University Library: External Memberships Privacy Notice


Who we are

The University of Wolverhampton (‘The University’, ‘we’ or ‘us’) are a ‘Data Controller’, as defined by the Data Protection Act 2018 and are responsible for, and control the processing of your Personal Data. You can contact us at email, University of Wolverhampton, Wulfruna Street, Wolverhampton WV1 1LY. Tel. 01902 32 1000. Our Data Protection Officer can be contacted at


How We Use Your Data

This privacy notice applies to you if you have an external University library membership, including affiliate memberships, memberships as part of the SCONUL Access Scheme, if you are part of the Alumni Association and if you are an external visitor. The University will collect and process your Personal Data to create and manage your external University library membership account, specifically:

  • To create your membership cards
  • To create your library account
  • Facilitate library borrowing
  • To contact you regarding library services and send out borrower alerts and other notifications (where applicable)
  • To keep a statistical record of library membership by borrower category


Information We Collect

The majority of information that we process about you will be provided by you.

If you are an affiliate member, the data we will collect includes your full name, telephone number, email address and your home address.

If you are part of the SCONUL Access Scheme, the data we will process includes your full name, telephone number, email address and your home institution user/ID number.

If you are part of the University Alumni Association, the data we will process includes your full name, telephone number, email address, home address, DOB and your previous UoW student number will be shared with the University of Wolverhampton Alumni Association. You can read their privacy policy here’

If you are an external visitor, we will process your full name, telephone number and your email address.

The lawful basis we rely on for processing this information is that it is necessary for a contract.


Who We Share Your Personal Data With

Information is shared with relevant departments within the University for the purposes outlined above. 

We may also share personal details with organisations with enforcement powers such as HMRC or the Police. However, we will only do so if this is required to comply with our legal obligation to disclose information to these bodies.

We will only share the minimum amount of personal data with any of the above and will always do so in accordance with the law.



Your data is retained for 12 Months from the point of your account expiry date for to enable us to accurately report membership numbers for the previous year and enable easier account renewal (where applicable).


Your Rights

As an individual, you have a number of rights available to you. To find out more about how you may exercise those rights, for example, The Right of Subject Access: obtaining a copy of your information which we may hold,  or the Right to Rectification: correcting any mistakes or completing the information we hold about you, please see our Data Protection web pages available here or the ICO website for more information.


How to Complain

If you have any queries, concerns or believe that your Personal Data is being handled in a manner which is contrary to statutory requirements, you may wish to contact the University of Wolverhampton’s Data Protection Officer via or complain to the ICO via


Changes to Privacy Notice

We regularly review our privacy notice and will review it at least annually. This privacy notice was last updated on 5 September 2023.