Library and Archive Services Privacy Policy

Effective Date: 26 April 2021

The Wolfson Library houses one of the largest specialist dance collections in the UK. The open-access collections include books, journals, CDs, DVDs, conference proceedings, resource packs, exhibition and auction catalogues and Benesh Movement Notation Scores. The dance collection is supplemented by resources in the related fields of pedagogy, music, anatomy and physiology. Materials in the archives and special collections include rare books, theatre programmes, photographs, costume designs, pictures and artefacts, as well as audio-visual materials and paper-based documents and correspondence. We have created this privacy notice to inform you how we process personal data.

Lawful basis on processing personal data: 

• Contractual obligation
• Legitimate interests

How do we collect information from you?

We obtain information when you:

• Enrol as a student/staff member with library privileges
• Complete an electronic or manual paper application form
• Contact us by e-mail or letter
• Speak to us on the telephone or in person
• Make a payment
• Contact us through the online library catalogue or social media
• Make a donation

What type of information is collected from you?

The personal information we collect may include:

• Name
• Address
• Email address
• Telephone number
• Photographic image
• Library or RAD membership no.
• Programme details & dates (rad students)
• Department/employment details & dates (rad staff)
• Resource or research interests/level or purpose of research
• Institution or employer (non-RAD)
• Credit/debit card information

How is your information used?

We use your information to:

• Process an application that you have made for  library membership
• Communicate with you regarding your library borrowers account
• Process a request for resources or information services
• Process payments for information services or library fees
• Process resources which you have donated
• Notify you of changes to library opening hours or resource availability

Archiving

The RAD library has an archiving function in where various materials as described above form part of our library and archives. You can find more information on our archiving service here.

Where the RAD uses archiving for our own purposes which can involve the use of personal data, we do so in line with our legitimate interests and where the processing is being carried out with a view to the publication of some journalistic, academic, artistic or literary material under data protection legislation.

This means there is no specific data retention period for archiving as the materials submitted may fall under journalistic, academic, artistic or literary material, however, if you do have any concerns about any material submitted to archiving which may concern you please contact library@rad.org.uk where someone within our team may be able to further assist you where possible.

How long is your information kept?

 We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us.

As mentioned above for archiving there is no set data retention period as the materials for the library and archives may fall under journalistic, academic, artistic or literary material under data protection legislation.

Enquiries that come to the Library & Archives department through RAD social media channels may be processed in line with other requests for resources or information services. In these circumstances, the personal information which is initially collected is limited to name and resources required or area of research interest. If the enquiry progresses we may ask you to provide us with your direct contact details.

Data security

The Royal Academy of Dance takes data security very seriously. We will ensure personal data will be kept safe and secure against any instances (including but not limited to) loss, misuse or alteration. If we become aware of any instances where personal data may be compromised in any way, we will work closely with our IT team, DPO and other parties as necessary to investigate the incident at hand. We have put into place the relevant procedure and policies in place to investigate, mitigate and report (when needed to relevant parties) such instances.

Third parties and data transfers

Library and Archives use third-party processors where needed to carry out certain activities for us. These third parties can be found here. Some of these third parties may be based outside the UK/EEA. Where such data transfers do occur we will ensure the appropriate data transfer agreement is in place.

Questions or Concerns

For more information, you can contact library@rad.org.uk