Description of the file - Customer Register
Date of drafting: translation from the Finnish description which was drafted 2.1.2002
1. Controller
Oulu University of Applied Sciences Library2. Person in charge and/or contact person
Director of the library Minna Koistinen
3. Name of register
Oulu University of Applied Sciences Library Customer Register
4. Purpose for processing personal data / use of register
Handling customer contacts. The library uses the register for supervising borrowing, borrowing rights and statistics. The statistics do not include information on personal level.
5. Contents of register
Name, statistical category, library unit, address, telephone number(s), e-mail address, patron barcode, date of birth, social security number and information on present loans, material on hold and unpaid fees. After discharging a personal loan the data of it vanishes from the patron register simultaneously. The data of a loan will remain in the circulation history for one year.
6. Regular sources of information
Customer information is saved in the register from the application form filled in by the customer and from the ASIO – student register. In cases of invoicing the address may be checked from the ASIO – student register, population register or from some other address register outside the organization. Customer information that has not been used for over two years, will be removed from the register by the library.
7. Regular destinations of disclosed data and whether the data is transferred to countries outside the the European Union or the European Economic Area
Customer information will not be transferred.
8. Principles of datafile / register securing
A. Manual register. The application form filled in by the customer will be destroyed after the information has been saved in the register.
B. Data register/ADP register. Standard methods are used to protect the customer data technically. The library staff has the obligation of professional secrecy.
9. Right to check registered information
A person whose personal data has been saved in this register has the right to check personally the rightness/validity of his/her information. A request concerning the checking of one´s personal information in the register can be done in person at the library or with a written request. The information can be checked immediately. The register does not include any personal information that could not be checked by the customer himself/herself.
Request for checking personal data
10. Updating the registered information
The customer information will be updated without delay according to the changes informed by the customer. If necessary the correctness of the customer information will be checked from the population register. The updating of the information will be done by the library staff who also correct mistakes at once such are detected.
* Personal Data Act, section 10, does not require the documenting of this information , but it is appropriate to document it for supplying the information for the persons that have been registered. It also describes, for its part, the data content of the register.
Page updated 16.1.2012
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