule. Typically, White Rose Libraries will retain emails and data gathered through Google Analytics for 12 months.

What rights do you have in relation to your data?

Under the General Data Protection Regulation, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent. If you would like to exercise these rights, or if you have any concerns or questions relating to Data Protection, please contact, in the first instance

Additional information about your rights under UK GDPR is available. 

Questions or concerns?

If you have any questions about this privacy notice or concerns about how your data is being processed, please contact the Executive Manager of White Rose Libraries at libraries@whiterose.ac.uk. 

You may also contact the University’s Data Protection Officer at dataprotection@york.ac.uk. 

Right to complain

If you are unhappy with the way in which the University has handled your personal information you have the right to complain to the Information Commissioner’s Office. For information on reporting a concern to the Information Commissioner’s Office, visit their website.

Changes to our privacy notice

We keep our privacy notice under regular review. This notice was last updated on 03/01/2025.