It applies to the main LIBER Europe website www.libereurope.eu as well as our conference website www.liberconference.eu and information collected by LIBER on behalf of funded projects in which we participate.
LIBER has designed this policy to be consistent with the following principles:
- Privacy policies should be easy to read and find;
- Data collection, storage, and processing should be simplified as much as possible to enhance security, ensure consistency, and make the practices easy for users to understand;
- Data practices should always meet the reasonable expectations of users.
What personal data does LIBER collect and how do we document it?
By ‘personal data’, LIBER means information which would allow someone to identify you. Examples are your name, mailing address, phone number, email address, username, photograph, IP address and details of your professional work such as your biography and networks to which you may belong.
In compliance with the EU General Data Protection Regulation (GDPR), we document how we obtain personal data, what we do with it, how we store it and with whom data has been shared. This documentation is stored in a Data Register. This register entails information about what personal data we process, for what purpose, where the data comes from and with whom we share it. In appropriate cases, the legal basis on which this is done will be maintained.
How and why does LIBER collect your data?
Website Analytics: LIBER uses Google Analytics to collect some information about your activities, when you visit the website. The type of information that we collect focuses on general information such as country or city where you are located, pages visited, time spent on pages, heat-map of visitors’ activity on the site, information about the browser you are using, etc. We do this to better understand how many people are using the website and to further improve our services. We do not use this information to deliberately identify individuals but rather to analyse broader trends in website usage.
Note: you can learn about Google’s practices in connection with its analytics services and how to opt out of it by downloading the Google Analytics opt-out browser add-on, available at https://tools.google.com/dlpage/gaoptout.
Cookies: We and our service providers (e.g., Google Analytics) may collect information using cookies or similar technologies for the purposes described above and below. Cookies are pieces of information that are stored by your browser on the hard drive or memory of your computer or other device. Cookies may enable us to personalize your experience on the services, maintain a persistent session, passively collect demographic information about your computer, and monitor advertisements and other activities. The websites may use different kinds of cookies and other types of local storage (such as browser-based or plugin-based local storage)
Network Services: When you register to become part of the LIBER network, or when you are issued with an account to update the LIBER website (e.g., as part of your role in a LIBER Working Group), you will be asked to provide personal information to create your account and establish a password and profile. LIBER collects and uses this personal information pursuant to its legitimate interest in evaluating applications to become a LIBER library and for helping to manage our network once your institution joins LIBER. We will use your email address to send you important statutory information about LIBER and information on our most important initiatives.
Events: When you sign up for an event hosted or supported by LIBER, you will be asked to provide some personal information, including your name, email address, and other information as needed. LIBER collects and uses this personal information pursuant to its legitimate interest in organizing and running the relevant event. We may share your personal information internally (e.g., with LIBER staff and volunteers) for the purpose of organizing and running the event. If we need to share your personal information with vendors, sponsors or third party contractors, we will ask you for permission to do this in the registration form.
Emails and Newsletters: When you sign up to receive updates from LIBER or otherwise subscribe to one of our mailing lists, you will be asked to provide some personal information. LIBER collects and uses this personal information pursuant to its legitimate interest in providing news and updates to, and collaborating with, its supporters and volunteers. When you sign up for these services, certain principles will be respected:
- A double opt-in will be offered, so that the recipient expressly consents to receiving the emails from LIBER.
- The opt-in will not be part of (general) terms and conditions.
- During the collection of the data, it will be made clear what the data will be used for.
- When someone is not yet 16 years old, someone with parental authority will give permission.
- Opt ins will be registered.
- You will always be given an option to unsubscribe.
- No emails will be send from a ‘no reply’ address.
Email Analytics:When you receive communications from LIBER after signing up for a particular campaign, survey or other produce, we use analytics to track whether you open the mail, click on the links, and otherwise interact with what we send. You may opt out of this tracking by choosing to get plain-text emails. LIBER collects and uses this personal information pursuant to its legitimate interest in understanding the interests of its community, in order to provide more relevant news and updates.
Board and Working Group Appointments: When you apply to be nominated to LIBER’s Executive Board, you will be required to fill out a form describing who you are and why you want to join the Board. The nomination process also requires a LIBER participant to vouch for you, and to include their personal details as part of the application. The personal information about yourself and your nominee will be shared with those reviewing your application and made publicly available on LIBER’s website, as all Board nominations must be approved by LIBER libraries at our Annual Meeting of Participants.
Upon successfully joining the Board, or when you join a LIBER Working Group or committee, you’ll be given a public profile page which will be populated with information provided as part of your application. This could include your name, job title, email, social media networks and professional biography. This information will in turn be displayed on the relevant pages for each group.
Funding and Participation Opportunities: When you apply for funding from LIBER (e.g., in connection with our Conference Fund), or when you are selected to participate in one of our programmes (e.g., our Leadership programmes), LIBER will collect certain personal information from you in order to evaluate and process your application. We will share that information with the people who are designated to select participants in, and help manage, those programs. This may include people not directly employed by LIBER.
Other Voluntarily Provided Information: When you provide feedback to LIBER, email us with questions, sign a petition distributed by LIBER or otherwise submit personal information to LIBER, we collect and use this personal information in order to better understand our community and to further the particular program or activity to which you provided feedback or other input.
How does LIBER protect your data?
LIBER has implemented reasonable physical, technical, and organizational security measures for personal information that LIBER processes against accidental or unlawful destruction, or accidental loss, alteration, unauthorized disclosure or access, in compliance with applicable law.
However, no website can fully eliminate security risks. Third parties may circumvent our security measures to unlawfully intercept or access transmissions or private communications. If any data breach occurs, we will post a reasonably prominent notice to the websites and comply with all other applicable data privacy requirements including, when required, personal notice to you if you have provided and we have maintained an email address for you.
How can you access your data?
Any user of LIBER services (including our Participants, volunteers and customers) has the right to inspect data stored about them by LIBER. On request, LIBER can create a file outlining which data have been retained, the purpose of the processing, with whom the data was shared and how the data were obtained. If corrections or deletions are required, LIBER will do this immediately.